What Are GCMS Notes? Complete Guide
What Are GCMS Notes?
“GCMS notes” are the records that Immigration, Refugees and Citizenship Canada (IRCC) holds about your application in the Global Case Management System (GCMS). They are your personal information, and you have the right to request them. This guide explains, using official IRCC information only, what GCMS is, what the records contain compared with the online status tracker, and how to request them. Every statement below is sourced from IRCC, with references at the end of the page.
What is the Global Case Management System (GCMS)?
According to IRCC, the Global Case Management System (GCMS) is an integrated, web-based system used for processing applications for immigration, citizenship and passport services, and it contains the personal information of clients who have applied for such services.[1] In other words, GCMS is where IRCC records and processes the details of your application — and “GCMS notes” refers to the records about your own case held in that system.
What the records show vs. the status tracker
The IRCC application status tracker shows only high-level statuses — for example, “Received” (IRCC has your application and is checking that it is complete) or “In progress” (IRCC is still reviewing it) — together with review sections such as background verification.[2] Your full personal records held by IRCC contain much more than these high-level statuses, which is why many applicants request a complete copy of their file.
Who can request GCMS notes
Because GCMS notes are your personal information, you can request them under the Privacy Act. According to IRCC, Canadian citizens, permanent residents, and foreign nationals — regardless of where they are located — can request access to their personal information held by federal government institutions under the Privacy Act.[3]
Broader government records are requested under the Access to Information Act, which carries a $5.00 application fee.[4] Under that Act, only Canadian citizens, permanent residents, and individuals present in Canada may apply directly; if you are none of these, a representative who is a Canadian citizen or permanent resident can request for you, with your written consent.[5]
Request your GCMS notes
We prepare and submit your request to IRCC and, where required, act as your authorized representative.
Order GCMS NotesHow to request them
Requests can be submitted online through IRCC’s ATIP Online Request tool, or in writing using IRCC’s form IMM 5563 or the Treasury Board forms TBC/CTC 350-57 and 350-58, mailed to the Access to Information and Privacy Division in Ottawa.[6] IRCC has 30 days to respond to a formal request, though this period may be extended in certain circumstances.[7] For a step-by-step overview, see our ATIP request guide.
Frequently asked questions
Are GCMS notes the same as my personal information?
GCMS contains the personal information of clients who have applied for immigration, citizenship and passport services,[1] and you can request your own personal information under the Privacy Act.[3]
Can I get them if I live outside Canada?
Yes — under the Privacy Act, foreign nationals can request their own personal information regardless of where they are located.[3] See requesting from outside Canada.
How long does it take?
IRCC has 30 days to respond to a formal request, though this may be extended in certain circumstances.[7]
Official sources
All information on this page is based on official Immigration, Refugees and Citizenship Canada (IRCC) information:
- Privacy Impact Assessment Summary: Deployment of GCMS and TEMPO — Canada.ca
- What does my status mean in the application status tracker? — IRCC
- Who can make a request under the Privacy Act? — IRCC
- What is the fee for an Access request? — IRCC
- Who can make a request under the Access to Information Act? — IRCC
- How and where do I submit an Access to Information or Privacy request? — IRCC
- How long does the Department have to respond? — IRCC