CBSA Notes Canada | GCMS, Security, Travel History

CBSA Notes Canada | GCMS Notes, Security Information, Travel History | ATIP

What Are CBSA Notes?

CBSA Notes are detailed records maintained by the Canada Border Services Agency (CBSA) that contain information about an individual. These notes can be invaluable for various immigration and travel-related purposes. Here’s a detailed look at what CBSA Notes include and why they are important:

What You Can Get With CBSA Notes:

1. GCMS Notes:
   The Global Case Management System (GCMS) is utilized by Immigration, Refugees, and Citizenship Canada (IRCC) and the Canada Border Services Agency (CBSA) to manage immigration and citizenship applications. GCMS notes are records from IRCC and CBSA pertaining to your visa application, including:
   • Current Application Stage: Information on where your application currently stands in the process.
   • Immigration Officer Notes (Refusals & Delays): Detailed notes and observations from immigration officers reviewing your application. If your immigration application has been refused or delayed, CBSA GCMS notes can provide specific reasons and details about these decisions that is usually not provided upfront by officers.
   • Application History: Records of all actions taken on your file, including any updates or changes
2. Security Information:
   • Security Assessments: In addition to everything mentioned above for GCMS Notes, CBSA notes include security-related information that is not available in IRCC GCMS notes. This can be helpful to understand what stage your application is in and whether or not it is stuck in security screening.
3. Travel History Report:
   • Entries and Exits: A Travel History Report details a traveller’s entries and exits from Canada. This report is maintained by the CBSA and includes records for up to 15 years.
   • Information Collected: The report includes personal information such as name, date of birth, citizenship, gender, date of entry, location of the port of entry, and document numbers associated with the travel, like passport numbers.
   • Exit Data Collection: The CBSA began collecting exit information on foreign nationals (excluding American citizens) entering the United States from Canada on June 30, 2013. As of July 11, 2019, exit information is collected for all travellers (including Canadian and American citizens) at land borders, and from June 25, 2020, in the commercial air mode as well.
   • Highway Passage Reports: These can also be requested but only indicate that a specific licence plate has been recorded, without showing the individuals traveling in the vehicle.

What is the Difference Between GCMS Notes From CBSA VS IRCC?

CBSA Notes You Can Request:

• GCMS Notes: Useful for understanding refusal reasons and processing delays related to your immigration application.
• Security Information: Includes security details not available in IRCC GCMS notes, which can be crucial if your application involves security screenings or concerns.
• Travel History Report: Provides a detailed record of your entries and exits from Canada, which can be helpful for verifying travel details and ensuring the accuracy of your records.

IRCC Notes You Can Request:

• GCMS Notes: These notes cover the status and detailed information about your immigration or visa application, including reasons for refusals or delays.
• Application Files and Supporting Documents: Access your full application package, including all forms, documents, and correspondences between you and IRCC, offering a complete overview of your application history and any additional requirements or issues.

Is CBSA or IRCC better for GCMS notes?

Choosing between CBSA and IRCC GCMS notes depends on your specific needs. In fact, many clients order from both organizations in order to ensure they obtain their notes in the fastest way possible. However, when speed is not your main concern, you can choose one organization based on the following factors:

When to Choose CBSA Notes:

• Security Concerns: If you need detailed information on security assessments or if your application has been affected by security-related issues, CBSA notes are more beneficial as they include security information not available in IRCC notes.
• Travel History: If you require a comprehensive record of your travel history, including all entries and exits from Canada, CBSA notes provide this detailed report.

When to Choose IRCC Notes:

• Application Details: For a thorough understanding of your immigration or visa application status, IRCC GCMS notes are essential. They provide insights into the reasons for any delays or refusals and include all related documents and correspondences.
• Complete Application Overview: If you need access to your entire application package, including forms, supporting documents, and communications with IRCC, these notes offer a full picture of your application process.

Who Can Request CBSA Notes?

CBSA notes are requested through an Access to Information and Privacy (ATIP) request. The Access to Information Act and the Privacy Act, effective from July 1, 1983, aim to enhance government transparency and individual participation in the democratic process. The Access to Information Act grants Canadian citizens, permanent residents, and entities in Canada the right to access federal government records. This right is based on principles that public information should be accessible, exceptions should be limited and clearly defined, and disclosure decisions should be independently reviewed. On the other hand, the Privacy Act safeguards individuals’ privacy concerning personal data held by government institutions. It allows Canadian citizens, permanent residents, and foreign nationals, regardless of their location, to access and request corrections to their personal information.

How long does it take to get CBSA notes? Processing Time

The standard processing time for GCMS notes is usually around 30 days from when your Access to Information and Privacy (ATIP) request is received by Canada Border Services Agency (CBSA). This timeframe is established by the Access to Information Act and the Privacy Act, allowing government institutions up to 30 days to respond to such requests.

Possible Delays

Although the standard processing time is 30 days, there are circumstances where delays can occur:

• High Volume of Requests: If CBSA receives a large number of ATIP requests, processing times may be extended.
• Complex Requests: Requests involving a significant number of documents or requiring information from multiple sources within IRCC or the Canada Border Services Agency (CBSA) may take longer to fulfill.
• Additional Verification: Further verification or clarification may be necessary in some cases, extending the processing time.

Access to Information Act VS Privacy Act

Canada has two fundamental laws governing access to information and the protection of personal privacy: the Access to Information Act and the Privacy Act. These laws play pivotal roles in ensuring government transparency and safeguarding individual privacy, each serving distinct functions.

Access to Information Act

The Access to Information Act grants Canadian citizens, permanent residents, and anyone present in Canada the right to access federal government records. Here are the essential elements:

• Scope: This act covers records held by federal government institutions, including reports, emails, and various documents.
• Purpose: It aims to enhance government transparency and accountability by allowing public access to information on government operations.
• Process: Requests for information can be submitted to the relevant government institution, which must respond within 30 days, although extensions may be granted under certain conditions.
• Exemptions: Certain information is exempt from disclosure, such as data related to national security, trade secrets, and personal privacy.

Privacy Act

Conversely, the Privacy Act is focused on protecting individuals’ personal information held by federal government institutions. Key points include:

• Scope: This act applies to the collection, use, and disclosure of personal information by federal government institutions, including names, addresses, medical records, and other identifiable data.
• Purpose: It aims to safeguard individual privacy by regulating federal government handling of personal information and ensuring individuals can access and correct their data.
• Process: Individuals can request access to their personal information from the relevant government body, which must respond within 30 days, with possible extensions if needed.
• Exemptions: Certain personal information may be withheld in specific situations, such as matters involving national security or ongoing law enforcement investigations.

Step-by-Step Guide to Submitting an ATIP Request

While not 100% the same as a GCMS Note request from IRCC, the information you must provide is identical. 

Submitting an ATIP request for GCMS notes is relatively simple. Here is a full example of what the ATIP Request page should look like. Here are the steps to submitting an ATIP request:

• Visit the ATIP Online Request page
• Agree with the Privacy Notice and click ‘continue’
• Select the department ‘Immigration, Refugees and Citizenship Canada’ (IRCC)

• Select the relevant category that describes you

• Fill out the rest of the form to your best ability and click ‘continue’
• Select ‘Access to Information Act’ for the type of information

• Select ‘Immigration/Citizenship Records’ for the type of records

• Fill out the rest of your form
• The ‘Client ID Number’ is also referred to as the “Unique Client Identifier” (UCI) Number. The format is either 00-0000-0000 or 0000-0000
• Select the type of record you would like

• The ‘File Number’ is a number unique to your application. It usually begins with one or more letters and is followed by 9 digitals. For example: E123456789, RP12345678, or RHB1234567.

• Click continue and make payment

Here is a full example of what the ATIP Request page should look like.

Understanding GCMS Notes

1) Check Your Name, DOB, Application Number, and UCI – See page 1 on our GCMS Notes Sample

The absolute first thing you must do is make sure you have the right GCMS Notes. Flip to page 1 and double-check that your name, DOB, Application Number, and UCI are correct.

2) Review Your Assessment Summary – page 2 on our GCMS Notes Sample

Your assessment summary is comprised of 10 essential fields that will help you understand your GCMS Notes. This section can be helpful in showing you where your application is stuck or why your application was refused. Your assessment summary touches on critical components of Canadian immigration law that may make you inadmissible. The parts of the assessment summary are eligibility, security, HIRV (Human or International Rights Violation), criminality, organized crime, medical, misrepresentation, info-sharing, other requests, and final.

While most of the fields in the assessment summary are self-explanatory, there are 2 fields that may cause confusion: other requests and final. Other requests are usually left empty, but in some circumstances, IRCC may submit requests to other departments or visa offices regarding your application. If so, these requests will show up here. Final, on the other hand, refers to the final decision made on your application. If it is empty, it means that they are still processing your application.

3) Review Officer Notes Left on the Global Case Management System (GCMS)

The officer’s notes section is usually the highlight of your GCMS Notes. This is where you can get an in-depth understanding of what your immigration officer was thinking by reading notes left on your file at different stages of your application. Officers’ notes are organized chronologically by numbers, and the most recent note begins at the top.

Submit an ATIP Request With Mygration

Canadian citizens, permanent residents, and any individuals or corporations located in Canada are eligible to make a request under the Access to Information Act. If you do not fall into any of these categories, you can have a representative, such as Mygration, make the request for you.

Most GCMS notes are provided within 30 days. Agencies like IRCC, CBSA, and CSIS must respond to your ATIP request within 30 calendar days of receipt. Although most requests are fulfilled within this timeframe, extensions of 30, 60, or 90 days may apply.

Mygration can handle the request for you for a service fee of $40 CAD. If you would like Mygration to submit the GCMS notes on your behalf, please complete the following form.