caipsnotes
Champion Member
The following was announced on May 26, 2021. What is not explicitly mentioned here is that a new GCMS format will be launched soon. It will reduce the Gcms Notes which in some cases runs into hundreds of pages to just a few dozen pages. The mock up of the new Gcms Notes has already been shared with some top requesters for feedback. The new format will become the default format while the existing format will still be available upon request. This change is expected to increase the processing capacity at IRCC and CBSA. This is preliminary info and more to come on this.
IRCC launches efforts to streamline and modernize access to information and privacy system
Quick facts
Management Action Plan – OIC’s Recommendations
Immigration, Refugees and Citizenship Canada developed a Management Action Plan (MAP) following receipt of the Office of the Information Commissioner (OIC)’s final report. During the investigation, the OIC identified some key issues and recommended that the Department take the necessary actions to resolve each of these issues. The following action plan addresses the OIC’s five key issues and recommendations.
IRCC launches efforts to streamline and modernize access to information and privacy system
Quick facts
- IRCC is unique, as most of the requests it receives are for the personal information of its clients—98.9% of requests to IRCC are for immigration case files, compared to the 1.1% of requests for corporate records. The majority of these requests concern IRCC clients who are foreign nationals relying on representatives and immigration lawyers to submit access requests on their behalf.
- The government’s update to the access to information program began with interim measures introduced in 2016 that eliminated fees other than the $5 processing fee, incorporating the principle of “open by default.” These improvements mark the first time the government has modernized Canada’s access to information system in more than 30 years.
Management Action Plan – OIC’s Recommendations
Immigration, Refugees and Citizenship Canada developed a Management Action Plan (MAP) following receipt of the Office of the Information Commissioner (OIC)’s final report. During the investigation, the OIC identified some key issues and recommended that the Department take the necessary actions to resolve each of these issues. The following action plan addresses the OIC’s five key issues and recommendations.
| COMMISSIONER’S RECOMMENDATIONS | IRCC COMMITMENTS | ACTION ITEM | LEAD | TARGET DATE | PROGRESS |
|---|---|---|---|---|---|
| 1. Cease the practice of claiming time extensions under paragraph 9(1)(a) based on the number of requests submitted by any one requester | 1.1 Cease the practice of claiming time extensions on frequent requesters. | 1.1.1 Established a process to cease the practice of claiming time extensions on frequent/bulk requesters. | Corporate Services Sector | March 1, 2021 | Completed |
| 2. Develop a work plan showing the specific, measurable actions taken or to be taken to improve performance within the ATIP office | 2.1 Develop a work plan and share the plan with the Office of the Information Commissioner. | Finalize a work plan that takes into consideration the Information Commissioner’s recommendations, provides key measurable outcomes and offers a concrete way forward in actions to be taken to improve performance. | Corporate Services Sector | Q2 2021-22 | In Progress |
| 3. Publish the concrete results and impacts of all specific, measureable actions of work plan | 3.1 Make the work plan available on the IRCC website. | 3.1.1 Publish the work plan and results achieved to date, on the IRCC website as part of IRCC’s Access to Information Act Annual Report. | Corporate Services Sector | Q3 2021-22 | Not initiated |
| 4. Implement or augment IRCC’s plans and strategies to improve the availability of client immigration information so as to alleviate undue pressure on the access regime | 4.1 Building on existing root cause analysis undertaken by IRCC, conduct additional analysis on the drivers that motivate clients to submit ATIP request for case files. | 4.1.1 Complete data modelling and analysis of root causes driving clients to submit ATIP requests on case files to establish the correlation between IRCC’s levels and ATIP volumes. |
| Q3 2021-22 | In Progress |
| 4.1.2 Reassess and adjust work plan and initiatives based on the data modelling and root cause analysis results. | Q2 2021-22 | ||||
| 4.2 Identify how to improve communication of case status immigration information to clients through MyAccount. | 4.2.1 Complete the MyAccount case status information pilot for the Citizenship line of business. |
| Q1 2021-22 | In Progress | |
| 4.2.2 Assess feasibility for other lines of business and adjust work plan as appropriate. | Q2 2021-22 | ||||
| 4.3 Provide clients with more clarity on the reason(s) for their refusal | 4.3.1 Launch new iteration of Temporary Resident Visitor Refusal Letter | Operations Sector | Q1 2021-22 | ||
| 4.3.2 Conduct further analysis regarding the feasibility of expanding to other lines of business | Q2 2021-22 | ||||
| 4.3.3 Plan to transition to steady state | Q2 2021-22 | ||||
| 5. Secure adequate short‐term human and financial resources for its ATIP processes so it can meet its obligations under the Act, until permanent solutions to decrease the demands placed on its ATIP Office are implemented | 5.1 Secure adequate short‐term human and financial resources for its ATIP processes. | 5.1.1 Develop a plan to secure adequate short‐term human and financial resources. | Corporate Services Sector | Q1 2021-22 | In Progress |
| 5.1.1 Develop plan Implement plan | 5.1.2 Implement the plan to secure adequate short‐term human and financial resources. | Q2 2021-22 |
