Finally CIC has given Clear Instructions Regarding Email correspondence with clients, to their staff in Visa offices and now each email correspondence must be recorded in GCMS as per the latest Operational Bulletin published by CIC on their official web link:-
http://www.cic.gc.ca/english/resources/manuals/bulletins/2016/ob265A.asp
Operational Bulletin 265-A – January 8, 2016
Email communication with clients
Effective date:Immediately
Summary:This Operational Bulletin (OB) provides guidelines for email communication with clients. It applies to all lines of business with paper-based applications in the Immigration, Refugees and Citizenship Canada (IRCC) network. It includes instructions on how to save a sent email in the Global Case Management System (GCMS) and provide evidence of sent emails for litigation purposes.---
http://www.cic.gc.ca/english/resources/manuals/bulletins/2016/ob265A.asp
Operational Bulletin 265-A – January 8, 2016
Email communication with clients
Effective date:Immediately
Summary:This Operational Bulletin (OB) provides guidelines for email communication with clients. It applies to all lines of business with paper-based applications in the Immigration, Refugees and Citizenship Canada (IRCC) network. It includes instructions on how to save a sent email in the Global Case Management System (GCMS) and provide evidence of sent emails for litigation purposes.---