Operational Bulletin 526 – May 31, 2013

This section contains policy, procedures and guidance used by IRCC staff. It is posted on the department’s website as a courtesy to stakeholders.

Establishing and Recording Names in Citizenship and Immigration Canada Systems of Record for All Lines of Business


The purpose of this Operational Bulletin is to advise that current procedures on establishing name records in Citizenship and Immigration Canada (CIC) systems of record for all CIC lines of business (citizenship, permanent residents, temporary residents and refugees) have been published in the new Identity Management Manual: Procedures for Establishing Name Records in CIC Systems (IM 1). These procedures replace and supersede any previously published instructions in CIC manuals and operational bulletins.


The Immigration and Refugee Protection Act (IRPA), the Immigration and Refugee Protection Regulations (IRPR), the Citizenship Act, and the Citizenship Regulations do not include provisions for the establishment of an identity. However, since CIC is usually the first organization in Canada to establish the identity of persons who are born outside Canada, CIC issued status documents are referenced by federal, provincial and territorial organizations to establish legal name and determine eligibility for services or entitlements.

Accuracy in establishing and recording names is key to improving the integrity of data stored in CIC systems; ensuring that CIC documents are issued in the correct name; and enhancing operational efficiencies by ensuring consistency across all lines of business. In addition, identity management is at the heart of public administration and most government business processes. Once a name/identity is established, all subsequent interactions with various levels of jurisdiction, whether to safeguard assets, determine entitlements for services or benefits, or responding to emergencies, rely upon that name/identity. Consistency in naming, an important identity management practice, etc., assists federal, provincial and territorial institutions in ensuring that they are dealing with the correct person.

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