Identity management: Duplicate records or 2 clients associated with the same unique client identifier (UCI)

Duplicate records

There are some situations, such as administrative errors, where multiple records are associated with 1 client. All records associated with the same client must be householded (in the Global Case Management System (GCMS)). Requests for this action must be sent to the Operations Support Centre (OSC). Officers must not create the new application or promote a client from the Field Operations Support System (FOSS) (where duplicate IDs exist) into GCMS until the multiple records have been merged by OSC.

With the householding of multiple records, any name spelling variations should be recorded as an AKA (alias) or other name. The following information should be indicated in IRCC’s system of record:

1. The reason for the multiple records
2. The information that leads to the householding

2 clients associated with the same unique client identifier (UCI)

There are some rare instances where 2 (or more) clients are inadvertently recorded under the same unique client identifier (UCI), although it is clear from other information in IRCC’s system of record that the information of different people is contained in the same record (for example, passport information, marital status, previous entries to Canada).

If an officer encounters 2 different clients who are associated with the same UCI, the officer should send the information to the OSC and indicate “unmerge” in the subject line to have the record reviewed. OSC will make any necessary modifications, including the creation of separate client records if a new UCI is required.