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Retention of approved, refused or withdrawn applications at ROC-O

“Note from the IRCC:

This is to inform you that ROC-O is not returning applications submitted via mail in the event the sponsorship application is approved, refused or withdrawn.

This practice was implemented at CPO-W after consultations with ATIP.

The reason for this is because IRCC is legally obliged to ensure that all records in its care and custody are scheduled for proper retention and disposition in accordance with the department’s needs and the Government of Canada laws and policies. Per the current IRCC Retention and Disposition Schedule for final decisions on Privately Sponsored Refugee applications, the department must keep these records in our possession for 2 years after the last administrative action has been taken on the file.  After that period of time, the file is destroyed.

In the future, we strongly encourage sponsors to submit photocopied documents to ROC-O and to retain the originals. We also recommend that you keep a copy of the application and/or email that you send to ROC-O.

On this matter the IMM5413 states:

 Do not submit original documents. Only submit photocopies. If your application is refused, approved or if you decide to withdraw your application, it will not be returned to you.

For application forms and assistance in completing your application, please consult the Private Sponsorship of Refugees (PSR) Application Guide at http://www.cic.gc.ca/english/information/applications/guides/5413ETOC.asp or the Refugee Sponsorship Training Program (RSTP) at http://www.cic.gc.ca/english/refugees/sponsor/private-rstp.asp.”