For decades, applying for a record suspension (formerly a pardon) in Canada has meant filling out paper forms, mailing documents, and waiting months for updates by post. That's changing. The Parole Board of Canada (PBC) has been building a modernized online portal - the e-PARSS system - to replace the paper-based process with a digital application and tracking system.
If you're considering a record suspension to clear your Ontario CRJMC, this guide covers what the new system means for applicants, what's changed with fees and eligibility, and how the process connects to your background check results.
What Is Changing?
The Parole Board of Canada has been developing a replacement for its internal case management system - the Pardon and Record Suspension System (PARSS) - which has been in use since 2000. The modernization project, known as e-PARSS, includes two major components:
A new internal case management system that improves interoperability with criminal justice partners, including the RCMP's Canadian Police Information Centre (CPIC) database.
A public-facing online portal that will enable applicants to submit record suspension, expungement, and clemency applications electronically for the first time, as well as track their application status online.
The project received dedicated federal funding through the 2024-25 fiscal year, with the system originally projected to go live by late 2025. As of early 2026, the PBC continues work on the rollout.
Until the portal launches, the current paper-based process remains in effect. You can still apply by mail, email, or fax using the forms on the PBC's website.
Background: Why the System Needed an Overhaul
The original PARSS system was implemented in 2000 and has been used well beyond its intended lifecycle. Over the years, the PBC has relied on workarounds and stop-gap measures to keep it operational.
Key issues with the old system:
No online application option. Applicants have had to download forms, print them, and submit by mail, email, or fax. There's no way to apply or check application status online.
Limited interoperability. The system doesn't integrate well with the RCMP's databases, causing delays in criminal record verification.
Manual processing. Many steps that could be automated - like document verification and status updates - still require manual intervention by PBC staff.
Growing volume. In 2024-25, the PBC received 17,072 applications, with 12,130 (71%) accepted for processing. Managing this volume on a system built for the year 2000 is increasingly difficult.
The e-PARSS project aims to address all of these issues. The PBC's 2025-26 Departmental Plan describes the project as a multi-year effort to modernize the system, improve interoperability, and launch the online portal.
What Is a Record Suspension?
A record suspension is a legal process under the Criminal Records Act that hides your criminal record from public databases. It doesn't delete the record - it simply separates it from the Canadian Police Information Centre (CPIC), which is the database usually checked during most background screenings.
With a record suspension:
Past convictions won't appear on most employment background checks.
You can apply for jobs, volunteer positions, and professional licences without a visible criminal record.
Your eligibility is restored for many regulated roles in healthcare, security, finance, and education.
A record suspension is not the same as an expungement. An expungement permanently destroys the record and is only available for specific historically unjust convictions (e.g., certain consensual sexual-activity offenses, bawdy-house convictions).
How a Record Suspension Affects Your CRJMC
A Criminal Record and Judicial Matters Check (CRJMC) is one of the most comprehensive types of background checks available in Ontario. It discloses criminal convictions, pending charges, court orders, and certain non-conviction dispositions.
Once you receive a record suspension, your sealed convictions will not show up on a standard CRJMC. This is especially important if you:
Need a clean background check for employment in Ontario.
Are applying for a security guard or private investigator licence (which requires a CRJMC).
Work in a regulated profession like healthcare, finance, education, or real estate.
Need a background check for volunteer work with schools, community organizations, or sports leagues.
Important exception: If you're applying for a Vulnerable Sector Check (Level 3), a record suspension for a sexually-based offence may still be flagged. This applies to positions working with children, the elderly, or persons with disabilities.
If you're unsure what a CRJMC would currently show for you, ordering one is the fastest way to find out. You can get a CRJMC online through CRJMC.net in as fast as 15 minutes.
Eligibility Requirements
Before applying for a record suspension, you need to meet these criteria:
Waiting Periods
Under current legislation:
Summary offences: 5 years after completion of your entire sentence.
Indictable offences: 10 years after completion of your entire sentence.
"Completion of sentence" means all of the following are done: full payment of fines and restitution, completion of all probation, and fulfilment of any court-mandated programs or community service.
The 2020 Federal Court ruling states: If your first offense occurred before the 2010/2012 amendments to the Criminal Records Act, the PBC must follow the eligibility criteria that were in place at that time. This often results in shorter waiting periods. In 2024-25, most applications processed by the PBC were handled as pardons under the older rules.
Good Conduct
No new criminal convictions during the waiting period.
No pending charges, outstanding warrants, or active court orders.
Ineligible Offences
Sexual offences involving minors (with very limited exceptions).
Certain serious violent crimes.
More than three indictable offences, each carrying a sentence of two years or more.
If you're unsure about your eligibility, consult a lawyer or contact the Parole Board of Canada directly.
The Application Process: What to Expect
Current Process (Until the Online Portal Launches)
Step 1: Get your criminal record. Submit fingerprints through an accredited agency and request your certified criminal record from the RCMP. Cost: roughly $50-$100. Processing time: 2-4 weeks.
Step 2: Gather court documents. Contact each court where you were convicted. Get certified documents showing conviction details and proof of all fines paid. Cost: roughly $50-$100 total.
Step 3: Get local police records. Obtain a police record check from every jurisdiction where you've lived during the waiting period. Cost: roughly $50-$100 total, depending on the number of jurisdictions.
Step 4: Complete the PBC application. Fill out all required forms accurately. Include supporting documents: proof of addresses, employment history, and references if required.
Step 5: Pay the application fee. The PBC fee is $50 (reduced from $657.77 in January 2022).
Step 6: Submit. Mail the completed application to the Parole Board of Canada. Keep copies of everything.
What the Online Portal Will Change
When e-PARSS launches, applicants should be able to:
Submit applications electronically instead of by mail.
Upload supporting documents digitally.
Track application status online.
Receive notifications and correspondence electronically.
The underlying requirements - fingerprints, court documents, police checks, and the $50 fee - are expected to stay the same. The portal changes how you submit and track, not what you need to provide.
Costs and Timelines
Cost Breakdown
PBC application fee
$50
Fingerprinting (RCMP)
$50-$100
Court documents
$50-$100
Local police checks
$50-$100
Total estimated cost
$250-$500
Before January 2022, the application fee alone was $657.77, putting the total at $900-$1,200. The fee reduction has made the process significantly more accessible.
Processing Times
Summary offences: approximately 6 months.
Indictable offences: approximately 12 months.
Cases referred for further review: up to 24 months.
If you need a clean background check for a specific deadline - a job offer, a licence renewal, a volunteer commitment - plan well ahead.
Record Suspension Statistics: 2024-25
The PBC's 2024-25 Report to Parliament provides a snapshot of the current system:
Applications received
17,072
Applications accepted for processing
12,130 (71%)
Estimated applications for 2025-26
~18,000
Estimated acceptances for 2025-26
~14,000
Clemency requests expected (2025-26)
~40
The 71% acceptance rate indicates that about 3 out of 10 applications are rejected before processing, often due to incomplete documentation, ineligibility, or unpaid fines. This is an area where the online portal could improve: digital forms with built-in validation should lower errors and incomplete submissions.
Recent and Upcoming Legislative Changes
Several recent changes affect record suspensions and what appears on an Ontario CRJMC:
Application Fee Reduced to $50 (January 2022)
The PBC reduced the fee from $657.77 to $50, removing one of the biggest barriers to applying.
Bill C-5: Mandatory Minimums Repealed (November 2022)
Bill C-5 removed mandatory minimum penalties for all drug offences and 13 firearms offences. Shorter sentences mean earlier eligibility for a record suspension. If you were convicted of a drug or firearms offence under the old mandatory minimums, it's worth recalculating your eligibility date.
Expungement Act Expanded (2023)
The Expungement of Historically Unjust Convictions Act was expanded to cover bawdy-house, indecency, and abortion-related convictions. Unlike a record suspension, expungement permanently destroys the record.
Bill S-207: Automatic Record Expiry (Proposed May 2025)
Senator Kim Pate introduced Bill S-207, which would create a system where records expire automatically - 2 years for summary offences and 5 years for indictable offences, with no application and no fee. The bill is still in Senate debate and has not been enacted. If you're eligible for a record suspension now, don't wait for this bill - apply now.
Bill 75: Ontario Provincial Changes (Proposed November 2025)
Ontario's Bill 75 would reduce the 5-year non-disclosure protection for hybrid offences on CRJMC results. If passed, more details about certain hybrid offences could appear on your CRJMC, even if they were prosecuted summarily. This bill is still in the legislative process and has not been enacted as of March 2026.
e-PARSS Online Portal (In Development)
The PBC's modernized online application portal is in the final stages of development. Originally targeted for late 2025, the portal is expected to launch in 2026. Once live, it will allow electronic submission and tracking of record suspension applications for the first time.
FAQs
Will the online portal change what I need to provide?
No. You'll still need fingerprints, court documents, police checks, and the $50 application fee. The portal changes how you submit and track your application, not the underlying requirements.
Can I apply for a record suspension online right now?
Not yet. Until the e-PARSS portal launches, you need to submit your application by mail, email, or fax. The forms are available on the PBC's website.
How will a record suspension affect my Ontario CRJMC?
Once granted, a record suspension hides your convictions from CPIC. They will not show up on a standard CRJMC. This applies to employment background checks, security license applications, and most volunteer screenings.
Should I wait for the online portal before applying?
No. If you're eligible now, apply now using the current paper process. Processing takes 6 to 12 months, and waiting for the portal could delay your clean background check even further.
What's the difference between a record suspension and an expungement?
A record suspension seals your record from public searches. An expungement permanently destroys it. Expungement is only available for specific historically unjust convictions under the Expungement Act.
Does a record suspension work for U.S. travel?
Not necessarily. The U.S. has its own databases and may still have access to your original record. You may need a separate U.S. entry waiver. Check entry requirements before travelling.
What if my application is rejected?
The most common reasons for rejection are incomplete documentation, ineligibility (such as not meeting the waiting period), and unpaid fines or restitution. You can reapply once the issue is resolved. The online portal should help reduce documentation errors.
Can I check what appears on my CRJMC before applying for a record suspension?
Yes. Ordering a CRJMC is the fastest way to see what's currently visible on your background check. You can get one online through CRJMC.net in as fast as 15 minutes to understand what employers, licensing bodies, and volunteer organizations would see.
Next Steps and Resources
The move to an online record suspension system is a significant improvement for accessibility. But whether you're waiting for the portal or applying now, the key steps are the same:
Check your eligibility. Make sure you've completed your sentence and met the waiting period.
See what's on your record. Order a CRJMC through CRJMC.net to see what currently appears on your background check.
Gather your documents. Fingerprints, court records, and police checks take time to collect. Start early.
Apply. Don't wait for the online portal if you're eligible now. Every month you delay is another month with a visible record.