Dealing with Duplicate Records in Colleague (
IT IS FAR EASIER TO AVAOID
DUPLICATES THEN TO GET RID OF THEM ONCE THEY ARE CREATED!!!
BEFORE SELECTING 'Add' AT A
LOOKUP PROMPT MAKE SURE YOU'VE DONE ALL POSSIBLE LOOKUPS!!!
Steps for Dealing with
Duplicates:
1) Determine if records are truly duplicate
Access both records in question and
determine if it is truly a duplicate.
2) Determine which ID you want to keep
It may be the ID that has been in system
the longest (usually the case).
It may be the ID with the greater amount
of data (which would be time consuming to transfer).
3) Print/capture ALL data from the ID you will no longer be using, to tansfer to the ID you are keeping
Example screens: PRSP, NAE, BIO, IASU,
APPN, TSUM, REN, SPIR, XVIS, etc
It is important to check all appropriate
screens and modules.
Remember communications management screens
etc. Like ITR screen to see if ID is on a track
that triggers
documents to be sent out at a future date. Example: IHS, ITR, IPC, etc
4) Contact other offices that may have also entered data
Contact offices and have them
print/capture/and move their data, if appropriate.
NOTE:
It is critically important to check and coordinate with ALL Student
Services Offices,
so all the
students data gets moved to the ID you are keeping.
5) Add appropriate information/data to ID you are keeping
Go through all the appropriate screens,
adding or changing data as appropriate
NOTE for SSN: If you want to transfer a SSN from the ID
that will no longer be used to the one
you are
keeping, you will need to delete it from the first ID before you can enter it
on the one
you are
keeping. The system will not allow you
to enter the SSN on more than one record in the system.
All communications management codes and
documents should be transferred to the record you are keeping,
even if a letter was sent out a second time because of the
duplicate. We want a true picture of
what
was sent. You will probably want to delete tracks from
ID that will no longer be used.
NOTE:
DO NOT enter comm codes on the CRI screen when
updating the record you will keep, if you do,
it may
trigger documents etc again. Always
enter comm codes on IHS screen (docs, paras, comm.
codes). When you do
the entry this way, it becomes part of the history witout duplicating the
document again.
7) Make
ID that will no longer be used show as duplicate in the system - NAE and BIO
screens
On NAE change the last name to read:
Duplicate/last name. For example:
Duplicate/Barlow
At
‘Is it a name change’ prompt – Enter N
On NAE enter all mail rules codes: NM, NP,
NE, NN (No Mail, No Phone, No Email, No E-Newsletter)
On BIO screen enter an ‘X’ in the Privacy
Code field, to indicate duplicate record.
NOTE:
When a person has a Privacy Code of X - know one on campus can get into
the persons duplicate record
IT IS A LENGTHY AND INVOLVED
PROCESS. ONCE YOU'VE HAD TO RESOLVE A
FEW IT MAKES YOU VERY CAUTIOUS ABOUT BEING
SURE YOU DON'T CREATE THE
DUPLICATE RECORDS IN THE FUTURE.
REMEMBER IF YOU FIND IT - YOU FIX IT!!!