Duplicate General Person Data Resolution Procedures

Body

Scope

The centralized database of record that tracks individuals or entities associated with Temple University uses a component known as the General Person Module for adding and maintaining records. In the course of adding new records into the database, either manually or by an automated process, duplicate entries occur. Duplicate general person data resolution is a time intensive, costly process for the University and care must be taken when creating new records. These procedures provide users a standardized approach for reporting and resolving duplicate records.

Purpose

These procedures apply to all individuals or entities created using the General Person Module which includes Temple’s employees and students, contractors, vendors, agencies, donors, constituents and volunteers. These procedures describe the objectives and policies regarding resolution of identified duplicated records.

Definitions

Duplicate Record: when general person data exists in the system under two or more unique TUid's and should only exist under one unique TUid.
User Created Duplicate record: is an extraneous record manually created by a user that is known to be a duplicate to an existing record.
User Identified Duplicate record: is an extraneous record discovered by a user that is known to be a duplicate.
Process Identified Duplicate record: is an extraneous record discovered by an automated process/routine that is suspect as a duplicate.

Responsibilities

Outlined are the guidelines for the responsibilities for Duplicate General Person Data Resolution Procedures

Executive/Management

Establish policy/procedural objectives
Approve policy/procedures
Provide training
Enforce sanctions
Designate Duplicate General Person Records Committee Members

Duplicate General Person Records Committee Members

Develop Duplicate General Person Data Resolution policies and procedures
Coordinate and implement policy/procedures
Oversee Training
Receive and process identified Duplicate General Person Data notifications
Review and Process Duplicate General Person Data consolidation requests
User Created Duplicate Record(s)
User Identified Duplicate Record(s)
Automated Process Identified Duplicate Record(s)
Ensure retention of audit trail of identified duplicate records and record consolidation procedures to meet compliance requirements.
Document the delivery of training

Employee Responsibilities

Understand and comply with organization's procedures regarding Duplicate General Person Data Resolution

Procedures

Outlined are the guidelines for the procedures for Duplicate General Person Data Resolution Procedure

User Created/User Identified Duplicate Record

When a user creates a duplicate general person record, either by accident or unknowingly but quickly identifies the mistake or when a user discovers a duplicate general person record, the user must immediately submit the problem by logging into TUhelp at: TUhelp Website
The user must click the Request Help link in the upper left hand corner
The user should verify their Contact Details
In the Referral Details section, the user must enter Dupefinder
In the Request Details section, the user must enter the following information:
Summary:
Dupefinder TUid#1/TUid#2/.../TUid##
Where TUid#1 is the first TUid identified and TUid#2 is the identified duplicate TUid; list all duplicate TUids identified.

Description:
Provide a detailed explanation as to why you believe these general person records are duplicates. Include the TUid and Name associated with each general person record in question. Indicate the TUid that should be retained. If the SSN or Date of Birth is incorrect on the TUid/record to be retained, indicate which TUid contains the correct data. Do not include the SSN and Date of Birth in the TUhelp Ticket
The user must click Submit to report the duplicate entity.
The Duplicate General Person Records Committee will review and resolve all Dupefinder TuHelp tickets and appropriate action will be taken for "protecting" or locking the extraneous record(s), merging and purging of records.
The Duplicate General Person Records Committee will update and have the TUHelp ticket closed after the appropriate resolution action is taken.

Process Identified Duplicate Record

A daily automated process will identify suspect duplicate records. The Duplicate General Person Records Committee will review these records and appropriate action will be taken for "protecting" or locking the extraneous record(s), merging and purging of records.

Training

Training on these procedures, along with Temple University Data Standards will be provided. The following training sessions will be developed:

New staff member training
Recurrent training
Special function training

The training program will include:

Review of Temple University Data Standards
Review of Duplicate General Person Data Resolution Procedures
TUhelp Ticket Processing
Review of Sanctions
Identifying Resolved Duplicate General Person Data