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Duplicate General Person Data Resolution Procedures

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. 

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