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Data Standards Committee

Procedures for the Resolution of Multiple ID/PIDMs

Multiple ID/PIDM Definition 

A Multiple ID/PIDM is defined as two or more PIDM records for one individual. It is of
utmost importance that each user of the Banner system spends the appropriate amount of time searching for a record using the Common Matching tools put in place within Banner. However, there will be times when multiple IDs are entered or discovered.

Procedure

1. The office that first discovers a Multiple ID/PIDM problem should immediately contact the Data Standards Manager via email detailing the duplicate IDs and make a recommendation for the merging of records. 

2. The Data Standards Manager will contact all offices connected with the records
in question after reviewing the GUASYST System Identification Form in Banner.
After a response period, the Data Standards Manager will determine the best
procedure for merging the records and which record will be maintained and
which record(s) will be marked as a multiple.

3. All offices involved should seek to obtain as much information as possible to
make the record complete. This may require making personal contact with the
person or non-person with a Multiple ID/PIDM problem. Timely resolution of a
Multiple ID/PIDM problem is of utmost importance to avoid further activity on an
incorrect Banner ID.

4. Within 48 hours, all offices will respond back to the Data Standards Manager with
their recommendation.

5. The Data Standards Manager, after reviewing all recommendations will email the
entire Data Standards Committee with the proposed resolution to the duplicate ID
issue. The Data Standards Committee will respond with any issues within 24
hours.

6. Upon agreement, the Data Standards Manager will identify and change the
duplicate record in the following manner (It is important to note that multiple
records are not removed, but are marked as invalid. The records remain in the
Banner system but are unavailable to users.)

When a multiple record is identified, the following will be added at the beginning
of the Last Name field: ?MULTIPLE ID [survivor ID] LASTNAME?, keeping the
last name in the rest of the field. If the entire field is more than 60 characters, the
last name will be truncated.

Example:
ID 48512 has its own PIDM and a multiple ID 000203277 is found and
determined to be the duplicate record to be eliminated.

The Last Name field of ID 000203277 will be updated to:

MULTIPLE ID 48512 Schumann

7. When appropriate, Data Stewards will merge data (from their respective areas)
from the duplicate, inactivated record to the appropriate ID. Care should be taken
to update paper records of any ID changes as the result of a duplicate record
merge.

Data Integrity is of paramount concern. End users will be held accountable for record
management and Information Technology Services will be able to track where
consistent errors are occurring and additional training will be provided for a department
or individual. Information Technology Services will run a duplicate PIDM report on a
scheduled time period.