Procedures for the Resolution of Multiple ID/PIDMs
- When a Multiple ID/PIDM is identified, open an ITS Help Desk ticket at firstname.lastname@example.org detailing the duplicate IDs and make a recommendation for the merging of records.
- ITS will contact all offices connected with the records in question after reviewing the GUASYST System Identification Form in Banner. ITS will determine the best procedure for merging the records, which record will be maintained and which record(s) will be marked as a multiple.
- All offices involved should seek to obtain as much information as possible to make the record complete. This may require contacting the person or non-person with a Multiple ID/PIDM problem. Timely resolution of a Multiple ID/PIDM problem is important to avoid further activity on an incorrect Banner ID.
- ITS will work with the appropriate data steward to identify and change the duplicate record. 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 of the duplicate ID: 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
- When appropriate, Data Stewards will merge data from their respective areas from the duplicate, inactivated record to the appropriate ID. Paper records should be updated of any ID changes as the result of a duplicate record merge. In the event that the person record has an associated Additional Identification ID (such as the SLID type used by Admissions), the additional ID(s) should be migrated to the surviving record.
Data Integrity is of paramount concern. End users will be held accountable for record management and ITS will be able to track where consistent errors are occurring and additional training will be provided for a department or individual.