Duplicate Name Detection

Duplicate name detection is a convenient and powerful maintenance tool used to prevent the JustWare database from becoming cluttered with duplicate name records. Regular maintenance of the JustWare database by checking duplicate name detection will keep valuable information clean and accurate and decrease the time it takes for the database to perform tasks, such as searching for or automating documents. Making sure that there are no duplicate name records ensures that a single name record contains all relevant information and is linked to all relevant events and cases.   Administrators search for duplicate name records based on different levels of duplication and list the results in an administration session. Convenient hyperlinks allow administrators to open name sessions flagged as possible duplicates in order to gain additional information on that name record or to add unique information to prevent it from being identified as a duplicate name record. Duplicate name records can also be merged into one valid name record.

Performing Duplicate Name Detection

1. In the Utilities group, click Duplicate Name Detection.
   The Duplicate Name Detection Session will open.
2. From the Level list, select the Duplicate Detection Threshold level.
   Each level has a Level Summary and a Level Description displayed. The summary explains the level of duplicate name record matching for which results will be returned. The description explains the threshold for which results will be returned. It describes exactly which fields are being checked.

   Level 1 includes a more narrow threshold, returning fewer results based on more exact duplicate matching. Each subsequent level includes a broader threshold and returns more results. Level 5 is the broadest threshold, returning a greater list of suspicious name records.

   Click for details.

   The chart below provides a brief synopsis of these levels. For more information, consult the Level Summary and Level Description fields that appear for the Level you have chosen.

   Level	Level Synopsis
   Level 1	Duplicates are found with the highest degree of confidence. Both last and first names must be spelled the same and the middle initial must be the same. At least two other critical pieces of information must match. Critical pieces of information that will be used for matching names are: Date of Birth Social Security Number Drivers License Number Miscellaneous Numbers FBI Number State ID A match is not made if conflicting critical information exists. In order to be a match, numbers must have the same MasterCode as listed in ctblNumberType. Matches will be made with both inactive and active numbers. Conflicts will be made with active numbers only.
   Level 2	Duplicates are found with a high degree of confidence. Both last and first names must be spelled the same. First character of middle name and suffix must match. At least one other critical piece of information must match. A match is not made if a relationship exists between the names or the name types differ.
   Level 3	Finds duplicate names where the name may have been changed or was entered incorrectly. The names do not have to match, but there must be at least two pieces of critical information confirming a match, and the sex and race must not conflict. A match is not made if a relationship exists between the names or the name types differ.
   Level 4	Uses a soundex match on the first and last name or an exact match on the first and middle name. The names may have been entered with different spellings, mistyped (e.g. "Jon" and "John"), or had the first and middle names transposed. One piece of critical information must match. The sex and race must not conflict. A match is not made if a relationship exists between the names or the name types differ.
   Level 5	Potential fraud is found by matching on duplicate name numbers regardless of other conflicting information. A match is not made if a relationship exists between the names or the name types differ.

   Tip: A conflict occurs between records that have different information in the same field. This does NOT include blank information. For example, if a name record has a DOB of 07/11/1982 and another name record has a blank DOB, it is not a conflict. If, however, a name record has a DOB of 07/11/1982 and another name record has a DOB of 09/18/1983, it is a conflict.
3. In the Actions group, click Find Duplicates.
   Note: This action may take a few minutes.
   A list of possible duplicate name records will appear in the Possible Duplicates snap-in. Each record includes basic name information and lists how many records have been identified as being possible duplicates for that record.
4. In the Possible Duplicates snap-in, select a name record.
   The name record information for the possible duplicates of the selected name will appear in the Duplicate Details For Name Selected Above snap-in.

   

5. Click the hyperlinked name to open a name session if you require more information on any of the name records.
6. Add unique information to a record being identified as a duplicate by opening the name session and updating it so that the name record will not appear in future duplicate name detection results.
7. In the duplicate name detection administrative session, merge a duplicate name record into another name record by clicking Merge Selected Names from the Actions group.
   The record that is in focus from the bottom snap-in, Duplicate Details For Name Selected Above, will be merged into the record in focus from the top snap-in, Possible Duplicates.

   Caution: Be careful when merging names. The record in focus from the bottom snap-in, Duplicate Details For Name Selected Above, will be deleted. All information will be merged into the name information of the name record in focus from the top snap-in, Possible Duplicates.

   A Confirm Merge dialog box will open containing the names and NameID numbers of each of the name records involved in the merge.

8. Make sure the information about the merge displayed in the dialog box is accurate, and then click OK to merge.
   The merge will be completed, and your list of possible duplicates will be updated.