This screen allows you to merge duplicate person profiles so that the Ohio SACWIS database contains only one person profile for an individual. The screen allows you to compare the two person profiles and identify the key demographic values to retain. Follow protocol for person merge to determine the owning county of the duplicate person records, and the guidelines to determine which person records should be retained and which should be removed.
The Search Person buttons allows you to locate and select the person profile to keep in the database and the one to remove from the database. The name links open the person profile record for viewing. The Compare Records button instructs the system to compare certain demographic fields in the person profile for which only one value may be selected. It displays the results of this comparison in the Person Record Comparison area.
Thoroughly review the Remove and the Retain person records to prevent incorrect
merges and the loss of irretrievable historical personal information.
Also, ensure that the merge will not combine the records for an adopted
child with the biological person profile.
The system attempts to retain as much information from both profile records as possible, according to certain rules.
If certain demographic fields for which only value may be selected have been completed on both profile records, you can select the value to retain. These values appear in the in the Person Record Comparison area.
If a field can contain more than one value, the system merges all values on the retained profile. This rule applies to narratives, all of which the system merges to the retained profile. However, if the narratives exceed capacity, the system will not complete the merge action.
If a value (for example, a safety hazard check box) is completed on the removed profile but not on the retained profile, the system transfers the value to the retained profile.
If fields (not listed in the Person Record Comparison area) are completed on both profile records, the system retains the value entered on the retained profile.
The primary name on the removed profile becomes an AKA name on the retained profile.
Refer to the detailed merge rules for an explanation of how the system merges data from each link within the person record.
Merge duplicate person profiles
[PM04 s01]