Merge Duplicate Person Profiles

Only one person profile record should exist for each person in the system. If a worker notices that two profile records exist for the same person, you can merge the two profile records into one. The system attempts to retain as much information as possible from both profile records, following protocol for person merge.


- This task does not apply to the merging of profiles for agency staff or provider members.

- Do not attempt to merge the biological person profile with the finalized adoption person profile.

Merge duplicate person profiles as follows:

  1. From the Home screen, click the Administration tab.

  2. Click the Utilities tab. The Merge Person screen appears.

  3. In the Retain Person area, click Search, then locate and select the person profile you want to retain in the database. The person's name, address, and certain demographic details appear in the Retain Person area.

  4. Click the person name link to review this person profile record, then return to the Merge Person screen.

  5. In the Remove Person area, click Search, then locate and select the person profile you want to remove from the database. The person's name, address, and certain demographic details appear in the Retain Person area.

    The removed profile cannot be identified as the case reference person (CRP) on an active case.

  6. Click the person name link to review this person profile record, then return to the Merge Person screen.

  7. Click Compare Records. The system compares the data in each record and displays certain demographic details in the Person Record Comparison area. (Refer to the rule link above for more information about the comparison.)


Thoroughly review the Remove and the Retain person records to prevent incorrect merges and the loss of irretrievable historical personal information. Again, ensure that the merge will not combine the records for an adopted child with the biological person profile.

  1. Click the radio button next to the data you want to keep or merge in the profile you retain.

  2. Click Merge. The system displays a dialog box asking you to confirm the merge.

  3. Click OK. The system merges, according to certain rules, data in the removed profile into the retained profile. The removed profile is permanently removed from the database.