Purpose

This article provides step-by-step instructions on how to deduplicate records in Ellucian Colleague. This process involves merging duplicate records and marking them appropriately for future reference.

Steps to Deduplicate a Record

1. Open NAE screens side by side
   • Open the duplicate record on the left screen (Dupe)
   • Open the original record on the right screen
2. Copy Relevant Information

   Transfer any necessary information from the duplicate record to the original record on NAE
   *Note: Since Colleague will not allow duplicate SSNs you will need to cut from the secondary (Duplicate) record and paste into primary (Correct) record if necessary*
   *Note: Also be sure to move the LETU email over to the primary account and remove it from the duplicate*

3. Link Records using Alternative Credentials
   1. In both records, navigate to Additional Info by clicking on the page/document button
   2. Go to DADD form and ensure alternative credentials exist in the original record
   3. In the original record:
      • Add an alternative credential type for 'DUP'
      • Enter the duplicate ID into the value field (This links the two records)
   4. Note: Ensure you can see all alt credentials by paginating
   5. Save and update both records as necessary and return to NAE
4. Mark Duplicate Records
   • On the secondary ID on NAE:
     • Change the firstname to 'Donotuse - <firstname>' (Like 'Donotuse - Zachary')
       • 'Is this a name change' > No
       • If you do not have enough space in the column then makesure Donotuse is at the start and fill in the rest with the name
         • This is important because it's a filter for a query
     • Set Source to 'DUP'
   • Navigate to Additional Info:
     1. Go to BIO
     2. Privacy drop down
        • 'X - Duplicate Record'
     3. Change Status
        • 'M - Merged'

Colleague Resources

• How to Access Records marked as Private
• How to mark duplicate PERSON record

See Also

How to grant users permissions to view records with Duplicate Privacy Codes

Notes

• Watch for the following fields to merge
  • Salesforce Account and Contract Records
  • SSN
  • Phone Number
  • Email
• Always paginate to ensure visibility of all alt credentials