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

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