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. 1. Open NAE Screens Side-by-Side
   • Open the Duplicate record on the left screen.
   • Open the Original/Primary record on the right screen.
2. 2. Copy Relevant Information

   Transfer any necessary information from the duplicate record to the original record on NAE.

   ⚠️ Critical: Social Security Numbers (SSN)
   Colleague will not allow duplicate SSNs. You must manually cut the SSN from the Secondary (Duplicate) record and paste it into the Primary (Correct) record if necessary.

   Email Migration: Be sure to move the LETU email over to the primary account and remove it from the duplicate.

3. 3. Link Records using Alternative Credentials
   
    
   
    
   
   1. Navigate to Additional Info: In both records, click the Page/Document button.
   2. Go to DADD Form: 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 alternative credentials by paginating through the list.
   5. Save and update both records as necessary, then return to NAE.
4. 4. Mark Duplicate Records

   A. Update Name on Secondary ID (NAE)

   • Change the First Name to: Donotuse - <firstname> (e.g., Donotuse - Zachary).
   • System Prompt: When asked "Is this a name change?", select No.
   • Formatting Rule: If the column is too short, ensure Donotuse is at the start. This is critical as it acts as a filter for reporting queries.

   B. Update Source & Privacy (Additional Info)

   
    
   
   1. Source Field: Set to DUP.
   2. Navigate to Additional Info > BIO:
   3. Privacy Drop-down: Select X - Duplicate Record.
   4. Change Status: Select 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 & Reminders