Merge duplicate person records

Only one person profile record should exist for each person in the system. If you notice 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 the system's merge rules.

Follow these steps to merge two person profile records together.  

1. From the Home screen, click Administration > Utilities. The RMS Basis Items screen appears.

2. Click Merge Person in the link menu. The Merge Person screen appears.

3. Under Primary Person, click Search Person. The Person Search screen appears.

4. Search for the person record that you want to keep in the system. Click OK to select the record and return to the Merge Person screen.

5. Under Duplicate Person, click Search Person. The Person Search screen appears.

6. Search for person record that you want to identify as a duplicate of the primary resource. Click OK to select the record and return to the Merge Person screen.

7. Review the data for the two person records.
   
   The person record to be merged into the primary record cannot be identified as the case reference person (CRP Case reference person (CRP)   Every case must have one, and only one, case reference person (CRP). This person is usually the case participant who is considered the head of household. The system refers to this person's record when determining the address for mailings, for example. Additionally, this person may be a case reference person on one active case at a given time.) on an active case

8. Click Compare Records. The system reviews the data and verifies the similarity of the two person records. The system displays discrepancies in the Person Record Comparison grid.

9. In the comparison grid, select the data in each row to be used for the resulting person record.
   
   For example, if the address in the Duplicate Person column is correct and needs Needs (formerly referred to as Concerns) are behaviors and risks displayed by the child or family. This should include the reasons for DCS involvement with the family/child. to be retained in the record, select it.

10. Click Merge. The system validates the data to be merged and clears the data from the Merge Person screen.
    
    During the system batch processing that occurs after-hours, the system will merge the two records together. After the batch merge process is complete, workers will be able to select the primary person for work. The duplicate record will not be available.

Up to 90 days after the merge person process occurs, you can unmerge the person records if necessary. See Cancel a person merge or unmerge action before batch process occurs.

See also:

Unmerge duplicate person records

Cancel a person merge or unmerge action before batch process occurs