Identifying Duplicate Records

If you are accrediting hundreds of records per week/monthly it is likely that you will have some of the same contacts registered more than once. This occurs more frequently when dealing with temporary staff that move from company to company.

The Accredit system has a Duplicates function which will check at various stages to help block or highlight duplicates.

Bulk Imports

When a Group Account Manager is importing records via CSV file the system will run the following checks

1. That the CSV file does not contain duplicate lines for the same contact record. If found they will be highlighted with a Red Cross on the Import screen.
2. Check if any of the contact records in the CSV file already exist in under the Group Account. If found the system will assume the record is being updated (address; passport number etc) and add anything new information to the existing record.

This is checking the following criteria*:

• Group Account
• Surname
• Date of Birth
• Email Address

Existing Records

Data that has been entered by different Group Account Managers will not be picked up in the Import Duplicates rule as it only checks records within the particular group account.

To identify all duplicates in the system regardless of group account or organisation there is a Duplicates filter on the Manage Contacts screen. After selecting your range of contacts by filtering on Event Group, Event, Functional Area etc, you can select the Duplicates filter and you will be presented with a list duplicates found. You can review each record and decide which one to keep and which one to mark as either Cancelled or Duplicate (depending on your internal process).

This is checking the following criteria:

• Surname
• Date of Birth
• Email Address

* The duplicate criteria used is the basic default. It can be amended per system dependent on client requirements. Past requests have included employee number or post code.