Duplicates/Merge Process For the Facility/Site Identification System (F/S System)

The following is an explanation of how the duplicate identification and merge process works:

1. The duplicate process will identify duplicates based on the following fields/criteria:

   Name: is exactly the same (in the character string you specify); and/or
   Address Line 1 and City: are exactly the same; and/or
   Program ID: is exactly the same; and/or
   Location (Latitude and Longitude): are identical matches

2. A report will be printed for sites that receive a "yes" to any of the above. The report will indicate which is the senior site (in the system first), which is the junior site, and list for each site the:

Facility/Site Id
Name
Program ID #
Physical Location Address
Geographic Location (Latitude and Longitude)
Interactions
SIC Codes

3. The duplicate reports will be sent out to the programs. There will be a (timeline to be determined) deadline for responses. During this time the programs may choose to do the following, depending on the circumstance:
1. NOT A DUPLICATE: Indicate on the report that the sites are not duplicates and should not be merged. This would be the action in cases where the sites were reported as possible duplicates but are not true duplicates.
2. NOT A DUPLICATE: Make modifications in the F/S System to more clearly represent the site as a non-duplicate. Indicate on the report that the sites are not duplicates and should not be merged.
3. TRUE DUPLICATE: Request a program-controlled merge of the sites. This is done by returning the merge report identifying whether to retain the senior or the junior information in the following fields:
• Name (other site name becomes alternate unless already present)
• Address (would include all parts of address)
• Geographic Location (includes all location description fields as noted above

The affiliations, interactions, and SIC codes will be merged as specified in E below.

4. DO NOTHING: This will result in a system-controlled merge. The effect of this will be:
• The junior site will be merged with the senior, favoring the senior site.
• Name: The name of the senior site is retained. The name of the junior site will be placed under alternate name unless it is either identical to the senior name or already exists as an alternate name.
• Address: The address of the senior site is retained. Any address on the junior is lost.
• Location Description: The location description fields of the senior site are retained;, junior is lost.
• Association: Association information (if any) contained in the senior site will be retained; any association information on the junior site will be lost.
• Affiliations: The affiliations on a junior site will move to the senior site unless an identical one is present.
• Interactions: The active and inactive interactions of the junior site will move to the senior site unless an absolutely identical one is present.
• SIC Code: Any SIC code found on the junior site would be moved to the senior site unless the same SIC code exists on the senior site.

All Program Systems will receive a report of facility/sites that have been merged or deleted. Each Program will need to make edits to their systems as required.

The business rule agreed upon is that all merges will incorporate the junior site into the senior site.

FS Duplicate/Merge Business Rules 07/12/01 Version 2