COUNTY OF ORANGE HEALTH CARE AGENCY

REGULATORY HEALTH SERVICES ANIMAL CARE SERVICES

Number: 200.33

SUBJECT: DUPLICATE RECORD CORRECTIONS Page: 1 Date: 8/26/03

Approved: Jennifer Phillips, Director Revised: 11/14/06

I. PURPOSE To establish a procedure for maintaining a database free of duplicate Animal Identification (AID) and Person Identification (PID) records throughout the Chameleon system and to ensure all transactions are properly recorded.

II. POLICY

Designated employees shall review, verify and correct duplicate AIDs and PIDs. Duplicate AIDs and PIDs must be properly corrected with data related to cash receipt transactions accurately recorded.

III. SCOPE Applicable to designated employees assigned to complete the Fix Duplicate procedure.

IV. FORMS

Not applicable

V. REFERENCES Not applicable.

VI. DEFINITIONS Duplicate record: two or more records having the same information, i.e. address, last or first name, phone number or licensed animal record.

VII. PROCEDURE

A. Identifying duplicate records.

This process eliminates the duplicate PID or AID, and replaces linked records with the ID of the correct record. The process does not merge the information from one to the other. This procedure should not be run during normal business hours, as it may take several minutes to complete and can cause lockout conditions.

COUNTY OF ORANGE HEALTH CARE AGENCY

REGULATORY HEALTH SERVICES ANIMAL CARE SERVICES

Number: 200.33

SUBJECT: DUPLICATE RECORD CORRECTIONS Page: 2 Date: 8/26/03

Approved: Jennifer Phillips, Director Revised: 11/14/06

1. Accurately identify the correct record and the duplicate record by carefully looking at each record and determining which record is more complete.

2. Access the Fix Duplicate Window in Chameleon by:

a. Go to Procedures > Supervisor > Fix Duplicate ID b. Select either Animal ID or Person ID c. Leave NEW selected

d. In the correct ID field, enter the correct AID or PID e. In the Duplicate ID field, enter the number for the duplicate AID or PID f. Select the NEW button on the left side of the screen

3. Once the update process has been completed, the incorrect animal or person

record is deleted.

NOTE: If an employee without “delete rights” completes the procedure, the Chameleon system will transfer the data, but will not delete the duplicate, which leaves a PID/AID existing in the database.

4. Two (2) IDs, one correct, the other a duplicate shall be displayed. Place these IDs in the Fix Duplicate Window.

5. If done properly, one row of information shall be displayed in the list box. This row will contain both the correct and duplicate IDs and a brief description of each. If there are several to enter, continue with the above steps until all have been completed.

6. Dependent on the record to be corrected, utilize the option of selecting either of the two check boxes at the bottom of the screen.

7. The Extra Tables (Person Only) check is needed only when there are duplicate IDs for staff personnel. (It is highly unlikely that a citizen would be assigned to activities as an officer).

8. Store Tag can be used either for a person or animal.

a. Store Tag will store an additional tag record for any animal or person that has a tag linking the original animal or person ID with either A000000 or P000000.

b. The Duplicate ID is placed into the tag number field with a tag type of DUP ANIMAL ID or DUP PERSON ID.

9. Select the rows to be processed by double-clicking on the box to the left of the

correct ID, or select all rows. Select the ALL button on the left.

COUNTY OF ORANGE HEALTH CARE AGENCY

REGULATORY HEALTH SERVICES ANIMAL CARE SERVICES

Number: 200.33

SUBJECT: DUPLICATE RECORD CORRECTIONS Page: 3 Date: 8/26/03

Approved: Jennifer Phillips, Director Revised: 11/14/06

10. Select the PROCEED button. 11. Select OK to the message advising that this may be time consuming. 12. Once completed, a message box will advise on how many records were either

completed or not. 13. The NEW button is the default and should be used only when adding records to

the list box. 14. The FAILED button will fill the list box with those records that were not

successful in being corrected. 15. The SUCCESSFUL button will list all those that were corrected.

B. Should a Record Fail

1. Select the FAILED button. The list box will fill with the record(s) that have

failed. 2. The RESULT column will display a code that will indicate where the error

occurred. 3. Return to the Fix Duplicate ID window. 4. Select the FAILED button. 5. Locate the record in the list box and double-click the DO box. 6. Select PROCEED. 7. Select the SUCCESSFUL box to view the records that have been corrected. 8. Select the ALL button and then click DEL. This will remove the records from

the list box, but will not delete the recently corrected items from the database.

C. The Chameleon system will perform the following:

1. Update Kennel record(s): changes duplicate AID to correct AID. 2. Update Activity record(s): change duplicate AID to correct AID. 3. Update Animal Profile record(s): change duplicate AID to correct AID. 4. Update Treatment record(s): change duplicate AID to correct AID. 5. Update Tag record(s) – change duplicate AID to correct AID. 6. Update Memo record(s) - change duplicate AID to Correct AID. 7. Delete duplicate Person or Animal record.