200.33 duplicate records correction

1. 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.

2. 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.

3. 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.