Dealing with Duplicate Records - Field Employees
Educational Training to Discuss Duplicate Records in OMS
Goal:
Educate team members in the field on how to Identify, Resolve, and Prevent duplicate records (specifically customers, contacts, and locations).
Why:
Loc-Doc Security exists to help people protect their people and their property. Our Opening Management System is a powerful tool that allows Loc-Doc Security to perform at a level of excellence in this industry that has never been seen before. However, duplicate records in our system cause preventable errors which can leave our customers unprotected.
How Can We Solve This Problem?
Every team must actively work to Identify, Resolve, and Prevent duplicate records.
Define a duplicate record. Why are they an issue?
Customer - Same Name (when spelled correctly)
Location - Same Address
Contact - Same First, Last and Email
*Sometimes there are edge cases (customers with weird billing preferences, customers or contacts changing names, building rezoned etc.). In these cases please use your common sense.
Identify:
“How do I know which one is the original and which is the duplicate?”
Resolve:
Send a communication note to your direct supervisor on the record that you discovered a duplicate (site visit, quote, etc.) Never delete records, child records need to be merged first.
Prevent:
What are the best practices for putting in addresses (is “blvd” sufficient, or should we always use “boulevard”)?
Always use what OMS Maps says.
Final Note: Prevention is the best protection and you should always use protection.