Submit a Person Merge Request

If a user has strong evidence that two different, pre-existing Person records are actually the same Person, the user can submit a Merge Person Request. The Request will then be reviewed by the State System Administrator (SSA) for NCAWARE. If the SSA determines that the request is valid, the SSA will then perform a Merge on the records. Below are the steps to submit a request for a Person merge.

Before you start:

A Person record must be retrieved from the MAIN MENU in order to submit a Merge Request.
Two Person records cannot be merged if they have different SID numbers.
Two Person records cannot be merged if they have different PID numbers.

1. Click the Person link from the MAIN MENU and perform a search for a Person record.
2. From the PERSON SEARCH RESULTS screen, select the radio button of a Person record and click the View button.
3. The Person record displays. From any of the various Person record tabs, click the Merge Request button.
4. The PERSON MERGE REQUEST screen displays. The selected Person is populated under the Merge this record section. This is the Person record that will ultimately be merged into another Person record. From the Into section, click the Search For Person button.
5. The PERSON SEARCH screen displays. The Person record found and retrieved through this screen will absorb certain data from the Merge this record Person record (Steps #1-4) and will ultimately be the Person record that remains after the merge. Perform a search for the "Into" Person.
6. From the PERSON SEARCH RESULTS screen, select the radio button of the "Into" Person record and click the Select button.
7. The PERSON MERGE REQUEST screen returns. The selected Person is populated under the Into section.

Note: If the Merge this record person contains an SID number and the Into person does not, your selections will automatically be reversed upon submission.

1. Select the reason for the Merge Request from the required Reason dropdown.
2. Enter evidence and any other details related to the Merge Request in the Reason Notes field.
3. Once completed entering the above details, type the word "Yes" into the Merge Confirmation box. Then click the Merge Request button.

* * * * * * *

The PERSON MERGE REQUEST screen refreshes. A Merge Request Number is displayed at the bottom. Make note of this number. Your request is now submitted to the State System Administrator (SSA) for evaluation.

For a listing of associated rules for this topic, click here.