Training Bulletin 4-2008i covers managing and avoiding duplicate records within ICOTS. For reasons of data security and data integrity, ICOTS saves all data entered into the system while at the same time ensuring that users don’t inadvertently delete records or data from the system.
With over 25,000 ICOTS users, duplicate records are inevitable and if not properly handled will bog down the system with unnecessary information and possibly trigger email notifications for overdue activities, etc. In less than one week of operation, users are already discovering duplicate offenders, case and activity records.
Please instruct your users as to how to avoid creating duplicate records and instructions on removing records when possible so the problem doesn’t get out of hand.