MERGE: Ensure ALL cases are historical (withdrawn or closed) before initiating a merge. When approving a merge request, review the record and disapprove if a new active case is created while the merge is pending.
MOVE *CAUTION: If any of the cases are active (pending, accepted, rejected) on either offender profile, you should use a move case request. The destination offender should be the offender with the most current and correct supervising status so the default supervising user will be selected as the supervising user on the offender record. Other important considerations:
- Ensure any 'Pending' cases involved in a move are needed and are not 'junk' (duplicate or no transmitted activities)
- Initiate a move after Notices of Departure and Arrivals are transmitted for the destination offender so the accurate supervising user is selected.
- When one profile is historical (closed or withdrawn,) select the historical as the source profile, moving to (destination) profile with an active case.
- DO NOT reassign the 'supervising user' role while move is in process. Although email notifications are sent to states associated with a move, contact to that state may be necessary to move the processing of the record along.
Delete: Delete offender should be used to remove any "junk"/duplicate records and for records without transmitted activities.
Offender profiles without any cases, can only be deleted by the national office. Submit those deletion requests as a new helpdesk ticket.
Here's how to identify those cases from the Duplicate Offender Report.
Tips to follow when processing merges, deletes, or case moves.
Be sure to perform the “Print All” function prior to submitting or consenting to any merge, delete or move case request in ICOTS. ICOTS and the National Office only preserve the audit trail of who performed the action, not the data altered. Records should be retained (electronic or hard copy) in accordance with your own state policies and procedures.