Resolve Duplicate Options

The Resolve Duplicates feature in OPS-COM allows administrators to identify and merge duplicates by email, student number, staff number and vehicle (plate) in the system. This is crucial for maintaining data accuracy, preventing operational errors, and ensuring that enforcement and permit management processes are based on clean, unique vehicle data. This article focuses on resolving duplicates by vehicle, however, the concept is the same for other data types.

1. ToClick address this issue, go intoon Tools , hover over Resolve Duplicates, then click By Vehicle.

 

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Using this Feature

2.On Youthe Resolve Duplicates By Vehicle page, you will be presented with options to define the criteria for identifying potential duplicate vehicle records.

Duplicate Identification Options

There are two choices:choices 'to generate a list of potential duplicates:

Strict Duplicate' or 'Include Different Plate Types'.

Purpose:

• 'StrictThis Duplicate'option will generategenerates a list of vehicles where all three primary unique identifiers are identicalidentical. (Plate,This is for finding exact, unambiguous duplicates. Unique identifiers are:
  • Plate
  • State/Province,Province
  • Plate Type)Type
  • '

    Include Different Plate Types'

    will

    Purpose: generateThis option generates a list of vehicles where the Plate and StateState/Province mightare be identicalidentical, but the Plate Type differs.may differ. This listis willparticularly allowuseful youfor toidentifying seepotential whatinput vehicleserrors maywhere bea duplicatedvehicle inmight error.

  have
  been

  Theentered easiesttwice way to recognizewith the duplicatescorrect inplate questionand isprovince, tobut comparean theincorrect vehicleor description.unspecified plate type was initially used.

  If,Example: for exampleIf a vehicle,vehicle is a beige BMW sports car with the plate ABC123,ABC123, province is Ontario,Ontario, and thean unspecified Plate Type is unspecifiedType, but there isthere's another vehiclerecord that isfor a beige BMW sports car with the plate ABC123,ABC123, province is Ontario, and the Plate Type is Passenger, it is likelyhighly probable that these are the same vehicle entered as a duplicateduplicate. Comparing the vehicle description (make, model, color) can help confirm such cases.

  Resolving Duplicates

  Once a list of potential duplicates is generated based on your chosen criteria:

  1. Review the list carefully, paying close attention to vehicle descriptions and theother twodetails vehiclesto couldconfirm beactual merged.
     duplicates.

  See

  2. For Below:
     each

     

     pair

     3.of Byduplicate clickingrecords onyou wish to merge, click the provided Merge button youprovided next to the entries.

  3. Clicking Merge will betake takenyou to the merge function windowwindow, where you can mergeselect which information to retain from the twoduplicate vehiclesrecords together.
     and

     
     

     then finalize the merge.

  

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  Best Practices & Considerations

  • Careful Review: Always thoroughly review potential duplicates before merging. Merging incorrect records can lead to data loss or inaccuracies.
  • Data Retention: When merging, OPS-COM typically allows you to select which data fields from the duplicate records you wish to preserve. Ensure you retain the most accurate and complete information.
  • Regular Maintenance: Periodically run the Resolve Duplicates report to maintain a clean and accurate vehicle database, especially after periods of high user registration or manual data entry.
  • User Training: If duplicate entries are a recurring issue, consider reviewing user training or data entry procedures to minimize future occurrences.