Data Standards

Revision 29 Oct. 2004
 

TABLE OF CONTENTS

  1. INTRODUCTION

  2. DATA INTEGRITY

  3. record creation guidelines

  4. general person criteria

  5. name standards

  6. address standards

  7. telephone types

  8. APPENDICES

III.  Record Creation Guidelines

A.  OVERVIEW
B.  BEFORE CREATING RECORDS IN INB:
C.  BEFORE CREATING RECORDS FROM OFF LINE SOURCES: 

OVERVIEW

Lynx “entity” records can be created online through several forms or can result from batch electronic processes such as tape loads. It is critical to follow procedure to ensure that new records are not created for an existing person or organization.  This is critical because merging duplicate persons or  organizations requires labor-intensive procedures to maintain or discard the appropriate parts of the underlying records. Adherence to these procedures by users authorized to create new General Person records in the database can and will be monitored.  Users who repeatedly fail to follow these procedures may have their privileges revoked.

BEFORE CREATING RECORDS IN INB:

SEARCHES: 

Careful searching will prevent the creation of duplicate General Person records.  Searches should be conducted using the following guideline:

First – Search by Lynx ID (Wxxxxxxxx), then by Legacy ID (STAARS, HRS, TRE, etc.)

If not found – Search by name using XXXIDEN name search or extended search.

See training manual for applicable “How to”.

See “How To” Appendix (ADD PRINT SCREEN & INSTRUCTIONS- (? Who is assigned to do this?)

BEFORE CREATING RECORDS FROM OFF LINE SOURCES: 

Transactions creating new person and organization records in the database from
external sources, such as tape loads, FTP imports, and World Wide Web, must be reviewed before they can be loaded into the production environment.  Chapter 11 of the Banner Bookshelf Student System User’s Manual outlines the setting up of rules and edits that control these processes and gives specific procedures for the importing of new applications established by Lynx Web for Students. These rules and procedures must be carefully reviewed in order to prevent the inadvertent creation of duplicate entity records in the system.

IV.  general person criteria