Clean Up Duplicate Entity Records

Duplicate records might exist in the system following data migrations or data downloads.

When you download data from the regulatory body such as the Australian Securities and Investments Commission (ASIC) in Australia or the Companies House in the United Kingdom, the system runs a number of checks to avoid duplications. It checks for appointees, shareholders, and shared addresses and only downloads the records if they don't already exist. If the records exist, they are automatically connected to the imported companies. However, if the data in the system differs from what is available in the database of the regulatory body, duplications can occur. For example, if an individual's name or address have been previously reported differently, the individual record is downloaded and a duplicate record is created.

To clean up, that is, merge such records with the already existing record:

1. Run a duplicate report to find possible duplicate records.

   1. Go to All Searches and select the Companies, the Individuals or the Other Entities tab depending on the type of entity you want to run the report on.

   2. Select Reports > Other Reports and select the Duplicate Companies for Companies List, the Duplicate Individuals for Individuals List or the Duplicate Other Entities for Other Entities List in the Report Wizard. Select Next.

   3. On the Report page of the wizard, select Save Report to Working Documents and select Next.

   4. On the Finish page, when the process shows as completed, select Finish.

2. Go to Working Documents, find the report you just created and open it to review it.

   In the report, the number of potential duplicates is indicated in the Duplicates column. Decide which record you want to keep and which record you want to delete.

3. File any forms required with the regulatory body to correct the details of the record.

   Use the relevant wizard to create the required forms or edit the record if no forms need to be produced.

4. Once all the forms have been filed and accepted by the regulatory body, delete the record you don't need any more.

   1. To copy any relevant details from the record you are about to delete, open the record, go to the Details page and select Wizards > Administration > Move History.

      Note

      For companies, select Wizards > Other Changes > Merger. In the wizard, select the record you want to copy the details to and select the details you want to copy. Complete the wizard.

   2. To delete the record, go to the Details page and select Wizards > Administration > Delete Wizard. Complete the wizard.