Naming procedures: Managing existing records - duplicate records
This section contains policy, procedures and guidance used by Immigration, Refugees and Citizenship Canada staff. It is posted on the Department’s website as a courtesy to stakeholders.
There are some situations (such as administrative error) where multiple records are associated with one client. All records associated with the same client must be merged or householded (GCMS). Requests for this action are to be sent to the Operations Support Centre (OSC) within CIC National Headquarters, or as per internal procedures. Offices must not create the new application or promote a client from FOSS (where duplicate IDs exist) into GCMS until the multiple records have been merged by OSC.
With the merging or householding of multiple records, any name spelling variations should be recorded as AKAs (aliases) or other names. The following information should be indicated in CIC’s system of record:
- The reason for the multiple records; and
- The information that leads to the merging or householding.
Above all, no name should be purged from CIC’s System of Record.
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