Master Index Maintenance

In TraCS 10 click Master Index Maintenance in the Records Management Ribbon.
You will get the following screen.
1. Filtering on type of common information-Individual, vehicle, location or Carrier.
2. Match percentages-filter out records that already match Master Index records better.
3. Unmatched record-doesn’t already have a Master Index Record.
4. Excluded records-Master Index records that agency has marked as excluded.
5. Confirmed records-Master Index records that agency has marked as confirmed.
Choose what you would like and click Search
The following screen will appear.
Highlight the user to fix
Click Maintenance
Go to step 8 in the next instruction list. You are now at the same place

The second way to get to this screen is to go through the Master Index search engine. This would be if you have specific records you want to fix.

In TraCS 10
Click Master Index in the Records Management Ribbon
Click the Master Index type
Search for the Master Index record
Highlight the record to fix
Click History
Click Maintenance
The following is the dialog box you should see.
Click the following to…
1. Edit Record – Edit the current master record
2. Delete Record – Delete the current record. Note, deleting records that are on a form is prohibited.
3. Exclude – to remove a record from being looked at again in the Master Index maintenance. It will no longer be displayed in the Master Index maintenance window unless specifically requested.
4. Confirm – to indeed verify that this record is the same individual, vehicle, location or carrier as the Master Index record. It will no longer be displayed in the Master Index maintenance window unless specifically requested.
5. Split Merge – is discussed in the next section of this. Agencies can split a Master Index in two or merge them together depending upon needs.

Split/Merge Master Index Records

There may be many common information records duplicated for individuals, vehicles, locations and carriers. Every time an individual, vehicle, location or carriers appears in a form another record is created for it/them. Because a computer can only read code to determine which record is included in a master record it might be necessary to split a record into more than one or merge the records into one master record.

Merging Records

There are two ways to merge a record.

First way is as follows.

In TraCS 10
Click the Master Index button in the Record Management ribbon.
Choose the common info type
The following search box will appear or one similar.
Type something in one or more of the fields and click Search
The following dialog appears
Highlight two or more records.
Right click
Click Merge.
Click Yes at the following screen
And they merge into one record.

Merging Records Second Option

The second way is as follows.

In TraCS 10
Click the Master Index button in the Record Management ribbon.
Choose the common info type
The following search box will appear or one similar.
Type something in one or more of the fields and click Search
The following dialog appears
Click History
Highlight the record needed and click Maintenance at this dialog box.
The following dialog box appears.
Highlight the record to merge and click Split/Merge. You will get the following showing possible matches
Highlight the correct record and click Merge.

Splitting Records

To split multiple records into more than one master record do the following.

In TraCS 10
Click the Master Index button in the Record Management ribbon.
Choose the common info type
The following search box will appear or one similar.
Type something in one or more of the fields and click Search
The following dialog appears
Click History
Highlight the record needed and click Maintenance at this dialog box.
The following dialog box appears.
Highlight the record to merge and click Split/Merge. You will get the following showing possible matches
Highlight the correct record and click New Master.
Click Yes at the conformation dialog box.

TraCS Guides

Master Index Maintenance