Understanding the Master Index



Understanding the Master IndexA Master Index is a database that is used across an agency to maintain consistent, accurate and current demographic and essential data on the incidents managed within its jurisdiction. TraCS maintains Master Indexes on the common information found on all forms. The following Master Indexes can be searched in TraCS.IndividualVehicleLocationCarrier EquipmentBegin a Master Index search by clicking The Master Index can be searched from Office and Web Client machines only. Agencies can search the Master Index for any common information field. Did You Know? Wild Card CharactersThe following wild card characters are available for the Master Index search.* (asterisk) is used to find any number of unknown characters when the number of characters is also unknown. Example ZZZM* will find all last names that start with ZZZM (ZZZMILLER, ZZZMOORE, ZZZMARTINEZ) _ (Underscore) is used to find one unknown character. Example ZZZ_ILLER will find all last names that start with ZZZ have an unknown character and ILLER at the end. (ZZZMILLER, ZZZTILLER, ZZZKILLER), (comma) is used to find more than one item. Example ZZZMILLER, ZZZJONES will find both last names and will display both instances~ (tilde’) is only used with SQL Servers to find words that sound like something else. For Example ~JERRY would find all spellings of Jerry (Geri, Jeri, Jerry, Gerri, Gerry, Jheri, Jerri)Officers can also use a combination of two or more special characters.Did You Know? Wild Card CharactersThe following wild card characters are available for the Master Index search.* (asterisk) is used to find any number of unknown characters when the number of characters is also unknown. Example ZZZM* will find all last names that start with ZZZM (ZZZMILLER, ZZZMOORE, ZZZMARTINEZ) _ (Underscore) is used to find one unknown character. Example ZZZ_ILLER will find all last names that start with ZZZ have an unknown character and ILLER at the end. (ZZZMILLER, ZZZTILLER, ZZZKILLER), (comma) is used to find more than one item. Example ZZZMILLER, ZZZJONES will find both last names and will display both instances~ (tilde’) is only used with SQL Servers to find words that sound like something else. For Example ~JERRY would find all spellings of Jerry (Geri, Jeri, Jerry, Gerri, Gerry, Jheri, Jerri)Officers can also use a combination of two or more special characters. The following is an example of a search for an individual last name beginning with ZZZJ.. Pressing search will bring up all the ZZZJ…’s in the database. The search can be as refined as needed. You may fill in as many search criteria fields as needed. Hitting will bring up the following screen.This is the Master Index results screen. Do an involvement search looking for Individuals, vehicles, locations and carriers that an individual, vehicle, location or carrier has in common. See involvement chapter for more information. List the forms that this common information record is attached to in TraCS. Officers can view any and all forms on this screen. Agencies can add two types of flags to a Master Index record. Priority and informational. See section for adding flags.Under Development, coming in 2015. Eventually agencies will be able to mark individuals, vehicles, locations and carriers as confidential and redact this information from TraCS for most users. You select only a handful of users as being able to view and edit this information. If needed the Master Index record can be edited by hand. If needed a Master Index record can be added by hand. This allows you to modify your search criteria. This button will copy the Master Index to the common information on this computer for adding to a form. Master Index Maintenance. The Master Index records might need maintenance from time to time. This is because the records might have some discrepancies. There are two ways to get the Master Index maintenance screen.There are several functions that can be performed from the Master Index Search Results dialog box.. Do an involvement search looking for Individuals, vehicles, locations and carriers that an individual, vehicle, location or carrier has in common. See involvement chapter for more information. List the forms that this common information record is attached to in TraCS. Officers can view any and all forms on this screen. Agencies can add two types of flags to a Master Index record. Priority and informational. See section for adding flags.Under Development, coming in 2015. Eventually agencies will be able to mark individuals, vehicles, locations and carriers as confidential and redact this information from TraCS for most users. You select only a handful of users as being able to view and edit this information. If needed the Master Index record can be edited by hand. If needed a Master Index record can be added by hand. This allows you to modify your search criteria. This button will copy the Master Index to the common information on this computer for adding to a form. Master Index Maintenance In TraCS 10 click in the tab.You will get the following screen. Filtering on type of common information-Individual, vehicle, location or Carrier.Match percentages-filter out records that already match Master Index records better.Unmatched record-doesn’t already have a Master Index Record.Excluded records-Master Index records that agency has marked as excluded.Confirmed records-Master Index records that agency has marked as comfirmed.Choose what you would like and click The following screen will appear. Highlight the user to fixClick 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 10Click in the Click the Master Index type Search for the Master Index recordHighlight the record to fix Click Click The following is the dialog box you should see. Click the following to… Edit the current master record Delete the current record. Note, deleting records that are on a form is prohibited. 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. 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. 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 RecordsThere 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 RecordsThere are two ways to merge a record.First way is as follows.In TraCS 10Click the button in the 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 The following dialog appears Highlight two or more records.Right clickClick . Click at the following screen And they merge into one record.Merging Records Second OptionThe second way is as follows. In TraCS 10Click the button in the 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 The following dialog appears Click Highlight the record needed and click at this dialog box. The following dialog box appears. Highlight the record to merge and click You will get the following showing possible matchesHighlight the correct record and click .Splitting RecordsTo split multiple records into more than one master record do the following.In TraCS 10Click the button in the 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 The following dialog appears Click Highlight the record needed and click at this dialog box. The following dialog box appears. Highlight the record to merge and click You will get the following showing possible matchesHighlight the correct record and click . Click at the conformation dialog box. FlagsFlags are used by the agency to bring attention records that might need special attention. Flags are available on office machines and web client machines. Common information can be flagged for many reasons. Two types of flag priorities are; Priority and Informationalare available. Adding a FlagIn TraCS 10Click the button in the ribbon.Choose the common info type The following search box will appear or one similar. Enter search criteria in one or more of the fields and click Highlight the user and click the following dialog box appears Click to add a new flag Choose general as the flag type and put in a description in the following dialog box Clicking will result in a , , , or as icons appearing in TraCS.Not clicking will result in a , , , or as icons appearing in TraCS.Click to save the flag.The flag will now be visible to all office users and web clientsModifying a FlagIn TraCS 10Click the button in the ribbon.Choose the common info type The following search box will appear or one similar. Enter the search criteria in one or more of the fields and click Highlight the user to fix and click the following dialog box appears Double Click the flag to modify Choose the type and put in a description in the following dialog box Clicking will result in a , , , or as icons appearing in TraCS.Not clicking will result in a , , , or as icons appearing in TraCS.Click to save the flag.The flag will now be visible to all office users and web clientsDeleting a flagIn TraCS 10Click the button in the ribbon.Choose the common info type The following search box will appear or one similar. Enter the search criteria in one or more of the fields and click Highlight the user to fix and click the following dialog box appears Click to delete the highlighted flagThe flag for the individual, vehicle, location or carrier is now gone and all icons have been returned to normal. ................
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