Search best practice requires the use of multiple search techniques to confirm all possible matches for the search subject are found. The preferred search technique is Name Search.
Name Search: One such technique is to use the first 2 to 3 letters of the first and last names rather than the complete names. Using partial names makes it possible to find records despite misspellings. Note that the first name and last name fields are mandatory for the search.
Index Number Search: If a matching record is found in the Global Index Database (GID), then use that index/personnel number.
For example, if we are looking for the name Laurisa RONCEVIC. In the first name field, we enter “Lau” and for the last name field, we enter “RON.” The results generated may not find the matching record due to a misspelling of the name in the system.
Therefore, by using fewer letters such that first name field is “La” and last name field “RON,” we may find the matching record we are looking for noting that the first name is misspelled in the database.
We, also, need to look at the other identifying fields to be sure this is in fact the record we are looking for. You must check the date of birth (DOB), nationality and other fields to confirm the match is valid. You can correct the misspelled name in the request process.
Reverse Name Search: Another technique to account for misspellings is to switch the first and last names. If the person has multiple given and last names make sure you try the different combinations. It is possible the name is entered incorrectly when records are created.
For example, if we are looking for the name James JOHN. In the first name field, we enter “Jam” and for the last name field, we enter “JOH.” The results generated may not find the matching record. So, we proceed in switching the first name to “Joh” and last name “JAM” again only using the first 2 to 3 letters of each name.
Date of Birth (DOB) Exceptions: When evaluating the search results to determine if any match the search subject, do not let odd dates of birth fool you. In the past, the DOB was not as critical a personal identifier as it is today. When incomplete DOB information was available, the following conventions were used to create personnel records.
If the DOB:
- had no day, for example: January 1975, the 15th of the month was used for the day. Therefore, the system would have a DOB of 15 January 1975.
- provided only the year, for example: 1965, the day and the month used was 1 January. Therefore, the system would have a DOB of 1 January 1965.
- provided only the day and month, for example: 25 March, the missing year entered would be 1900. Therefore, the system would have a DOB of 25 March 1900.
- If no DOB was provided at all, then the DOB used in the system would indicate 1 January 1900.
So, if all other identifying information matches the source document you are working with, but the DOB looks wrong due to what has been described above, you should try to obtain from the person or Requestor additional information, i.e. recollection of previous index/personnel numbers obtained from the Organization. If you have exhausted all resources, you may contact OICT/EAC-Americas team in New York for additional guidance.
The Global Index Administrator will verify the accuracy of this selection.
)footnote1