Data Management & Integrity

In order to track many discrete pieces of information within the system, Veracross organizes information into unique records.

Managing records within Veracross is one of the most fundamental Axiom tasks. This article will explain how to use Axiom for record management, such as adding, deleting, and updating records.

You can upload files in batch — using .zip files — to person, household, and organization records in Axiom. This article covers the step-by-step instructions.

  Here is the new version of this article in the Veracross Community. Overview In addition to storing files on person records, Veracross is also able to store links on Candidate, Student, Staff, and Faculty person detail screens. This featur...

  Here is the new version of this article in the Veracross Community. Overview From both a philosophical and technical standpoint, Veracross encourages schools to keep data. The only person records that should be actually deleted are those w...

  Here is the new version of this article in the Veracross Community. Overview The deduping category (or “dupe group category”) value that the system assigns to any potential duplicate households, people or organizations is helpf...

  Here is the new version of this article in the Veracross Community. Overview When two or more records exist for the same person, household, or organization, the records should be merged so that each person/household/organization is represe...

  Here is the new version of this article in the Veracross Community. Overview Records can be linked to other records within the system. For example, users can indicate relationships by linking person records on the Related People tab of a p...

Here is the new version of this article in the Veracross Community. Please take great care when you are merging data : double-check the records, as they cannot be “un-merged” by Veracross. Contact your account manager if you be...

  Here is the new version of this article in the Veracross Community. Overview In Veracross, each person is automatically assigned a person ID when their record is created. That unique identifying number remains theirs forever. It is not ch...

Each record in the system is associated with a set of Action items, accessed via the icon in the Launchpad.

Veracross tracks user and system made changes to data including changes to people, households, organizations, applications, as well as all academic information (grades, enrollments, etc.). This can be helpful to track down when changes were made to data, what the changes were, and by whom they were made.

  Here is the new version of this article in the Veracross Community. Overview Schools across the globe are moving to online learning while teachers and administrators work furiously to facilitate the transition. While this is new to many s...

Duplicate records can occur for a variety of reasons in Veracross; that's why we recommend you regularly engage in grooming your school's data to mintain data integrity.

If you believe that you've corrected an item that was appearing on one of your data integrity checks but it is still appearing, follow these steps:

When going through the data grooming process, occasionally, you will try to merge two records unsuccessfully because one is an "Adult" record and one is a "Child" record. If you are sure that these records should be merged, perform the following steps to merge these records:

The Audit Log is a helpful tool used to track changes and updates on an individual record. Throughlooking at the audit log, you can see what was changed, the date it was changed, and the user who made the change.

By default only integrity checks with a Severity level of "Critical" are run in the nighty scripts. All other levels of integrity checks are not run but can be enabled by request. All other levels of integrity checks are only update...

Department classification types are automatically populated with an end date (and the active flag turned off) whenever the type no longer applies to a person. This check happens during the nightly refresh of person classifications, so these en...

If no merging duplicate record action has been taken on a Person or Household record within 45 days of being flagged, the system will automatically unflag the record as a duplicate. Organizations will be unflagged after 90 days. There is paramete...

Sometimes, multiple organizations exist in your database that may seem like duplicates, but actually aren't. This situation is most common with organizations that do have the same name but multiple office locations with different addresses ...

This integrity check will display records when the donation has a Household soft credit for a member who is not part of the same household as the donor. To clear the error: Update the soft credit type to "Other" or remove the soft cred...

The number/letter combinations in the Duplicate Record queries make up specific dupe group categories that the system assigns to any potential duplicate households, people or organizations. The leading numbers (01, 03, etc.) estimate the like...

Veracross does not support storage of social security numbers (SSNs) in any field for any purpose. Veracross’s number one priority is the security of customer data, as such we need to carefully balance what fields are available in the appli...

To protect a record from being merged during the deduping process, navigate to the Other tab and set the Surviving Record to be itself. The record is then removed from the dupe group in the overnight process, or by forcing the deduping list to ...

We at Veracross understand that there are times when schools need to maintain individual person records but these records should not be linked to any other records (e.g. ex-husband/wife gets linked to individuals related to their former spouse)...

The nightly scripts are a collection of procedures that help maintain system and data integrity. The nightly scripts include procedures like: Refresh Portal Membership Execute Integrity Checks Generate Attendance Records Refresh Person Classi...

The Audit Log is useful for tracking changes that have been made to a particular record. In general, Veracross does not delete core audit log information, but there are cases where system level activity log items are removed to remove clutter i...

This error is encountered when the Surviving Record field on the Other tab of one or all of the person records to be merged is populated. This field protects the record from any automatic or manual merges being performed. To merge these record...