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| What is an ID? |
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| In Web-Link and ADM, an ID is intended to be a unique identifier assigned to a single person. This ID is used to link the individual with data from all rating forms filled out about this person and the resulting scored output. An ID is NEVER reused for a different person. |
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| Why do I need an ID system for Web-Link and ADM? |
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| 1. |
In Web-Link, an ID is required for all entered forms. To more fully protect your scored information available online, names are never displayed on profiles or narratives. ID numbers are always displayed. You need an established ID system to be able to correctly identify whose profile and narrative you are assessing. |
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| 2. |
In ADM, either an ID or a last name is required to enter a form. Unlike Web-Link, ADM provides a catalog of names making it easy to link a person with entered data. An ID system is necessary in ADM if you will be downloading data from Web-Link to be imported for long-term storage or scoring. |
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| 3. |
An ID system ensures that all data are properly associated with the correct person. Creating an ID number "on the fly" can result in multiple ID numbers being associated with a single person, leading to serious data management problems. |
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| 4. |
An ID system ensures that forms entered over a period of time will always be associated with the correct individual. |
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| How do I create my ID system? |
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| There are many ways to create an ID system. What is most important is maintaining the system, keeping it up to date, and communicating with others in the account who will be using the system. You must track ID numbers in some way outside of Web-Link. You can use a spreadsheet to enter each person's name and ID or you can use some other method for creating your catalog of names and IDs. |
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| ID numbers can be a combination of letters, numbers, and some symbols such as a dash up to a maximum of 12. You can create your own ID numbering system or you can choose to use an existing unique number such as Social Security number, school ID number, patient number, etc. |
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| If your account has groups of users who may want to maintain their own ID subsystems within the master ID system and/or identify data for individuals by group, you can devise a system where each group uses a prefix in the ID and is authorized to use a series of numbers. For example, the California group can begin all ID numbers with CA and use the range of 20,000 - 39,999. The Washington group can begin all ID numbers with WA and use the range of 40,000 - 59,999. With this type of ID system, it is very important that one account user administer the overall master ID system to avoid reuse of numbers. |
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| Do not: |
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| 1. |
Use the ID number to embed other information. The uniqueness of the ID is no longer valid. Instead use the user-defined fields to store such other information. |
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| 2. |
Use the birthdate as an ID because this in not unique to one person. |
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| 3. |
Use any part of the person's name because this compromises security. |
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| Important: |
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| If you will be downloading data to ADM, use the same ID system in both Web-Link and ADM. |
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| How and when do I use an ID? |
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| In Web-Link, each time you enter a form or create an electronic form request you will be required to enter an ID. Before you begin, know the answer to the following question: |
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| Is this a new person who has never had a form entered in Web-Link (or ADM)? |
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| Yes, a new person: Issue a new unique ID number and record the person's name and the new ID in your master list. |
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| No, forms have been entered before for this person: Look up this person's name and use the associated ID |
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| REMEMBER: NEVER MAKE UP AN ID NUMBER "ON THE FLY"! |
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