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3230 Person Search

SWI Policy and Procedures August 2007

SWI staff perform searches on all persons listed as principals and reporters.

SWI does not complete person searches on or relate collaterals, except for the reporter.

Exceptions:

  ·  If search results could affect the priority decision (for example, a child is currently located with a collateral (COL) who is reported to have a CPS history), complete a search on the COL in question.

  ·  If field staff or law enforcement needs a search on a COL for placement purposes (usually, this happens during night or weekend shifts when field staff are not in their offices), complete a search on the COL in question.

SWI must document prior cases in the Intake Conclusion section that were reviewed and that had any bearing on the intake assessment.

SWI staff is not required to document all prior history in the intake. Since person and case merge are investigation tasks, field staff must also conduct searches to ensure that the appropriate merges are completed.

It is important to remember that there are some cases in which the caller does not provide sufficient information to either complete the person search or determine if it truly is a match.

3231 Launching Person Search From the Intake

SWI Policy and Procedures August 2007

A person search can only be executed after the intake specialist enters the Person Detail information and checks the box next to Person Search at the bottom of the Person Detail page. When the person information is ready to be searched, the letter “L”appears under the SCH column in the Person List. On the Person List, select the check box next to the person’s name and click the View Search button. This launches a query that searches the database records in the sequence shown below.

1.   Direct match of Person ID

2.   Direct match of Social Security number

3.   Phonetic name and address

4.   Phonetic name and age:

  ·  if age is less than 18, plus or minus 3 years

  ·  if age is over 18, plus or minus 10 years

5.   Phonetic name only

6.   Phone number

When the search is complete, the Person Search page appears, containing details about the person found in the database.

Additional criteria may be added on the Person Search page and the search can then be re-launched.

For re-launched searches, the system uses a different programmed query than the one described above, so it returns different results.

3232 Launching Person Search From the Search Tab

SWI Policy and Procedures August 2007

The Person Search launched from the Search tab or re-launched from the Person List section uses different criteria than searches launched from the intake, and returns different results.

3233 Expanding the Person Search Criteria

SWI Policy and Procedures August 2007

From the Person Search page, additional criteria can be added to further research the person. Add the additional criteria and click the Search button.

If the Search button is grayed-out, change any one character and then change it back, or click the Phonetic check box off and back on again.

The search launched from this page uses different criteria than the one launched from the Call Person Detail page, and returns different results. The Search tab on the IMPACT toolbar also uses these criteria.

Person Searches Using Names Spelled Phonetically

The following searches take some time and should be avoided when possible:

  ·  Phonetic Name and County only

  ·  Phonetic Name and City only

  ·  Phonetic Name and 5-digit zip only

  ·  Phonetic Name and 9-digit zip only

Scoring the Phonetic Search

The score indicates how closely the result matched the search criteria. This is used for phonetic searches only.

Non-phonetic searches, or searches on the Person ID or Social Security number, always score 100% results.

Person Searches Using Additional Parameters

By clicking the checkbox in the Additional Parameters section of the Person Search page, searches can be launched using a phone number, a Social Security number, or a Person ID from an old case.

3234 Person Searches Using Aliases

SWI Policy and Procedures August 2007

If a person is entered into IMPACT with a primary name and an alias (such as a nickname or maiden name), one of the rows in the Search Results page is marked AKA. Scroll to the right to find that person’s primary name in the system.

If the only name previously entered into the system is an alias, the alias will be the primary name in the system.

In other words, if Bobby Brown is known only as Bobby Brown in the system, the only way to find him in a name search is to look for Bobby Brown. If, however, Bobby Brown is already listed as an alias for Robert Brown, a search on Bobby Brown returns Robert Brown as a possible match.

When searching for a person with an alias, access the Person Search page. Enter the alias in the name fields and launch the search again.

If a match is found and the intake specialist chooses to relate the name, the related alias name replaces the original name on the Call Person Detail page. The most common occurrence of this is relating women with different maiden and married last names.

      Example: The intake specialist receives a call on Jane Brown (maiden name: Brown), but there was a previous case on her when she was known as Jane Smith (married: name Smith). If the principal is also listed under her maiden name as an alias, her name displays  in the Person List as Jane Smith after relating. Intake specialists must ensure that name changes are updated, so that the Case Name and In RE names match on the intake.

3235 Checking Principals for Previous Reports

SWI Policy and Procedures August 2007

Intake specialists are required to complete a Person Search on all principals in all reports regardless of the program, unless no last name or locating information is available.

The same person might have been reported as a principal at different times by people who used, for example, a nickname or maiden name, or an old address or phone number. Staff search IMPACT so that the person can be related to the person in the current call (that is, identified as the same person).

SWI does not complete person searches on collaterals unless the collateral is the reporter. The investigation worker completes person searches on all collaterals other than the reporter.

The goal is for each person to be assigned one unique Person ID number so the system contains an accurate history that tracks that person in past and future reports.

3236 Determining Whether to Relate

SWI Policy and Procedures August 2007

To see demographic data on a person in the Person Search List in the Call Person Detail section, highlight the person’s row and scroll to the right. If the information  there is not sufficient to determine whether this a person to whom the new person should be related, perform another Person Search using the Search tab.

3237 Searching by Address

SWI Policy and Procedures August 2007

If a family or client appears to be in the system and the address validates, but some of the first or last names of the principals are missing:

1.  perform a Person Search on one of the known family members;

2.  from the Call Person List, click View Search;

3.  click the Address box and deselect the Phonetic box;

4.  click Search; and

5.  look for other family members with similar ages, SSNs, and so on.

If one person in the intake relates to another name, but other family members were not found during the Person Search, use the exact related address of the family member that did relate to re-launch the Address Search.

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