This quick reference guide outlines how Compact Office users identify and delete duplicate files from JIDS.
DETERMINING IF A FILE IS A DUPLICATE
1.Run the Duplicate Juveniles Detail Report to determine if any duplicate files exist for your state.
2. For duplicate ‘Transfer of Supervision’ files, locate the juvenile files that list your state as the ‘sending state.’
3.Log into JIDS and click on the SEARCH option in the left-hand navigation menu.
4. On the SEARCH page, enter the juvenile’s first name and last name, as well as the sending state and receiving state information.
5. Click the SEARCH button at the bottom of the screen:
6. Click on the " i " icon to open the “File Details” (face sheet) page information. NOTE: Do NOT open the web viewer:
7. If there are any forms and/or scanned documents in the juvenile’s file, they will appear at the bottom the juvenile’s file details page:
In the above example, there are a total of zero (0) documents in this file. A file with zero (0) total documents means that the file is empty.
8. After you inspect one file for documents, you can retrieve your previous search results by clicking the LAST button at the top of the screen:
9.Click on the juvenile’s name for the second file to open their “File Details” (face sheet) page information. NOTE: Do NOT open the web viewer:
10. Open the file details for the second file to see if any documents exist:
In this second example, the file has a total of two (2) documents in it. Therefore, by process of elimination, the first file is the duplicate file and is ready for deletion
DELETING A DUPLICATE FILE
11. To return to the first file, click the LAST button at the top of the screen. Check the box to the left of the duplicate file:
12. Click the green trash can icon to delete the duplicate file, and the click CONTINUE to delete the file.
The duplicate file is now deleted.
IDENTIFYING A DUPLICATE FILE WHERE DOCUMENTS EXIST IN BOTH FILES
If two or more files have documents in the file, you can check to see if the file(s) were ever routed by viewing the Workflow Status Report.
1. To determine which file is the true duplicate file, click on “Search” and enter the juvenile’s first name and last name, as well as the sending state and receiving state information.
2. Click on the " i " icon to open the the “File Details” (face sheet) page information. NOTE: Do NOT open the web viewer.
3. Find the “Workflow Activity” area of the juvenile’s file details page and click on ALL to run the “Workflow Status Report:”
4. If a user sent this file down any workflow, this report would indicate such activity. For this first example, there are zero results which means no workflow exists:
5, Click the LAST button to retrieve your previous search results.
6. Click on the juvenile’s name in the second file listed. This action will bring you to the juvenile’s file details page.
7. Click on “All” next to “Workflow Activity” to run the “Workflow Status Report.” The “Workflow Status Report” returns results for this second example file:
8. Since this second example file has workflow, by process of elimination, the first file is the duplicate file and is ready for deletion.
Note: If you have a possible duplicate file that has workflow activity, please see the Duplicate File Resolution Guideline and Form for further instructions.