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Records
The Records Report is found within the Data Breach Response application under the Entity Analysis tab and shows every Record in your workspace.
Records are pre-normalized Entities, they represent every single time an individual was found throughout a document set. This means if an individual is found on five documents, there would be five Records of that person but only one Entity of that person after normalization is run.
Workflow
Records are intended to assist users in QCing their final Entity Lists.
In order to view the Records for a large workspace, you will need to apply filtering to at least one column in the list (the application will indicate in the UI when the list is too large to generate all at once).
Scenario
I have seen a person linked on Document_001 named “Ed Iscovery,” but when I search for that name on the Entity List, it does not appear. I am very confused about my “missing” entity.
There are a few possibilities:
- Normalization has not been run since Ed was added to Document_001
- Ed shares unique PI (such as SSN) with a Record of a different Name, and has been normalized into an Entity with that person (Ed Iscovery is now folded into Edward Cullen and the user is unaware that this is Ed’s married name, which appears in Document_002)
I can explore the above possibilities using the Records.
As a user, I will go into the Records subtab, search for “Ed Iscovery” in the Name column and find his Record. From there I can click on the Record ID (column 1) to open the Entity Information view. If normalization has not been run, the application will inform me that the Entity Information view is not available for this exact reason. If Ed has been normalized with Edward, I will be taken to the Entity Information view where I can clearly see the consolidation that has occurred and choose which PI values (including name) I wish to see on my final Entity export.
The Records subtab will enable many future workflows for users to merge, unmerge, and edit more freely from the Entity Analysis tab. We look forward to you testing these upcoming features with us.
Show PI Values
The Show PI Values toggle is found above the Records Report and is turned off by default. When this toggle is turned off, each column shows the count of PI values found of that type for that entity.
Turn the Show PI Values toggle on to view PI values instead of counts.
Records Report fields
Following is a list of Records Report fields:
| Field | Description |
|---|---|
|
Record ID |
Unique identifier for the Record. Click the Record ID to view Entity Information for that Record. |
|
First Name |
First Name as entered on the document associated with this Record |
|
Last Name |
Last Name as entered on the document associated with this Record |
|
PI Count |
Count of pieces of PI that are linked to this Record |
|
Control Number |
The unique identifier for the document associated with the Record. Note: Records by definition are only associated with a single document, where an Entity can be associated with one or more documents. |
|
Entity ID |
The unique Entity identifier associated with this Record. Note: if normalizer has not been run since this record was created, there will not be an Entity ID value. |
|
PI Types |
All of the additional PI associated with the Records appear in the following columns |
Download
Select the Export to File button to save an .xslx file to your downloads folder. Any filtering applied to the report in the UI will be maintained in the downloaded file.
Entity Information
You can view information about a Record, including the Entity it is in after normalization, by selecting the Record ID. This will take you to the Entity Information view If normalization has not been run since this Record was created, then you will not be able to view the Entity Information panel.
The Entity Information view is the same detail view as shown by clicking an Entity ID in the Entity Report.
When you navigate to the Entity Information view from a Record ID, if the Entity has multiple Records associated, then the Record you came from will be highlighted in yellow to help you see how your Record fits into the completed Entity.
