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Last date modified: 2026-Jan-23
Records
The Records tab shows each document record that contains extracted entities. You can review and validate these documents to confirm the entities and ensure they match the correct context.
A Record represents every instance where the system finds an individual in the document set before normalization. If the system finds the same person in five documents, you will see five Records for that person. After normalization, the system creates a single Entity that represents that individual.
The Records tab is unavailable on workspaces where data was ingested into the Data Breach Response application prior to September 24th, 2025.
Review Records
To review documents in the Records tab:
- Navigate to Entity Analysis and open the Records tab.
- Toggle on Show PI Values to view PI.
The Show PI Values toggle 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. - Review and validate that PI or sensitive data was correctly identified.
- Confirm the context and accuracy of entity tagging such as names, emails, and SSNs.
Workflow example
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. Review the scenario below for an example of this workflow.
Scenario
I noticed 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 confused about this 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
For example, 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 Records.
- I will go into the Records subtab and 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.
Records fields
Following is a list of Records fields:
| Field | Description |
|---|---|
|
Record ID |
Unique identifier for the 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 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 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 |
Entity information
You can view information about a Record, including the Entity it belongs to after normalization, by selecting the Record ID.
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 matches the details you see when you select an Entity ID in the Entity Report.
When you open the Entity Information view from a Record ID, the system highlights that specific Record in yellow whenever the Entity contains multiple Records. This highlight helps you understand how the Record you selected fits into the full Entity.
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.
