ADDM260 - ADD user guidance: tracing options

Person trace

Relaxed name trace

Multipart surname trace

Wildcard trace

Person trace

The Person Trace screen enables a user to trace records held on ADD.

The following items can be used as trace parameters

• NINO
• Surname
• Forename
• Date of birth (exact or range)
• Date of death (exact or range)
• Sex
• Address line 1
• Post town
• Post code

And

• Contact telephone number

ADD will perform the best trace possible based on the details entered and return up to 100 matching records.

No single parameter is mandatory. However the allowable minimum combinations are as follows

• Surname and forename(s)
• Surname and date of birth
• Forename(s) and date of birth
• NINO and surname and initial
• NINO and date of birth
• Address line 1 and postcode

Relaxed name trace

When the Relaxed Name Trace checkbox is selected, ADD will trace records that have similar forenames and surnames based on certain name relaxation rules. This enables ADD to search for names that sound similar or have a number of possible spellings.

For a relaxed trace, ADD will perform the following relaxation on the names entered

• Removes all mid word Y and EW
• Converts IE to Y if present at the end
• Converts K to C and convert PH and V to F
• Converts MC to MAC if present at name start
• Removes duplicate consonants
• Removes all vowels except initial letter and MAC

This relaxation is carried out by ADD. You do not need to relax the name when you enter it

Examples:

Enter: Mohammed (relaxed to MHMD)
Matches: Mohammed, Muhammad, Mahmoud
Enter: McDonald (relaxed to MACDNLD)
Matches: MacDonald, Mc Donald
Enter: Kerry (relaxed to CRY)
Matches: Kerrie, Carry, Carey
Enter: Damian (relaxed to DMN)
Matches: Damien, Damion, Damon, Daemon, Damiana

Multipart surname trace

When the Multipart Surname Trace checkbox is selected, ADD will search for all records where the entered surname matches the first, last or penultimate part of a surname on ADD.

Example:

Enter: Johnson
Matches: Johnson-Smith, Smith-Johnson, Hyde-Johnson-Smith

Wildcard trace

Wildcard tracing is the process of tracing based upon details that are incomplete. In such cases ADD allows a user to enter a Wildcard in the following fields

• Surname
• Forename
• Address line 1

In order to use a Wildcard Trace, an Asterisk (*) must be placed to indicate a string of 1 or more unknown characters.

When using a Wildcard Trace against a customer’s surname, forename and address line 1 at least 3 characters must be used.

Example:

Surname: Smy*, Smyt*, Smyth*
Forename: Fre*, Fred*, Frede*
Address line 1: 200*, 21 Main*

It is also possible to trace using the first initial of the forename and a complete surname. ADD will return records where the initial letter of the forename matches that entered

Example:

Enter: J Bloggs
Matches: John Bloggs, Joseph Bloggs, J Bloggs

If more than 100 records are found, you will be informed that only the first 100 records are displayed and that you may have to narrow your search. Trace results will be displayed by record number, not alphabetically.