Two files can be merged into one file, subject to these conditions:
Only files for the same offender can be merged.
A file can only be merged into another file of the exact same type and sub-type.
The file location cannot be changed. The two files to be merged must both be physically at one location, and the merge can only be carried out at that location.
A later file is always merged into an earlier file, i.e., File #2 will always merge into File #1, Vol 2 will always merge into Vol 1.
Once a file has been merged, it cannot be part of any future transaction except an unmerge. The system records the file numbers involved in a merge, in case an unmerge is needed.
When you receive a transferred file for the same offender and of the same type and sub-type as a file already at your location, the system will suggest merging the two. To identify other duplicate or additional files that require merging at a particular location, use the Location Specific File Inquiry screen.
For institutional work: select Institution Paper File Tracking Merge/Unmerge Offender Files to access this screen from the Main Menu
For community work, select Community Paper File Tracking Merge/Unmerge Offender Files from the Main Menu.
In the Offender Files block, select the two files to be merged by checking the Select Files checkbox. You can only select two files at a time for merging.
Click the Merge Selected Files button. The system checks file type, sub-type, status and location to ensure merge eligibility.
If the merge request meets all conditions, you will see a pop-up message asking you to confirm the merge. Click Yes to complete the merge.
The Date/Time field defaults to current system settings, and cannot be changed.
The Comment field for the 'master' file (now holding the merged file) reads: "This file now contains merged File #, Vol #."
The Comment field for the merged file reads: "This file has been merged into File #, Vol #.".
The Officer field for the merged file clears, and the Non-Officer field reads Merged.
When two files are merged, their respective transaction histories are not merged. This is to simplify an unmerge, where the transaction history for the merged period will be duplicated for the un-merged file. A merged file and its transaction history can still be viewed on the Offender Files Inquiry screen.
After two unique offender identifiers have been merged, all files under both unique identifiers appear here, subject to normal conditions for merging.