Identifier collision register

Use it with your own records.

1. Download the workbook and open 02 Duplicate IDs.
2. Enter your site and room scope and the project or policy reference.
3. Use the blank amber table for actual records. The fictional example below it is a reference.
4. Insert table rows when needed. Keep identifiers as text, including leading zeros.
5. Follow guide 02 to complete the checks and record unresolved items.

Before you start

1. Open a collision reference independent of the disputed records and preserve the exact observed identifier strings before normalizing search copies.
2. Collect permitted physical evidence for every candidate, including complete location context and distinguishing references appropriate to the object class.
3. Identify the allocation owner, record owner, and owners of imports or print sources that may recreate the duplicate.

Complete the register

1. Enter the complete scope and unchanged disputed value, including significant punctuation, case, and leading zeros.
2. Describe Record A and Record B with their record keys and evidence that distinguishes the represented objects. Do not rely on matching names alone.
3. Classify the case as separate objects sharing a label, duplicate records for one object, an alias issue, a scope/display issue, or unresolved identity.
4. Record the owner's actual decision and retained identity. Keep a proposed replacement separate until the issuer has reserved and released it.
5. Use Evidence to link the physical observations, issuance history, and dependency crosswalk showing the outcome for affected work orders and records.
6. Record verification against the corrected physical objects and current lookup. Leave Status explicit about any pending label replacement, source correction, or external dependency.

Walk through the example

The original fictional row concerns CAB-0042 in DC01/H1 / cables. REC-A describes endpoints R014 to R021, while REC-B describes a different cable from R018 to R022. Those differing endpoint relationships must be supported by the permitted observations before the row is classified as two cables with one ID. The example decision lets REC-A retain CAB-0042 and records CAB-0098 as a fictional reservation for the other cable. That reservation is not authority to relabel an actual installation. In a real row, link the allocation decision, both endpoint evidence sets, and the dependent records that will change. Record the physical label correction separately from the database correction if they finish at different times. The verifier then checks that each issued scoped ID resolves to the intended cable and that old references remain interpretable. Keep the case open if a stale import can still recreate the disputed value.

Handle common exceptions

Two records have the same name but physical identity is unproved.

Keep the classification unresolved and assign the missing observation; do not approve a merge from the name match.

The collision disappears when the hall field is restored.

Record the scope/display cause and repair the affected report or export instead of issuing unnecessary replacement labels.

The physical correction is complete but another team's work order still uses the old value.

Record that dependency as pending with its owner and provide the approved crosswalk until the work order is reconciled.

Review and close

1. Confirm that the classification follows the physical evidence rather than the number of search results.
2. Check replacement allocation and exact label text against the owner's decision.
3. Verify that each affected active reference has a correction or a named unresolved outcome.
4. Repeat current-ID and historical-value lookups, and check the responsible source input when it caused the collision.
5. Have another reviewer resolve an old work-order reference using the preserved crosswalk.

Fields and filled example

Fictional values only. Scope: DC01 / H1 unless another location is shown. The downloadable register is blank for your actual observations.

Sources and scope

• ServiceNow: Identification and reconciliation configuration ↗

  Record identification and update-authority principles; does not prescribe physical relabeling. The expanded triage, decision comparisons, scenarios, and closeout procedures are original editorial guidance.

  Read scope and linked guides