ALTA Registry Overview

Introduction

This documentation provides detailed guidelines on how to effectively use the ALTA Registry Tool, manage records, perform quality control, and address common issues that may arise during daily operations.

Access and Permissions

Access to the ALTA Registry Tool and the associated systems requires proper authorization. Users must have:

• Access to the ALTA Laptop: Essential for accessing the registry mailbox and RMS.

• RMS Admin Permissions: Required to perform administrative tasks such as creating, updating, or deactivating records in the Registry Management System.

• re:Members (formerly Impexium) Database Access: Necessary for viewing and managing member records, although direct editing within re:Members (formerly Impexium) is limited due to the structure of the registry database.

System Overview

Registry Management System (RMS)

The RMS is the core system used for managing ALTA's registry data. It is specifically designed to handle the unique requirements of the ALTA registry, including:

• Record Management: Creation, updating, and deactivation of member records.

• Data Integrity: Ensuring that the data within the RMS remains consistent and accurate across the registry and related databases.

• Subset Database Management: The registry operates on a subset of the database that is separate from the main re:Members (formerly Impexium) database, necessitating careful synchronization and data management.

re:Members (formerly Impexium) Integration

re:Members (formerly Impexium) is another critical system that interacts with the RMS. However, due to the structure of the registry's database, not all changes in re:Members (formerly Impexium) are reflected in the registry:

• Data Handling: Certain updates, such as the removal of relationships or deactivation of records, must be managed directly within the RMS.

• Synchronization: Ensuring that data in re:Members (formerly Impexium) and RMS is synchronized is crucial to maintaining data integrity, especially when records are reactivated or adjusted.

Daily Operational Procedures

Mailbox Management

Each day, the first task is to manage the registry mailbox to ensure that it is clear of irrelevant communications and ready for the day's operations:

1. Clearing Junk Emails: Delete automatic replies, ULTA RMS Daily Underwriter emails, and any other non-essential communications.

2. Review New Requests: Check for new registry requests or updates that require immediate attention.

3. Prioritization: Organize tasks based on urgency, such as handling external submissions from Member companies.

Registry Data Review

Conduct a daily review of the registry data:

• Identify Discrepancies: Check for any inconsistencies or errors in the registry data, particularly after any updates or changes.

• Ensure Data Completeness: Verify that all necessary fields, such as legal names, DBA names, phone numbers, email addresses, and registry listing contacts, are correctly populated.

Interaction with External Parties

Some records are a can be challenge due to their often disorganized nature. Special attention should be given to:

• Verifying Submissions: Carefully review records submitted to ensure they do not introduce errors into the registry.

• Communicating Issues: If discrepancies or issues are found, communicate clearly member entity to resolve them before they affect the registry.

Detailed Record Management

Creating New Records

When a new registry listing request is received and no matching record exists:

1. Access RMS: Navigate to http://alta.org/registry/admin to begin the process.

2. Create New Record: Enter the new data into the RMS, ensuring all required fields are completed.

3. Assign Registry Listing Contact: Ensure that a new individual contact is created or selected to be the registry listing contact.

Matching Existing Contacts

When processing a registry request where a matching record is found:

1. Verify Match: Confirm that the existing record in RMS matches the request.

2. Update as Necessary: If updates to the existing record are needed, make them directly in the RMS.

3. Track and Document: Record the processed match in the tracking spreadsheet for QC purposes.

Updating or Deactivating Records

For existing records that require updating or deactivation:

1. Identify the Record: Locate the record in the RMS that needs updating or deactivation.

2. Remove Relationships or Mark for Deactivation: Use RMS to remove any relationships or mark the record for deactivation.

3. Ensure Synchronization: Verify that changes in RMS are reflected accurately in the registry database, but understand that these changes will not update re:Members (formerly Impexium) directly.

Handling Discrepancies Between RMS and re:Members (formerly Impexium)

When discrepancies arise between RMS and re:Members (formerly Impexium):

• Recheck Processes: Ensure that updates were made correctly in the RMS.

• Correct Data in RMS: If necessary, adjust the data in the RMS to reflect accurate information, keeping in mind the subset nature of the registry database.

• Monitor Re-activations: Be aware that reactivated records may reappear in the registry if data in RMS is not correctly managed.

Quality Control (QC) and Verification

Tracking Processed Entries

All processed entries should be meticulously tracked using a spreadsheet:

• Spreadsheet Setup: Set up a tracking spreadsheet on the G Drive, where each entry is logged with relevant details, including any comments or QC notes.

• Documentation: This spreadsheet should serve as a living document, continually updated as new entries are processed and verified.

Conducting QC Reviews

QC is a critical part of maintaining registry integrity:

• QC Timing: Conduct QC reviews regularly, preferably at the end of each day or after a batch of entries has been processed.

• Comparison: Compare processed entries against the original data to ensure all information is correct and consistent.

Using Spreadsheets for QC

Spreadsheets are a key tool for tracking and verifying registry entries:

• Initial Tracking: Log each processed entry in the spreadsheet immediately after processing.

• QC Logging: During QC, use the spreadsheet to record any discrepancies or issues found, and take corrective action as necessary.

• Final Review: After corrections are made, update the spreadsheet to reflect the final, verified state of each entry.

Specific Scenario Handling

Scenario 1: New Record and Contact Creation

When a new registry listing request is submitted:

• Create New Record: Use RMS to enter the new data, ensuring that all fields are completed.

• Assign Contact: Ensure a new or existing contact is assigned as the registry listing contact.

• Document the Process: Track the creation process in the QC spreadsheet for later review.

Scenario 2: Processing Matched Contacts

For requests where a match is found:

• Verify and Update: Confirm the match and make any necessary updates in RMS.

• QC Tracking: Record the matched entry and any updates in the QC spreadsheet.

Scenario 3: Updating Legal and DBA Names

When legal names or DBA names need to be updated:

• Make Updates in RMS: Update the legal name and DBA name in the RMS.

• Communicate Changes: Notify the requesting party that changes will be reflected in the RMS the next day.

• Remove Old Records: If no further action is needed, remove the outdated information from the system to avoid clutter.

Troubleshooting Common Issues

Registry Data Not Displaying Correctly

Issue: Data not displaying correctly in the registry after an update.

• Solution: Ensure all required fields are completed, including legal name, DBA name, phone number, email address, and registry listing contact. Check again after the overnight process runs.

Email Handling for Registry Requests

Issue: Managing large volumes of emails related to registry requests.

• Solution: Regularly clear out junk emails and focus on actionable requests. If a response is required, ensure all necessary data is provided before processing.

Synchronization Issues Between RMS and re:Members (formerly Impexium)

Issue: Discrepancies between RMS and re:Members (formerly Impexium) data.

• Solution: Always perform updates in the RMS, not in re:Members (formerly Impexium). Verify that data consistency is maintained across systems and address any synchronization issues promptly.

Best Practices and Recommendations

• Daily Reviews: Conduct daily reviews of the registry mailbox and RMS to ensure all data is accurate and up-to-date.

• Consistency Checks: Regularly check for discrepancies between RMS and re:Members (formerly Impexium), especially after making updates or deactivating records.

• Clear Communication: Maintain clear communication with external parties to ensure their submissions do not introduce errors into the registry.

• Thorough Documentation: Use spreadsheets to meticulously track and document all processed entries, including QC reviews and any corrective actions taken.