June 9, 2020

Track data changes to protect the public

To protect the public, your agency needs to track the prior names and addresses of licensees and businesses. Too often, applicants with prior offenses will try to slip through your background check process by using aliases. Likewise, some businesses with spotty track records will try to operate under new names in order to evade enforcement.

When your system fails to note these changes, your agency exposes the public to potential harm. What if your agency enabled a restaurant that consistently failed to meet food sanitation requirements to change its name unnoticed and continue to operate unchecked? Public health would be placed at risk, and so would your agency’s reputation.

To prevent such behavior, and keep the public safe, choose software that tracks historical data such as name changes.

Tracking data addresses many common problems:
  • Staff track changes manually.
  • Manual tracking is slow.
  • Agency fails to track changes.
  • Prior offenders go unnoticed.
  • Process exposes agency to potential liability.
  • Process exposes public to harm.
 Tracking protects the public

​​Choose software that by default tracks and makes available for review and reporting previous data across a record, like names, addresses, licenses, permits and contracts. The software needs to automatically track changed or deleted data in the system. In addition, the software should configure additional tracking logs to a visible and reportable audit trail for particular types of records.

Benefits of tracking changes automatically
  • Tracking changes occurs automatically.
  • Automated tracking saves time.
  • System saves changes.
  • System tracks prior offenders.
  • Process protects agency from potential liability.
  • Agency effectively protects the public.
​​​​​Tracking changes features to look for:

When looking for software that tracks data changes, some key features to look for in a system include:

  • Tracks, reviews and reports data across records.
  • Tracks changed and deleted data.
  • Logs all transactions.
  • Tracks who made changes.
  • Records date of changes.
  • Configures desired tracking logs.
GL Suite at work: How clients use GL Suite’s automated tracking

GL Suite helps meet real agency needs. Learn how these clients succeed using GL Suite’s automated data tracking.

  • Kansas Department for Aging and Disability Services
    The Kansas agency uses prior name information, along with background checks, to prevent people from slipping through the background check system by using aliases. The background check request includes every known alias for every person.
  • Alaska Department of Commerce, Community and Economic Development
    The Alaska agency investigates claim violations across many professions. Accurate tracking of historical data helps the agency identify repeat offenders and take appropriate action to ensure they cease operating or comply with safety requirements.


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