Data Entry: When is it OK to Change Other Users Data

What should be done when the data in a person’s HMIS record is no longer true? What steps should be taken to add the new data? Does changing their information mess up another organization’s data?

Statewide data sharing began in AKHMIS on August 27, 2018. Since then, HMIS users have been experiencing new and sometimes frustrating issues with their data quality. It is important to remember that the end goal is to have good, reliable data in client records which ultimately helps people get and stay housed. Working together when there are discrepancies or errors helps people move through their housing crisis and into stable housing more quickly.

It’s OK to change or update data if:

·         The information is no longer true, or

·         The information was incorrectly recorded.

If a person is being served by two different organizations at the same time, and the information the person gives to one organization is different from what was given to the other organization, the two organizations must work together to find and keep the most accurate information. To find out who saved the data follow these steps:

1.       Click the red or green or brown history bar to the left of the answer field for the data element in question.    

2.       Find the name of the User Adding and/or Provider Adding the information in question. 

3.       Contact the user or organization about the discrepancy.

“ Hi Hayden – I have received different information from the client. Could we talk for a few minutes to determine what information is accurate? I am available tomorrow at 9:00a.”

Please note that there is a different process for updating information that is in HUD Verification Tables. If data in a HUD Verification Table is no longer true, follow these instructions to update the data: [insert link]