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Data Elements: 3.01 Name and Name Data Quality
Data Element
A client’s full and accurate name should be entered into the Homeless Management Information System (HMIS) whenever possible. If the client does not associate with their legal name, the name entered into HMIS should reflect the name the client identifies with, unless a legal name is required by the funder (e.g., VA – Veteran's Administration). A client may provide a preferred name rather than a legal name. If the first and last name are completed, the selection for Name Data Quality should be Full Name Reported. The Name Data Quality should reflect the type of name reported in HMIS.
Data Element Type
3.01 Name and Name Data Quality are Universal Data Elements (HUD).
Collection Point
The 3.01 Name and Name Data Quality are collected at project entry and are entered when a client record is created in HMIS.
Why It Matters
If there are multiple records for a client, only viewing one of the records will not provide a full and accurate picture of the client’s experience of homelessness. A full, legal name supports the unique identification of each person served.
Data Quality
An incomplete name is only acceptable in Street Outreach projects with the understanding that the name would be edited for accuracy as more information about the client is obtained.
On the Data Completeness Report, the Name Data Quality will be flagged as an error if it is missing or if the answer in Name Data Quality is incongruent with data entered in the First and Last Name. Verify if accurate; if it is not, correct the Name and/or Name Data Quality on the Client Profile > Client Record.
If you find that a client has more than one shared record with a client ID of 500000+, email the Help Desk with the client IDs that should be merged.