The linking and reconciliation process is a set of rules and processes that aim at reconciliating two files, based on specific forensic information (called "identifiers") and operational checks. During the reconciliation, the files are compared and checked in order to determine if they can relate to the same person or to persons of the same family.
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You can create the following kinds of Informal Links:
AM/PM-PUI
AM/AM duplicate
PM/PM Body Parts
FM/PM-PUI
An informal link is added by selecting a file pair from e.g the File Manager. Note: In order to be able to create a Relationship note, you need to be the owner of one of the two files.
Start by opening the File Manager and choose the first file you want to link by clicking on the relevant row. Then pin the chosen file as first file by clicking the Pin first file button on the far right side.
The first file has to be
an AM file in case of AM/PM-PUI or AM/AM duplicate
a PM Body Part in case of PM Body Part/PM
a FM file in case of FM/PM-PUI
Next choose the second file you want to link by clicking on the relevant row. Then pin the chosen file as second file file by clicking the Pin second file button on the far right side.
The second file has to be
a PM-PUI file in case of PM-PUI in case of AM/PM-PUI or FM/PM-PUI
an AM File in case of AM/AM duplicate
a PM file in case of PM Body Part/PM
Then you click on the Relationship note button in File Manager, Management, File Links group to open the Create a note dialog.
To create the Relationship Note click on the OK button after writing you note and the informal link will be added to your list of comparison reports (see section Comparison Reports for more information).
You will be able to see only the comparison reports involving files owned by your agency.
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A formal link is started as a "Disclosure Request".
When two files are subject of an assumed identification or are probably duplicates of the same case, a formal link is created.
Three types of a formal link exist depending on the file kinds of the involved files (e.g. AM vs PM).
The type is automatically set by the System, when creating the formal link:
Is identified to: AM vs PM or AM vs PUI
Is identical: AM vs AM or PM vs PM or PUI vs PUI
Is body fragment: PM vs PM
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The formal link is created either from a list of file pairs e.g. Dental match results, or by selecting two files from the File manager, and clicking on the New Ident button from the File Manager, Management, File links menu bar.
Note: If the two files are not owned by the same agency, a
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Even if both files are owned by the same country, it is necessary to ask for disclosure in order to have access to the file which the user does not own.
Next the file disclosure dialog is showing.
The user enters his reason, and clicks on « ok » in order to send a request for disclosure.
It will then be necessary to wait for approval of the owner of the file which you do not own in order to have access to the counterpart to your file.
This action will create a comparison report with status listed as "awaits FD Accept" (FD stands for "file disclosure").
If the request for disclosure is accepted, the status of the comparison report will change to "awaits owner to sign" and this will be visible in the list of comparison reports
If both files are owned be the same agency, no file disclosure is needed.
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Three types exist, depending on the involved file kinds:
1. Is identified to: AM vs PM or AM vs PUI
2. Is identical: AM vs AM or PM vs PM or PUI vs PUI
3. Is body fragment: PM vs PM
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Awaits FD Accept: | When the owner of file 1 has indicated that a file pair is a match, and one of the files is not owned by the user, this state is set. The owner of a file is a user belonging to the agency that owns the file who was granted the right to manage reconciliations. |
Awaits Owner to sign: | The owners have access to both files following the acceptation of the file disclosure by both users. The comparison report is being edited in order to gather evidence. |
Awaits 2nd Owner to sign: | The 1st owner has signed the comparison report. The owner of the second file must sign the comparison report. |
Awaits Identification Report: | Both users have signed the comparison report, and the identification report is being edited. It is mandatory to complete the identification report. When the identification report has been closed the three following states exist. |
Report is "premature" | The report does not contain sufficient information to neither exclude or identify the file pair. |
Awaits acceptance of Identification Report | The conclusion of the report says that the available information leads to an identification. Now both users must accept or reject this identification. Now both owners must accept or reject this identification. |
Awaits acceptance of Exclusion Report | The conclusion of the report says that the available information leads to an exclusion (both files do not coincide). Files do not match. |
Identification is "Final": | Both users have accepted that the conclusion is identification of the two files. |
Exclusion is "Final": | Both users have accepted that the conclusion is exclusion. |
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An empty comparison is automatically created when two files have been linked.
You can access this initial report when you navigate to Ident Reports.
Then click View and see the comparison report page.
Now you can edit the comparison report. Click the Add button in the Comparison, Comparison Management, Evidence and fill in your evidence and click Save in the upper right corner of the report.
Now the added evidence appears in the evidence list.
By selecting it (clicking at the evidence), you have the option to Edit or Delete the evidence. Remember to save the report when it's done.
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