The duplicate-record mistake that breaks audit trails

Practical steps

1. 1

   Before creating any new record, search the existing records for the same plot, room, and element.

2. 2

   If a closed record exists for the same defect, reopen it; do not create a new one.

3. 3

   If an open record exists for the same defect, comment on it; do not create a new one.

4. 4

   If the defect is genuinely new but the location matches a closed record, reference the closed record in the new title.

5. 5

   Audit trails for duplicates are visible to legal teams; they tell a story of poor process.

Key takeaways

• Search before create. 30 seconds of search saves an hour of audit-trail reconstruction.
• Reopen, comment, or reference. Three options before duplicate.
• Duplicates are visible in legal review and tell a bad story about your process.