Changing other users' data

Have you ever seen data that is no longer true in a client’s record? Have you ever wondered what steps should be taken to add the new data? Have you ever worried that you were messing someone else’s data up?

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If you answered “Yes” to any of those questions, you are not alone! Statewide data sharing launched in Minnesota's HMIS on October 3, 2016 and since then, HMIS users have been experiencing new and sometimes frustrating issues with their data quality. It’s important to remember that the end goal is to have good, reliable data in client records which ultimately helps clients get and stay housed. Working together when there are discrepancies or errors help our clients move through their housing crisis and into stable housing more quickly.

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It’s OK to change or update data if:

  • The information is no longer true
  • The information was incorrectly recorded

If a client is being served by two different agencies at the same time, and the information given to you by the client is not the same as what was given to the other agency, the two agencies need to work together to find the most accurate information and then only keep the most correct information. You can see who saved client data by following these steps:

  1. Click on the history bar to the left of the data element in question.
  2. See who was the User Adding and/or Provider Adding.
  3. Contact the user or agency about the discrepancy.

Additional Resources:

  • This document covers when and what pieces of information you can update within sub-assessments.

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