2-1-1 Automated Verifications How to handle 2-1-1 verifications and updates through the automated email system

Terminology AUTOMATED VERIFICATION - A process generated by our system for the purpose of revising the information that is located in our database. Our system sends an email to the key contact we have on file. RECORD - An entity within a database that contains information. Each record consists of fields in which information is stored. FIELD – A section within a record which stores specific types of information.

Record Types 2-1-1 Sonoma’s database has Three different kinds of records, which require different information: Agency Records Site Records Program Records

Agency Records Agencies are defined as the organization that operates the program or service. There is generally only one Agency record per organization. This record contains general information about the organization, like the type of organization it is and what its primary focus is, but not specific information about the services it provides.

Site Records Sites are defined as the locations from which services are available. There may be multiple Site records. These records contain information about particular physical locations where services may be hosted, but they do not contain information about the actual services.

Program Records Programs are defined as the services provided by the organization. There may be multiple Program records. These records contain details specific to the services that the organization provides.

Agency (Organization) Hierarchy of Records Agency (Organization) There can be many Programs and Sites associated to one Agency record Sites (Locations) Programs (Services) Individual Sites are then linked to specific Programs to show the locations that the program is available in.

To Begin The link within the email will take you to a page that looks like the picture below. On the left side you will see the records that have been sent to you for verification. Follow the instruction on the page to begin.

The First Record The next page will take you to the first record indicated on the list at the left of the page. The record that you are currently on will be highlighted on that list. The right side of the page will show the details of the record, this is where you will make edits. Also note the two gray buttons at the top of the page.

How to Submit a Record The "Save changes to this record and continue" button will submit the current page, and any changes you made, to the Resource Department who will review your edits before publishing them. After you click this button you will not be able to return to that specific resource page to make more edits until another email link is sent out to you.

Want to Skip a Record? The “Skip for now and do later” button will NOT save any edits on the current page. This is useful if you come across a resource that should be verified by someone else in your organization; In this case verify only the resources that you are the main contact for, skip the other resources. Once you have finished, forward the email with the link to the person in your agency who would be best to verify the records you skipped.

Notes In each record, the fields with information already in them are required to have some information. Empty fields are generally optional and not required to fill out. If you'd like to make changes in the "Description" please copy and paste the description to the textbox under the field and then make the necessary edits. If the information from your organization has not changed, we need a verification of that fact. Please use the comments section at the bottom of each page to let us know that the information is still up to date and accurate.

Thank you for taking the time to understand how this tool works. That is all! Thank you for taking the time to understand how this tool works.