Good Morning List,

I would like to hear from any of you who might have a policy/procedure, standard or best practice that you use for updating member information in an ECM or other electronic system, especially for name changes/social security changes.  Do you have a different process depending on whether there was an error indexing the ssn/name to begin with versus a documented legal change, i.e., divorce, marriage, etc?

In our old system, we used a folder system.  When a social security number or name changed, we created a memo documenting the change, then changed the folder to the new name/ssn, and combined the documents from the old folder into the new folder.  This assured that all the documents matched what was current in our pension database.  Since our new ECM system will not be folder based this gets a little more complicated.  Any ideas?

I work for a pension administration system and would love to hear from similar systems.

Sandra Broady-Rudd, CRM
Records and Information Manager
Texas Municipal Retirement System
P.O. Box 149153
Austin, TX  78714-9153
(P) 512-225-3729
(F) 512-476-5576
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