Checking for duplicate certifications after migration

Spotting the doubled row

After a migration, the same card can appear twice with slightly different spellings or a stray space. Sort the roster by employee name, then by expiry date, and look for pairs sitting next to each other. A duplicate usually shows one row with the PDF attached and one row with only typed text, or two rows whose dates differ by a day or a month.

Choosing which row survives

Keep the row that carries the certificate image and the longest unbroken history, and fold the other row's notes into it before deleting. Never delete a row that holds an attachment without moving the attachment first, because the paper trail is the part an inspector or insurer asks for.

Example: Lena Fischer's OSHA 10 appeared twice, once as "L. Fischer" expiring in 51 days and once as "Lena Fischer" expiring in 52 days. The first row held the card photo; the second held only typed text. Before the cleanup the 30-day email was queued for both rows; after merging, one record shows 51 days, the photo stays attached, and the duplicate row is gone.

Confirming the count

Count the cards each employee should hold from the role sheet, then count the rows in the tracker. If the numbers do not match, a duplicate or a missing card is still hiding. Check the late list last, because a duplicated expired card can make one lapse look like two.

Related: Cert Expiry Tracker features.