LEAR Audit results - Monday, February 12th 2024

[WadeBarnes]

As a follow-up to https://github.com/bcgov/von-bc-registries-agent/issues/339, the LEAR audit script has been scheduled to run weekly at 1:30am Mondays. Notifications with detailed results go to the BC Registries and DITP teams.

Summary:

• [ ] 1 Record missing from BC Reg. This indicates the record for FM1030599 exists in the OrgBook, but does not exist in the LEAR database.
• [ ] 106 Records with mismatched names. These appear to all be related to the "special character issue" with LEAR. The records in the OrgBook, which were originally populated from COLIN, contain special characters (including accents in most cases), where the records in LEAR do not contain these special characters. On the surface it would appear the records in the OrgBook (from COLIN) are accurately representing the company names, where the records in LEAR are not. A decision on how to address this issue required before the records can be updated.
• [ ] 8 Records with the incorrect status. These can be addressed, provided they are NOT also affected by the name mismatch.
• [ ] 195 Records with the incorrect business number. These can be addressed, provided they are NOT also affected by the name mismatch.
• [ ] 176 Records with the incorrect registration. These can be addressed, provided they are NOT also affected by the name mismatch.

[WadeBarnes]

@droberts27, @esune, Lets discuss how we want to proceed.

[ianco]

• 176 Records with the incorrect registration. These can be addressed, provided they are NOT also affected by the name mismatch.

We need to be careful about these registration dates. The dates in OrgBook are from COLIN and the mis-match started showing up in the audit when we started comparing to LEAR. If the dates in LEAR are different, or require different processing (different TZ offset for example) we need to confirm that before we change anything.

[ianco]

• 176 Records with the incorrect registration. These can be addressed, provided they are NOT also affected by the name mismatch.

We need to be careful about these registration dates. The dates in OrgBook are from COLIN and the mis-match started showing up in the audit when we started comparing to LEAR. If the dates in LEAR are different, or require different processing (different TZ offset for example) we need to confirm that before we change anything.

... likewise with the other reported errors. We really need a COLIN vs LEAR comparison

[WadeBarnes]

Thanks for the insight @ianco!

[ianco]

Some background for this issue - we noticed a significant number of these issues from the time that the new LEAR database went into production. At that time, when these audit issues started showing up, the data in OrgBook was from prior synchronization from COLIN. When LEAR went into production and became the source of truth, these audit issues started to appear. Our assumption was that there were data conversion issues, and the LEAR data was incorrect, hence we have not acted on these audit discrepancies to date.

I understand that now the decision has been made to synchronize OrgBook with the data currently in LEAR.

A couple of examples of the name mis-match (from the most recent audit report) (I believe this is the most important data element, since companies are using OrgBook as "evidence" of their incorporation, and to prove their legal name):

Corp Name mis-match for: FM0804075 BC Reg: "ALLURE NAILS", OrgBook: "ALLURÉ NAILS" Corp Name mis-match for: FM0804036 BC Reg: "COTE KREATIVE SOLUTIONS", OrgBook: "CÔTÉ KREATIVE SOLUTIONS" Corp Name mis-match for: FM0621413 BC Reg: "K??R??-K??T?? GROUPS", OrgBook: "KÁRÀ-KÁTÀ GROUPS"

In each of these three cases the corp name in OrgBook matches COLIN (with accented and special characters) but not LEAR.

To synchronize OrgBook with LEAR, we will have to:

• delete the existing OrgBook data for the companies in question
• re-queue the companies to process from LEAR
• process the LEAR data and post to OrgBook

Once this process is completed it cannot be reversed, the only way to post subsequent updates to information for these companies will be to update the source data in LEAR and re-synchronize.

@swcurran can you please post information to this ticket regarding confirmation to proceed with the data synchronization from LEAR? Once approval is confirmed we can schedule the work.

[swcurran]

Per request:

Hi All,

David McKinnon confirmed that we should be using LEAR as the "source of truth" for all SP/GPs on June 11. From that email:

Hi Stephen,

Apologies for the delay, LEAR is the system of record for SP/GPs so those are the correct values and they should be used.

Dave