AFD Products: Refiner Manual

RESULTS

The Results tab (keyboard shortcut [Alt]+6) shows statistics for the cleaning process and also allows you to save and print the report. When de-duplication is being used, the results can also be viewed here.

How Statistics are generated

Each record passed over interactively or automatically by Refiner is added to the totals. Moving back to re-process records will make the results inaccurate as records will be counted twice. For an accurate record count it is important to sequentially process records. The statistics shown are reset when you move to the start of your database or press the Reset button on the Results tab.

The Statistics Explained

Each of the statistics shown on the Results tab show the record count in the first box followed by the percentage of the total records.

Statistic Meaning Corresponding Result Code

Complete PAF Match Records matched identically to a record on PAF (The Royal Mail Postcode Address File) 100

Postcode Match Records matched to PAF from the Postcode. 200, 202, 204

... of which Changed Number of records that were Postcode matched after the Postcode was changed due to a Royal Mail Postcode recoding. 201, 203, 205

Full DPS Match Number of records that have been matched to a unique delivery point on PAF after ignoring the postcode 300, 301, 302

DPS Matched The total number of records that have been matched directly to a record in PAF to Delivery Point Level and therefore can be allocated a DPS (Delivery Point Suffix). Sum of 100's, 200's and 300's

Non-DPS Match The total number of records matched to PAF, but not to a specific delivery point. 400

Ambiguous Postcode Records which could be matched to street level but there is more than one possible Postcode for the address and the correct one could not be determined. No other address details vary. -2

Ambiguous Match Records which could not be matched to a unique address. Several possibilities have been given and one or more or none may be correct. The original record will be kept unless you select the correct address yourself. -4

Total Ambiguous The total number of records for which Refiner has been unable to determine the correct address to match to, but has given a set of possibilities. Sum of -2 and -4

User Cleaning The number of records the user has manually cleaned or modified during the cleaning process 700, 702, 703, 704

No Match Found The number of records that could not be matched (this includes those where Refiner has suggested a unique match but cannot reliably make that match) -1, -3

Total Non-Matched The total number of records that have not been cleaned in the database. Sum of -1 and 700's

Non UK Matched The number of records that could not be matched because they are obviously outside the UK, Isle of Man or Channel Islands (can only be determined if a recognised country is included in the address). -5

No Address Data The number of records that contain no address data to be cleaned -6

Excluded Records The total number of records that could not be cleaned because they did not include a UK address. Sum of -5 and -6

Records Processed Total number of records processed in the database.

Generating Reports

The statistics displayed on screen can be saved or printed as a report for reference outside of Refiner or as a permanent record. Pressing the Save button will prompt you for a filename. These are saved as CSV files (comma separated text) for easy manipulation and formatting in your own application or a package of your choice, such as Microsoft Excel. The first row gives the column headings and each subsequent row contains the statistics as shown on the screen. An example of this is:

"Statistic","Number of Records","Percentage of Records"
"Complete PAF Match","278","65.7%"
"Postcode Match","49","11.6%"
" ... of which Changed","0","0.0%"
"Full DPS Match","1","0.2%"
"DPS Matched","22.5%"
"","",""
"Non-DPS Match","0","0.0%"
"","",""
"Total Matches","22.5%"
"","",""
"Ambiguous Postcode","0","0.0%"
"Ambiguous Match","0","0.0%"
"Total Ambiguous","0","0.0%"
"","",""
"User Cleaned","0","0.0%"
"No Match Found","87","20.6%"
"Total Non-Matched","87","22.5%"
"","",""
"International Address","2","0.5%"
"No Address Data","6","1.4%"
"Total Excluded Address","87","22.5%"
"","",""
"Duplicate Records","0","0.0%"
"Duplication Groups","0",""
"","",""
"Records Processed","423","100.0%"

Pressing the Print button will cause Refiner to print a formatted copy of the cleaning statistics. Please note the report is intended to be printed on A4 paper and reports on other paper sizes cannot be guaranteed to be satisfactory. You can select the Printer to use for the reports by selecting the 'Printer Setup' option from the File menu. Of course if you want more control over the style of report you print or you need it produced in a certain way saving to a CSV file instead will allow you to generate a report in the way you require.

Duplication

When the De-Duplication process is used the results screen will show how many records are duplicates (Duplication Hits) and the number of Duplication Group (i.e. the number of sets of matching records). These figure are based on the criteria selected for de-duplication.

Pressing the View button will display a report showing each record that may be a duplicate of one or more other records. The example below shows the results of duplication based on postcodes:

To save a copy of this report as a CSV file, click Save. To print a copy of this report, click Print. Select the Printer to use for the reports by selecting the 'Printer Setup' option from the File menu on the main Refiner screen. Saving or printing a report can assist the process of removing unwanted duplicate records. The Group Numbers have been written to your database in the field you mapped as the Duplication Group field when you specified field mappings. This means duplicates may be processed and checked directly from your database management system.

Refiner also provides for duplicate record deletion. If your duplication criteria was sufficiently specified to only flag up genuine duplicates (usually means adding at least one other field on-top of the postcode) then you can delete all duplicate records shown (only the first record in each group is retained) by selecting the 'Delete Duplicates' button on this form. Before using this process, check the entries shown on this form are correctly identifying duplicates only. If necessary, refine the duplication criteria and run the process again. For more advanced processing of duplicates or selection of records for deletion either remove records manually using your database system or use your own process based on the Duplication Group field to remove records.

Statistic	Meaning	Corresponding Result Code
Complete PAF Match	Records matched identically to a record on PAF (The Royal Mail Postcode Address File)	100
Postcode Match	Records matched to PAF from the Postcode.	200, 202, 204
... of which Changed	Number of records that were Postcode matched after the Postcode was changed due to a Royal Mail Postcode recoding.	201, 203, 205
Full DPS Match	Number of records that have been matched to a unique delivery point on PAF after ignoring the postcode	300, 301, 302
DPS Matched	The total number of records that have been matched directly to a record in PAF to Delivery Point Level and therefore can be allocated a DPS (Delivery Point Suffix).	Sum of 100's, 200's and 300's
Non-DPS Match	The total number of records matched to PAF, but not to a specific delivery point.	400
Ambiguous Postcode	Records which could be matched to street level but there is more than one possible Postcode for the address and the correct one could not be determined. No other address details vary.	-2
Ambiguous Match	Records which could not be matched to a unique address. Several possibilities have been given and one or more or none may be correct. The original record will be kept unless you select the correct address yourself.	-4
Total Ambiguous	The total number of records for which Refiner has been unable to determine the correct address to match to, but has given a set of possibilities.	Sum of -2 and -4
User Cleaning	The number of records the user has manually cleaned or modified during the cleaning process	700, 702, 703, 704
No Match Found	The number of records that could not be matched (this includes those where Refiner has suggested a unique match but cannot reliably make that match)	-1, -3
Total Non-Matched	The total number of records that have not been cleaned in the database.	Sum of -1 and 700's
Non UK Matched	The number of records that could not be matched because they are obviously outside the UK, Isle of Man or Channel Islands (can only be determined if a recognised country is included in the address).	-5
No Address Data	The number of records that contain no address data to be cleaned	-6
Excluded Records	The total number of records that could not be cleaned because they did not include a UK address.	Sum of -5 and -6
Records Processed	Total number of records processed in the database.

Address, Postcode and Bank solutions