Inventory Similarity Scans

Important:

This feature is under Public Preview for customers with solution packaging only. Please contact your account representative or OneTrust Support to request early access.

Overview

The Inventory Similarity Scan detects similar records in the data map for new records that have been added through various sources. The scan displays information about similar records within the new records to ensure users can easily find a record that is similar to the new entry. A user can manually decide to retain or remove either the new or existing records.

If a new record is similar to one already in the data map, OneTrust will automatically detect it. It will appear as a similar record on the Pending Inventory screen in a pending state until the user reviews and approves it. The new record, with the review type classified as similar records, will display the original record card in the pane and on the details screen to provide similarity details. Our scan engine only scans for similar records across the same inventory object type.

For example, if a new asset is added, the scan engine will only scan through all current assets to detect similar records. However, the Inventory Similarity Scan is functional for all object types in Data Mapping Automation. It evaluates the Name and hosting location for Assets, Processing Activities, and Vendors, and only the Name for Entities.

For related information on reviewing and managing pending inventory records, see Inventory Review & Automation Feature Guide.

To inspect similar records

  1. On the Data Mapping Automation menu, select Inventory > Pending inventory. The Pending inventory screen appears.

  2. The Similar record metric will appear next to other indicators to identify the total count of similar records present in your data map. Click this count to filter the Pending inventory screen with just similar records. The Review type column will identify if the inventory record has been detected as similar to another.


  3. Click on the row of an inventory record to open the details pane. The Similar record card will appear at the top of the details pane to list information about the similar record.


  4. Click the The Review similar record link to navigate to the similar record's Inventory Details screen.


  5. If you do not have access the primary record because it is in outside of your organization level, a message will appear to indicate that the active record is detected in another managing organization.


  6. Use the Change status button to open the Change Inventory Status modal and adjust the pending inventory record to one of the below statuses. You will also need to provide a reason, which will be captured in the Recent activity tab for auditing. Click the Update status button when completed.

    • Pending (default) to Active: keeps both records

    • Pending (default) to Delete: keeps only the active record

    • Pending to Archive: keeps only the active record

    • Active to Delete: replaces the original record



  7. You can use the context menu for a given inventory record to manage details and options, including:

    • Edit

    • Launch Assessment

    • Create Task

    • Change Status

    • Delete



FAQ

What is the difference between similar and duplicate records?

Similar records are identified through a fuzzy match. OneTrust uses key attributes (such as name and location) to detect records that are not identical but appear to refer to the same entity. This helps surface records that may have incomplete or slightly different information but are likely related.

Duplicate records, on the other hand, are a 100% match across defined attributes, indicating they are the same record entered more than once.

The Similar Records feature offers a broader view of potential overlaps, enabling teams to investigate and consolidate data more effectively, even when records are not exact duplicates.

Will the existing duplicate functionality continue to exist?

Yes, the current duplicate functionality will continue to function as expected.

What happens if a user in a child organization adds a new record that is similar to the record in the parent organization?

Users in child organizations will only see a generic similar record alert (e.g., “Similar active record detected in another managing organization”) when they do not have access to the original record or its managing organization. The system will enforce strict access, ensuring no metadata from parent or unauthorized sibling organizations is exposed.