Entity Reconciliation Log Template

What this template is for

Use the reconciliation log when a website, feed, maintained profile, listing, public summary, or relevant independent source conflicts with a reviewed entity fact. The log keeps the approved value separate from the observed value and gives the correction an owner, evidence, scope, and recheck date.

Do not use it to force uniform wording across sources. A legal registry, product page, professional profile, and independent article can describe the same entity differently while remaining accurate. Open a conflict when a difference creates a factual error, identity ambiguity, broken relationship, obsolete status, or material omission for the source’s purpose.

Copyable conflict register

Use this table as the working queue. Link each row to a fuller conflict record when the evidence or correction history needs more space.

| Conflict ID | Entity record | Field or relationship | Source and URL | Observed value | Approved value | Impact | Severity | Source control | Owner | Next action | Recheck date | State |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| ENT-001 | [record ID] | [field] | [source and URL] | [captured value] | [reviewed value] | [consequence] | [critical / high / medium / low] | [controlled / managed account / outside source] | [person] | [specific action] | [YYYY-MM-DD] | [open / submitted / corrected / declined / monitoring / closed] |

| Conflict ID | Entity record | Field or relationship | Source and URL | Observed value | Approved value | Impact | Severity | Source control | Owner | Next action | Recheck date | State |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| ENT-001 | [record ID] | [field] | [source and URL] | [captured value] | [reviewed value] | [consequence] | [critical / high / medium / low] | [controlled / managed account / outside source] | [person] | [specific action] | [YYYY-MM-DD] | [open / submitted / corrected / declined / monitoring / closed] |

Copyable conflict record

# Entity conflict: [Conflict ID] — [short description]

## Scope

- Entity record: [record ID and approved name]
- Field or relationship: [name, description, URL, ownership, role, location, status, identifier, other]
- Source name: [source]
- Source URL or system: [URL or system]
- Source control: [controlled / managed account / outside source]
- Detected on: [YYYY-MM-DD]
- Detected by: [person, monitoring process, or report]

## Observed evidence

- Observed value: [exact value or concise description]
- Capture: [screenshot, export, archived page, API response, or other evidence]
- Observation conditions: [location, language, account state, query, device, or other context]
- Last confirmed: [YYYY-MM-DD]

## Approved position

- Approved value: [value from the canonical fact record]
- Supporting evidence: [first-party record, registry, contract, product system, public page, or other evidence]
- Effective date: [YYYY-MM-DD or not applicable]
- Approved by: [person or role]

## Assessment

- Difference type: [incorrect / obsolete / ambiguous / incomplete / duplicate / wrong relationship / not a conflict]
- Potential consequence: [identity confusion, wrong ownership, unavailable product, incorrect qualification, wrong location, other]
- Severity: [critical / high / medium / low]
- Affected surfaces: [known downstream destinations]
- Likely supplying source: [system or source, if known]

## Correction

- Correction path: [direct edit / feed update / account edit / support request / publisher request / feedback process / no action]
- Owner: [person or team]
- Next action: [one specific action]
- Target date: [YYYY-MM-DD]
- Submitted or changed on: [YYYY-MM-DD]
- Submission reference: [ticket, case, edit, email, or change-set ID]
- Response or limitation: [result, policy constraint, disagreement, or uncertainty]

## Verification

- Recheck date: [YYYY-MM-DD]
- Recheck result: [corrected / partly corrected / unchanged / declined / no longer present]
- Downstream checks: [sources reviewed after the supplying source changed]
- Final state: [monitoring / closed / accepted difference / escalated]
- Closed by and date: [person, YYYY-MM-DD]
- Follow-up trigger: [date or event]

# Entity conflict: [Conflict ID] — [short description]

## Scope

- Entity record: [record ID and approved name]
- Field or relationship: [name, description, URL, ownership, role, location, status, identifier, other]
- Source name: [source]
- Source URL or system: [URL or system]
- Source control: [controlled / managed account / outside source]
- Detected on: [YYYY-MM-DD]
- Detected by: [person, monitoring process, or report]

## Observed evidence

- Observed value: [exact value or concise description]
- Capture: [screenshot, export, archived page, API response, or other evidence]
- Observation conditions: [location, language, account state, query, device, or other context]
- Last confirmed: [YYYY-MM-DD]

## Approved position

- Approved value: [value from the canonical fact record]
- Supporting evidence: [first-party record, registry, contract, product system, public page, or other evidence]
- Effective date: [YYYY-MM-DD or not applicable]
- Approved by: [person or role]

## Assessment

- Difference type: [incorrect / obsolete / ambiguous / incomplete / duplicate / wrong relationship / not a conflict]
- Potential consequence: [identity confusion, wrong ownership, unavailable product, incorrect qualification, wrong location, other]
- Severity: [critical / high / medium / low]
- Affected surfaces: [known downstream destinations]
- Likely supplying source: [system or source, if known]

## Correction

- Correction path: [direct edit / feed update / account edit / support request / publisher request / feedback process / no action]
- Owner: [person or team]
- Next action: [one specific action]
- Target date: [YYYY-MM-DD]
- Submitted or changed on: [YYYY-MM-DD]
- Submission reference: [ticket, case, edit, email, or change-set ID]
- Response or limitation: [result, policy constraint, disagreement, or uncertainty]

## Verification

- Recheck date: [YYYY-MM-DD]
- Recheck result: [corrected / partly corrected / unchanged / declined / no longer present]
- Downstream checks: [sources reviewed after the supplying source changed]
- Final state: [monitoring / closed / accepted difference / escalated]
- Closed by and date: [person, YYYY-MM-DD]
- Follow-up trigger: [date or event]

Set severity from consequence

• Critical: Credible, urgent risk to health, safety, legal rights, security, financial assets, privacy, or essential operations requires immediate specialist or incident response. The underlying fact can remain provisional while the risk is escalated.
• High: The conflict is likely to cause material harm to a consequential decision, create active impersonation or fraud risk, or cause significant reputational harm from a false fact.
• Medium: The conflict creates meaningful ambiguity or inconsistency but has a limited immediate consequence.
• Low: The difference is minor, cosmetic, or unlikely to change identification or a decision.

Severity reflects the likely consequence and urgency in context. It does not measure how visible, prestigious, controlled, or easy to edit the source is. A wrong address can be low, medium, high, or critical depending on the decision affected and the time sensitivity.

Closed fictional example with a limitation

This example is fictional. It shows a completed record without claiming that a real publisher or platform changed a display.

The outcome is not “corrected everywhere.” It records what the publisher chose to change, the remaining historical wording, and why no further action is needed.

Reconcile one conflict

1. Preserve what the source displayed and the conditions under which it appeared.
2. Confirm the approved value and effective date with the canonical entity fact record and its owner.
3. Decide whether the difference is actually wrong for that source’s purpose.
4. Trace the field to the system or publisher that supplies it.
5. Correct a controlled source at its origin. For an outside source, use its documented, evidence-based process and respect its editorial or eligibility rules.
6. Record the submission or change without assuming it will propagate to every downstream system.
7. Recheck the original source and a reasonable sample of affected destinations.
8. Close the conflict only when the result and any accepted limitation are documented.

Keep source roles distinct

A first-party record establishes the organization’s reviewed position. A registry may govern a legal or professional fact. A platform controls its own listing fields. An independent publisher controls its reporting. Choose evidence appropriate to the disputed field instead of applying one universal source hierarchy.

When a publisher or platform declines a supported request, record the result and decide whether monitoring, clarification on a controlled page, or specialist advice is warranted. A submitted request is an action, not proof of correction.

Continue the review

Use the Canonical Entity Fact Record to establish the approved identity before reconciling displays. Return to the Entity identity and authority checklist to review relationships, first-party sources, relevant third-party sources, and monitoring, or read the Entity Authority guide for the broader operating model.