Ghost Locations most often occur when an e-mail is saved into HP TRIM/RM. When an email is catalogued TRIM/RM attempts to find a Location that has a matching email address for the sender of the email, and if a match is not found then a Ghost Location is created.
It is up to a System Administrator to manage and clean up these Ghost Locations. Here are 3 tips for minimising the creation of Ghost Locations.
1. Disable auto contact creation when cataloguing emails
System Options -> Record Tab -> uncheck Convert all recipients to contacts for the Record. You may lose some desired recordkeeping functionality if you decide to disable this option.
2. Only automatically add email contacts if the Locations exist
System Options -> Record Tab -> check both Convert all recipients to contacts for the Record & Only add recipients as contacts if the recipient is a Location in HP Records Manager. This will limit the creation of contacts to ONLY those recipients where their email address already exists in the Locations directory.
3. Effective end user training so Location fields are correctly populated
When a New Record form is displaying a Location field that is not showing in bold, this means TRIM/RM has not found a matching Location in the Location directory. User should be aware of what this means and at this time, either select an existing Location or create a new one.