Prospective student data, supplied by various national college testing and student search services, can be matched with existing student records in a college admissions database. Instead of relying on one unique record identifier, such as the student's social security number, a technique has been developed that is based on a number of common data elements that provide a link between the external data source and the existing student record. The matching technique has proven to be highly reliable, has minimized record duplication, has reduced clerical efforts in record maintenance, and can be used with data from various sources. Colleges often have separate prospective student systems related to recruitment that are independent of the applicant processing system that may result in unnecessary record duplication. The record matching technique attempts to reduce this duplication; it incorporates four data elements: social security number, telephone number, high school code, and zip code. The external data is run through a computer program that formats the data into a record form that is compatible to the university's admissions system. Possible duplicates are flagged and processed through a separate program to determine whether they are duplicates. One advantage of the technique is time and money savings in processing achievement and aptitude test results data. A key record format is included. (SW)