I get the following information from the new employee:
First Name, Last Name (also Maiden name if they just recently got married)
DOB and the last 4 of their SSN, as well as the sytem information that they came from, Distrtict and School name)
After receiving that information I go to the case portal and request help with the transfer following. Usually within a reasonable amount of time, I receive an email that the transfer is complete and then I log into STI PD, go to the Management tab and search for duplicates, Then it is just a question of merging the files (usually 2, but sometimes more)
Hope this helps.