Data Capture Software - Key to Productivity

Capture Data Right the First Time with Automated Data Capture Software

Data capture software solutions that are scalable to increasing volume can greatly reduce cost and operator fatigue. Scalability is achieved through replication technology so manual data entry can be done at geographically dispersed keying sites. The keying and verification modules are usually deployed to optimize the scope, productivity, and accuracy of work performed at manual keying locations.

The Workflow and Importance of Keying and Verification

Keying and verification modules optimize the scope, productivity, and accuracy of work performed at manual keying locations. A robust keying module provides a powerful and flexible way to manually validate unrecognized fields and characters. This type of module includes a) field keying, b) form keying, c) checkbox keying, and d) registration keying capabilities.

To promote keying accuracy, the keying module uses double or triple verification of critical data fields. If the results from double and triple keying don’t match, the data goes to auditors that are able to assign specific error codes to erroneously keyed information.

The keying module allows administrators to monitor productivity at each keying station as well as track overall system performance.

Increasing Data Operator Efficiencies

Implementing techniques to enhance operator efficiency makes a distinct difference in heightened productivity and reduced fatigue. The steps below are sure-fire ways to accomplish both goals.

1. Modern automated data entry or data capture software tools can eliminate up to 90% of existing forms processing keystrokes. Advanced keying schemes, when coupled with intelligent recognition, improve accuracy and significantly reduce operator fatigue.

2. Organizations can leverage hardware investments by using data capture software to automatically read information whenever possible. Technology is consistent, doesn’t get tired and allows operators to better focus their energies.

3. The amount of operator effort needed will depend on the type of form being processed, so clearly understanding and defining a processing job will simplify operator tasks. For instance, a form with 20 fields is four times as “process intense” as one with 5 fields.

4. Individual data entry operators have different skills. To keep accuracy and processing speed up, give those new to the job “easier” keying tasks, like phone numbers and dates. More complex keying tasks, such as addresses, can be given to more skilled workers.

5. Field or “snippet” keying, versus full form keying, makes this division of work (described above) possible. Streaming several of the same field types to keyers saves time:

Users do not have to scan full forms to identify the field to be keyed
A keying rhythm is established because keyers know exactly what to expect
Fatigue from eye strain and repetition is drastically reduced
Using intelligent recognition technology also provides benefits:The element of human error is reduced because character recognition provides a higher level of precision, allowing operators more time to determine if the information is accurate.

6. Forms typically contain more than one kind of text and data capture can be simplified by using technology that combines multiple engines to recognize combinations of text types.

7. Intelligent recognition software improves recognition performance by incorporating custom lookup databases, rules on field properties, context, and business rules.

8. Using data capture software tools that allow specification of fields such as the number of digits, range of values, or specific vocabularies for data lookup increases accuracy and improves operator efficiency.

9. Form processing that applies logic to data capture software, dictates how information should be entered, reducing required manual entry.

Finally a “look ahead” list (type-ahead buffer) can be used to fill in the street name after just a few characters are typed in. For example, by typing in “bro,” the entire street name of “broadway” shows as a complete street name. Intelligent recognition can automatically read up to 80% of address blocks without human keying – and when combined with the efficient keying schemes described above – can eliminate over 90% of unnecessary keying currently being used with traditional data entry or data capture software tools.

Superior Data Cleanliness

Well designed forms result in better data gathering. Use the following guidelines to get the best results.

Creating clean data from paper forms is not difficult and can be achieved by diligently following four simple rules.

1. Optimize paper form design
2. Instill discipline in batching and imaging techniques
3. Capture data right the first time
4. Use modern forms processing tools for sophisticated data manipulation.

Incorporating the four rules into the process provides consistency, a higher probability of increased accuracy and creates a foundation to best utilize resources and save money. Here’s how it works.

Rule 1: Optimize paper form design:

Superior data capture starts by optimizing the design of the paper form. There are a few design elements that can make a world of difference. Be sure to clearly communicate instructions to end-users through obvious data labels and field identifiers. Leave ample space to for the user to completely fill out information so they can write legibly. Note that e-mail addresses are the most difficult fields to capture accurately so make it easy for the user by leaving plenty of room for the proper address, preprint the @ sign and leave plenty of space for the domain name and extension. It’s best to use single-sided forms printed on quality paper so the document will hold up through mail delivery and imaging. If multi-part forms are necessary, try to keep pertinent pages together in one form package. Finally, using big clear field boxes as part of the design help guide users in filling out the form and drop-out ink methods available in more sophisticated forms processing tools ensure that the guidelines will not interfere with data capture.

Rule 2: Discipline in Batching and Imaging Techniques

Once the forms have been properly designed, it is critical to instill discipline into the batching and imaging process. Workshops to train imagers help ensure accuracy in data handling and this diligence will pay dividends later on in resultant data integrity. There are two key factors to consider in batching and imaging. First, image forms in batches that are a manageable size. That will help isolate problems such as lost forms or unreadable fields. Second, make sure that naming conventions reflect as much information as possible including: data content, project ID, and date and time stamps. Taking the time to infuse these steps into the batching and imaging process will both help status tracking and significantly aid trouble-shooting if necessary.

Rule 3: Capture Data Right the First Time

Capturing data correctly the first time is the key step in keeping data pristine and OCR technology is a critical feature. Modern OCR technology can automatically read form data and with error tolerances set very high – it is likely that fields will ‘read’ near 100% accurate every time. Integrating the most sophisticated forms processing technology will ultimately save costs and increase quality. For fields that must be keyed (when a customer demands double-pass keying for example), efficient data entry presentation will go a long way toward quick and accurate data capture. One way to most efficiently present data is to provide keying tools that present ‘like-type’ fields to operators rather than full form keying. This keyer feature helps establish rhythm and consistency, increasing accuracy and speed. A significant added bonus to using like-type fields is heightened customer security. Here’s how it works. A given keyer will only key first names while another enters social security numbers. Both fields are never put together, maintaining client privacy.

In addition to technology, instilling efficient multi-pass capture techniques helps ensure that data starts out clean. As a rule of thumb, remember that one-pass keying typically yields 95% accuracy in reads while double-pass keying increases the accuracy to 99.5%. To keep accuracy high and costs low, use automated data capture software with OCR technology on the first pass and automate as much processing as possible.

Rule 4: Modern Forms Processing and Data Capture Software Provides Sophisticated Data Manipulation Capabilities

Modern forms processing and data capture software tools include modules that allow more sophisticated data manipulation. Data accuracy can be greatly enhanced if the data capture software can also cross-reference captured fields. For instance automatically interpreting an e-mail address is improved if the software can automatically aid in the review of a person’s first or last name to ‘see’ if there is a match. Validation algorithms also help ensure that the data capture has been done correctly (such as when examining check sum digits) so if the data is not correct, re-examination is automatically triggered. Finally, make sure that data capture is done completely and accurately before publishing finalized data and archiving sources images/paper. Going back to the source once data is sent downstream is very expensive.

Following the four basic rules, making the most of each step and taking a little extra time to design, batch and image the form correctly will pay big dividends in the end product. Integrating modern keying tools for operators will help increase speed and accuracy and sophisticated forms processing and data capture software that includes OCR technology, intelligent keying schemes and data output manipulation will most effectively automate forms processing. Bottom line – a consistent and logical approach to managing all steps will ultimately increase data integrity – and save money.

Learn about OCR Technology.
Learn about ICR Technology.
Learn about Automated Forms Processing.
Learn about Forms Processing Software.
Learn about Forms Processing Design.



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