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Introduction to Forms Processing

Session 4 – Introduction to Data Capture UNSD-ESCWA Regional Workshop on Census Data Processing in the ESCWA region Doha, State of Qatar, 18-22 May 2008. Introduction to Forms Processing. Fred Highland Census Practice Architect Lockheed Martin Transportation & Security Solutions.

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Introduction to Forms Processing

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  1. Session 4 – Introduction to Data Capture UNSD-ESCWA Regional Workshop on Census Data Processing in the ESCWA region Doha, State of Qatar, 18-22 May 2008 Introduction to Forms Processing Fred Highland Census Practice Architect Lockheed Martin Transportation & Security Solutions

  2. What is Forms Processing? • Function • The collection and extraction of respondent data from paper forms • Advantages • Response hand written on paper • Most people can read and write • Respondent needs no special tools or equipment • Form becomes an archival record • Disadvantages • Forms must be printed, distributed and collected • Data must be captured from handwriting • Forms can be lost or damaged • Forms most be discarded

  3. Process Flow Quality Control Keyfrom Image 5 6 Registration 4 7 Automatic Imaging & Recognition 1 Mail Edits/Coding 8 Paper Forms 10 Workflow 2 3 9 Final Storage Disposition PaperCheck-Out Questionnaire Scanning Document Preparation Trays of Forms

  4. Preparation • Form Design • Respondent Friendly • Question design and Layout • Person vs Topic structure • Capture Friendly • Dropout Color • Segmentation • Registration and Barcodes • Printer Friendly • Page size • Number of Pages • Binding • Packaging • Printing • Production and distribution of forms • Addressing/Personalization • Form Definition • Defining the form to the processing system

  5. Registration • Identifying incoming forms • Respondents vs. non-respondents • Priority processing • Issues • Volume! • Accuracy of identification

  6. Scanning & Imaging • Document Preparation for scanning • Remove from envelope • Repair • Acclimatize • Scanning • Throughput (Rated vs. Achievable) • Black & White vs. Color Image Capture • Image Quality • Dealing with exceptions

  7. Automated Recognition • Optical/Intelligent Character Recognition • Commercial “Engines” • Languages Supported • Additional Features • Formats/templates • Trigrams • Dictionaries • Optical Mark Recognition • Pixel Counting • Style Analysis • Multiple Engines • Engine Strengths Weaknesses • Arbitration Scheme • Cost vs. Complexity vs. Accuracy

  8. Key Correction • Purpose • Correct/Recognize fields that are not automatically captured • Approaches • Character Keying • slower and less accurate • Field Keying • Fastest and most accurate • Natural to keyers • Snippets vs Images • Keying Rules • Better data for methodologies • Lower capture productivity • General Rule • Simple interfaces • Let keyers key not think!

  9. Checkout/Disposition • Purpose • Ensure all forms have been processed • Dispose of paper • Approach • Check against processing inventory • Reprocess if necessary • Shred or burn paper forms

  10. Summary • Forms Processing • A series of steps transforming paper responses into digital information • Can be accurate and efficient • Requires planning and management

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