Data Capture

1
Data Capture

• Process Stages

2
Overview

• Objective
• Major Process Stages
• Document Scanning operations
• Recognizing operations
• Verifying operations
• Coding Assistance
• Factors/Considerations

3
Objective

• To provide an overview of the major process
  stages associated with optical data capture and
  quality assurance considerations

4
Major Process Stages
Document Scanning
Scanner Speeds are dependent on process chosen
Recognizing
Recognizing is dependent on the sophistication of
the recognition engine
Automatic Electronic Verification

Verifying
Major Process Stages
Non-Successful Electronic Verification

prepare data in a form suitable for entry into
computer
Coding Assistance
5
Document Scanning Stage

• Key feature scanning speed
• Scanning speed will be determined by
• Quality of the scanner machines
• Size of non-drop out color
• Paper quality, cleanness weight

6
Recognizing Stage

• The recognizing process is to interpret images
• Accuracy of interpretation will be determined by
• Recognition engine/memory dictionary
• Configuration threshold

7
Verifying Stage

• Processing can be in geographic order or in
  random order
• Automatic electronic verification
• Non successful electronic verification Need to
  compare the value of the interpreted image with
  the real image of the form.
• Image manipulation

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Verifying Stage (cont.)

• Image Manipulation
• Electronic questionnaires can be sent to
  specialist operators then back to the original
  operator if necessary (in some cases, the same
  questionnaire can be worked on simultaneously by
  two or more persons)

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Coding Assistance Stage

• Process in which census questionnaire entries are
  assigned numerical and/ or alphanumeric values
• Objective is to prepare data in a form suitable
  for entry into computer
• Done by setting up possible responses to each
  question in the census questionnaire

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Factors to be considered

• Questionnaire Design Preparation
• Data Collection Processing Considerations
• Field Operation
• Staff Training

11

• Thank You

12

• Additional material

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Questionnaire Design Preparation

• Form Design Advise
• Consider the number items to be included in a
  form
• Pre-print codes near the place where the box for
  ticks are located
• Considering the speed of the data capture process
  - it is advisable to use marks or ticks as much
  as possible
• Define drop out color properly use registration
  marks (allows for quicker recognition)

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Questionnaire Design Preparation

• Form Design Advise
• Maintain consistent pattern in which the
  information to be collected will be located
• Do not disturb the visibility of the ticks and
  marks with titles, labels or instructions
• Avoid putting "answers" of one field to another
  page of the questions
• Avoid using open ended questions

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Questionnaire Design Preparation

• How to Obtain Good Results of Scanning
• Select adequate paper quality
• Select a reliable printing press
• Use appropriate ink, considering drop out color
  (for the questionnaires paper heavier than 80
  grams per square meter can help avoid paper
  crashes in scanner)

16
Data Collection Processing Considerations

• Field Operation
• Field Operators should have basic knowledge of
  the data capture process chosen
• Staff Training
• A set-up of required training for staff will
  ensure quality and effectiveness of the data
  captured

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Field Operation Considerations

• Reasons of Error-Reading of OCR
• Bad condition of the form because of dirt,
  folded, crumple, etc
• Unnecessary lines of characters such as points,
  decorative strokes, hooks, etc
• Checking the questionnaires for completeness and
  consistencies

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Training for Processing Staff

• Installation and set-up break-down of equipment
  (e.g. hardware and software)
• Basic software knowledge
• Scanner operating procedures
• Troubleshooting (e.g. solutions to common
  problems/issues)

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Control steps

• Control steps should be taken if the information
  image is partial or no information to assure the
  quality of generated files
• Value Checking Steps
• Control for Blank
• Missing Questionnaire