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Introduction to Forms Processing

Learn the fundamentals of forms processing, from registration to disposition, and the key steps involved in capturing data from paper forms efficiently. Understand the advantages, disadvantages, and best practices to ensure accurate and effective data extraction.

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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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