Data verification & exception handling

In order to save time, effort and money when processing data capture forms, you need to be able to verify data quickly and efficiently.

Automated data capture software provides quick and efficient data verification. In a high-speed interface, the system will display a scanned image of any field needing review, with operators able to confirm or correct misread characters.

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How automated data capture works

  • Step 1

    Survey and form design

    Build new structured form templates optimised for accurate recognition in an easy-to-use interface.

    Print-merge variable information to forms and distribute to recipients.

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  • Step 2

    Scan paper surveys

    Load the document scanner with returned paper surveys and commence scanning.

    Automated data capture (ADC) software will automatically receive the images directly from the high-speed scanner and begin classification.

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  • Step 3

    Document recognition and data extraction

    ADC software automatically identifies scanned images and extracts handwritten (ICR), machine print (OCR), optical marks (OMR) and barcode data.

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  • Step 4

    Data verification

    If ADC software is unable to evaluate a data entry field with sufficient confidence, it is highlighted to a user for manual confirmation or correction.

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  • Step 5

    Data export and archive

    Once verified, ADC software automatically exports data and images directly to third-party databases or common file formats (e.g., Excel, CSV, XML).

    eStore, our document storage and retrieval system, is available for organisations seeking to archive data/scanned images for regulatory compliance.

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    Data verification

    Is the name correct? Do we have the right address? Are the bank details valid?

    After the images are processed, any batches that have fields or forms held for review are displayed in a data verification module, with users able to make instant decisions on borderline characters (see below) to verify data.


    Figure 1: is this "Jones" or "Tones"?

    To minimise keystrokes, only invalid data and unrecognisable handwriting is highlighted to an operator.

    Confidence thresholds for the validation and verification of data can be set on a form template or even on a per-field basis. If fields can be validated by a second method, for example an address validation based upon postcode, then a lower threshold can be set for these specific fields.

    Create business rules to validate extracted data

    You can enforce simple rules such as numeric, alpha fields, date ranges and custom dictionary lookups to verify your data. In addition, it is possible to build complex data validation rules and lookups through Microsoft Visual Basic for Applications scripting interface or .NET with C# or VB in Microsoft Visual Studio. Examples include validating bank details against Experian Bank Wizard and/or addresses against the electoral register using eSearch.

    Once misread characters have been corrected and the data meets your pre-defined business rules, verified data can be exported and archived.

    Intelligent data capture software

    We select the best data capture systems to meet your requirements.

    OpenText TeleForm

    OpenText TeleForm

    TeleForm automatically captures and indexes data and images from any form type, using handprint (ICR), machine print (OCR) and checkbox (OMR) recognition technology, ready for export to a database.

    It aims to reduce manual data entry time by 90% or more and can eliminate hundreds of operator keystrokes.

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    ABBYY FlexiCapture

    ABBYY FlexiCapture

    ABBYY FlexiCapture is a highly scalable forms processing solution for intelligent and accurate extraction of data from structured, semi-structured and unstructured forms and documents for input into backend applications for further processing and archiving.

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    Case studies

    • University of Bristol

      University of Bristol

      Based at the University of Bristol, the ‘Children of the 90s’ study uses TeleForm to capture data from the paper versions of their questionnaires.

    • Civica


      Following a OJEU tender process, the British Council commissioned Civica as the prime contractor to deliver an on-screen marking (OSM) solution to mark up to 2.25 million ‘pen and paper’ IELTS tests each year.

      As part of the agreement, Civica appointed ePC as its sub-contractor for the script capture, processing and verification work.

    • Keele University

      Keele University

      Keele CTU saves time by capturing data from paper-based clinical trials with TeleForm.

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