Distributed verification of data with eVerify

eVerify provides users in remote offices or branch locations with distributed verification of unrecognisable characters from scanned paper documents.

In a high-speed web interface, eVerify queues any discrepancies, duplicates, or unclear papers from a scanned batch for human verification.

eVerify is the ideal solution for verification teams that are distributed across multiple locations and not connected to the network.

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  • Civica Logo
  • British Council Logo
  • IELTS Logo

    Batch management

    On login, operators are presented with the batch management screen with each scanned batch appearing in a customisable, searchable, and sortable interface.

    By default, this shows the oldest batches first and only batches requiring review. The operator can search by unique reference number and/or scanning centre to locate batches.

    The batch management screen provides the following information:

    • Batch ID: a unique number that links the form for review to the scanned batch.
    • Session information: details of scanning session including operator, scanner name, and workstation.
    • Forms: number of forms in a scanned batch. A form may consist of multiple images.
    • Needs review: number of images requiring review.
    • Supervisor: the number of images escalated to a supervisor.
    • Complete: number of images ready for export.
    • Exported: timestamp showing the date/time when the scanned batch was exported.
    • Centre: reference number to identify scanning centre.
    • Session: when the data was recorded (e.g., exam date).
    • Scan date: the date the form was scanned.
    • Age: length of time awaiting review.

    Batch verification

    When the operator selects a batch, they are presented with a verification screen (see below) that shows each image in a batch for review. Distributed verification teams can confirm the intended responses or correct misread characters and fields with minimal keystrokes before moving on to the next image automatically.

    The right-hand pane shows the current image, with the ability to manually click through multiple pages if they exist. On the left, the pane is divided into two sections; the top section displays form details of the scanned batch (date, location, batch ID, forms remaining, and component). The bottom section shows fields that require verification alongside controls for correcting the data. If a closer view is needed to decide on an unclear response, operators can hover over the image to zoom in.


    By default, only fields that are uncertain or fail to meet pre-defined quality thresholds are shown to the operator. This may simply be an unclear character due to poor handwriting, or it may be an invalid response. For example, an invalid date or two checkboxes are selected when only one is permitted.

    As characters are corrected, the cursor automatically moves to the next field needing review. This increases productivity and makes verification a quick and simple process requiring minimal keystrokes.

    Verified data is exported to third-party systems and databases for further processing.

    Innovative distributed capture of paper documents with eScan

    Innovative distributed capture of paper documents with eScan

    eScan is a distributed capture solution that can be used by small remote centres to conduct their own scanning or by large regional centres to perform bulk scanning of paper documents from many centres.

    The web-distributable scanning client has accurately captured 25 million paper documents since 2016 (4.3 million in 2023).

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    Some of the key features of distributed verification include:

    Request re-scans

    If a page is poor quality or unreadable, distributed verification teams can request a re-scan directly from the web interface.

    Some of the reasons to request a rescan include unreadable responses, incorrect exception reports, poor quality batch, and/or vertical line on image.

    Additional reasons are available for pen and paper tests, including batch scanned against the wrong session, unable to match candidate, and no candidate enrolment for component.

    Duplicate handling

    Automatically detect potential duplicates with options to replace, reassign, delete or append.

    Keyboard driven

    eVerify is keyboard driven with users selecting “Hotkeys” (also known as shortcut keys) with their mouse or keyboard to save valuable seconds when verifying scanned images.


    Intuitive dashboards provide real-time monitoring of day-to-day operations including the number of images pending verification, completed, or escalated to a supervisor.

    Users can build ad-hoc reports and export data for analysis. Team management messaging is also available.

    Audit log

    eVerify maintains a full audit log of who performed which action and when. This information can be used to monitor performance and improve user training.

    Integrates with TeleForm

    Paper forms scanned with automated data capture software such as TeleForm can be managed through the normal classification and reading processes but instead of being queued for verification in the desktop verification app, they can be verified within the browser-based, web-accessible eVerify interface.

    Create bespoke integrations

    Through bespoke integrations, customer-specific requirements can be met, such as matching verified fields to external data. For example, matching scanned responses to a candidate enrolment number.

    Integration with OSM systems

    Once a batch has been scanned and verified, raw data is exported to file formats (XLS, CSV etc.) or other systems for on-screen marking (OSM) such as MarkManager and Janison.



    Following an 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.

    Benefits of distributed verification

    Some of the benefits of using eVerify to managing exceptions in remote locations include:

    Convenient for users

    Web-based verification eliminates the need for teams to physically visit a location to perform their duties.

    Round-the-clock verification

    The web-based interface allows the verification team members to be geographically dispersed with 24-hour/365 days a-year processing available.

    Capacity to meet high volumes

    The platform is optimised to handle large volumes of data and meet SLAs. The streamlined verification process cuts valuable seconds off every human interaction. This is crucial as the cumulative effect across thousands of daily actions results in significant productivity and cost savings.

    For example, for one education client, the addition of one second to the processing time for each answer paper (across a typical exam session of 35,000 candidates) would result in nearly 40 hours of additional processing time. This would risk missing marking targets and the release of candidate results, of which 96% are currently available three days after the test date.

    Long-term storage

    To reduce physical storage requirements, eVerify provides secure storage (for a configurable period) of verified forms with easy retrieval for future reference.

    Robust security standards

    eVerify supports single sign-on (SSO), multi-factor authentication (MFA) and synchronisation with user directories to protect sensitive information during both the verification process and transmission of verified data to third-party systems for further processing.