What are the factors that facilitate best the success in implement the data capturing computer system?

Similar to any other serious task we need to start with the planning and measuring. We need to examine if the existing form, cheque, slip etc. to be processed is suitable for processing? If it is unsuitable – whether there is a chance to modify it? Or – and it is the best case – is it a task without a form and then we can design an ideal form?

Also, we need to inquire about the circumstances. Such as: are the forms filled in by a narrow circle of people or practically by anyone? In the former case we could gather writing samples from the persons and the character recognizer can be trained to recognize their writings to make the recognition more accurate. Similarly, in a closed circle of people certain rules can be set for the forms’ completion (to write nicely, to save papers from damages and dirt), it too improves the efficiency of processing. This way really tiny but critical rules can be determined such as the uniform use of stationary, the paper quality of the forms, the handling, moving, preparation etc. of the completed forms.

If the requirements for the forms’ data content, the completing environment and the processing are known we can calculate easily what result is expected from the automatic data recording. The analysis may come to the conclusion that it is not purposeful to implement the system as the time, energy and money invested to create such a system will not improve the efficiency as much as expected.

The input side determines the efficiency of the computer-aided data processing: in the design – high quality paper form, completed carefully by trained and properly informed persons. The objective is to process paper forms of high quality and completed as nicely as possible. The invested care, ‘struggle’ and energy will return during processing.

Beyond the technical conditions it is very important that the company implementing the application must be committed to the use of the system. Only this consistent approach will ensure that the personnel handling the software will learn how to use the new system quickly – despite any potential initial difficulties. The implementation should not take too much time and result in temporary manual processing.

For the scanning always choose a professional device and install it together with the image processing card (or an equivalent software module) which improves the scanned images. A mechanically instable scanner containing plastic and quickly wearing parts would just cause stoppage and nuisance, i.e. material loss during processing.

A suitable corrector interface needs to be created if it is necessary to validate the recognized data. This is one of OcuLens’ strength; any customized corrector can be created to it, in max. 2 to 3 days, in case of a complex task. The corrector is not just a display interface. It has lots of other functions, too, such as:

  • it monitors the rules of a given field (e.g. in case of personal identification numbers the first number can only be 1 or 2; a date field cannot be lower or higher than the reasonable value; a box indicating the human body temperature cannot contain values differing greatly from 36 – 37 Celsius degrees etc.);
  • it examines the relationship between the fields (e.g. the value in a sum field must match the total sum of the partial data fields; whether the postal code matches the town name indicated on the form etc.).

Thus the corrector performs lots of tasks, it is a real support for the data validating operator. When the corrector is set optimally it ensures a much quicker (in one fifth time or less) data handling than the work done by the operator so far: the form section to be validated appears (it is clearly visible) and if there is anything to correct the software goes straight to the part to be corrected, the operator corrects it then turns a page – it may only take a few seconds in case of certain pages. The really practised data recorders are able to enter the data at an amazing speed; it must be exceeded by the corrector and the complete computerized data capturing system!

Luckily, the information technology is so developed now that the common modern office computers are good enough to make the processing in normal (1 Gbit/s) systems.