Forms processing: Difference between revisions

Revision as of 22:05, 2 November 2011

Revision as of 18:34, 4 November 2011

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{{wikify|date=August 2009}}

'''Forms processing''' is a process by which one can capture information entered into data fields and convert it into an electronic format.<br /> This can be done manually or automatically, but the general process is that [[hard copy]] data is filled out by humans and then "captured" from their respective fields and entered into a database or other electronic format.

In this process:

*Entered data is “captured” from their respective fields;

*Forms themselves are digitized and saved as images.

What it means is that the [[hard copy]] of the data on the document can be scanned in as an image using a scanner. This image is then recognized based on a pre-defined configuration. The data is captured from particular zones and stored in an electronic format.

<br>'''==Overview:'''<br>==

In the broadest sense, forms processing systems can range from athe processing of small application formforms to a large scale survey formforms with multiple pages. There are several common issues that are involved in forms processing when done manually. These are a lot of tedious human efforts put in, the data keyed in by the user may result in typos, and many hours of labor result from this lengthy process. If the forms are processed using [[computer software]] driven applications these common issues can be resolved and minimized to great extent. Most methods for forms processing address the following areas :<br />.

1. Manual data entry<br />

This method of [[data processing]] involves human operators keying in data found on the form. The manual process of data entry implies many opportunities for errors, such as delays in data capture, as every single data field has to be keyed in manually, a high amount of operator misprints or typos, high labor costs from the amount of manual labor required. Manual processing also implies higher labor expenses in regards to spending for equipment and supplies, rent, etc.

1. ==Manual data entry<br />==

2. Automatic form input system<br />

This method of [[data processing]] involves human operators keying in data found on the form. The manual process of data entry has many disadvantages in speed, accuracy and cost. Based on average professional [[typist]] speeds of 50 to 80 wpm<ref>{{Citation|autor=Teresia R. Ostrach|year=1997|title=Typing Speed: How Fast is Average|publisher=| publication-place=|page=|url=http://onlinestudentreadiness.org/documents/TypingSpeed.pdf| accessdate=}}</ref>, one could generously estimate about two hundred pages per hour for forms with fifteen one-word fields (not counting the time for reading and sorting pages). In contrast, modern commercial scanners can scan and digitize 200 pages per ''minute''<ref>{{cite web | url = http://www.engadget.com/2006/11/03/kodak-intros-200-page-per-minute-i1860-commercial-scanner/ | title = Kodak intros 200 page-per-minute i1860 commercial scanner | accessdate = 2011-11-04 | publisher = [[Engadget]]}}</ref>. The second major disadvantage to manual data entry is the likelihood of [[typographical errors]]. When factoring in the cost of labor and working space, manual data entry is a very inefficient process.

This method can automate data processing by using pre-defined templates and configurations. A template in this case, would be a ''map'' of the document, detailing where the data fields are located within the form or document. As compared to the manual data entry process, automatic form input systems are more preferable, as it helps in eliminating all the above mentioned problems faced during manual data processing.

==Automated forms processing==

Automatic form input system uses different types of recognition methods such as [[optical character recognition]] (OCR) for machine print, [[optical mark recognition|optical mark reading]] (OMR) for check/mark sense boxes, [[bar code]] recognition (BCR) for barcodes, and [[intelligent character recognition]] (ICR) for hand print. ICR accuracy depends on user hand writing patterns, but certain recognition engines have been designed specifically for this purpose.

This method can automate data processing by using pre-defined templates and configurations. A template in this case, would be a ''map'' of the document, detailing where the data fields are located within the form or document. As compared to the manual data entry process, automatic form input systems are more preferable, assince itthey helpshelp in eliminating allreduce the above mentioned problems faced during manual data processing.

Automatic form input systemsystems usesuse different types of recognition methods such as [[optical character recognition]] (OCR) for machine print, [[optical mark recognition|optical mark reading]] (OMR) for check/mark sense boxes, [[bar code]] recognition (BCR) for barcodes, and [[intelligent character recognition]] (ICR) for hand print. ICR accuracy depends on user hand writing patterns, but certain recognition engines have been designed specifically for this purpose.

With automated forms input system technology users are able to process documents from their scanned images into a [[Machine-readable|computer readable]] format such as ANSI, XML or CSV.

With automated formsform inputprocessing system technology users are able to process documents from their scanned images into a [[Machine-readable|computer readable]] format such as ANSI, XML, CSV, PDF or CSVinput directly into a database.

Forms Processing has developed beyond simple capture of the data. Recognition of data using OCR/ICR/OMR/BCR will help capture data as an electronic format. Forms processing not encompasses a recognition process but also helps manage the complete [[life cycle]] of documents which starts from scanning of the document to the extraction of the data, and often to delivery into a back-end system. In some cases it may also include processing or generating well formated results through calculations and analysis. An automated forms processing system can be valuable if there is a need to process hundreds or thousands of images every day.

Forms Processing has developed beyond simplebasic capture of the data. Recognition of data using OCR/ICR/OMR/BCR will help capture data as an electronic format. Forms processing not only encompasses a recognition process but also helps manage the complete [[life cycle]] of documents which starts from scanning of the document to the extraction of the data, and often to delivery into a back-end system. In some cases it may also include processing or generating well formatedformatted results through calculations and analysis. An automated forms processing system can be valuable if there is a need to process hundreds or thousands of images every day.

'''Components:'''<br>

Various components included in data processing using automatic form-input system include:<br />

'''===Components:'''<br>===

1. OCR – [[Optical character recognition]]<br />

Various components included in data processing using automatic form-input system include:<br />

2. OMR – [[Optical mark recognition]]<br />

3. ICR#OCR – [[IntelligentOptical character recognition]]<br />

1. OCR#OMR – [[Optical charactermark recognition]]<br />

4. BCR – [[Barcode]] recognition<br />

5. MICR#ICR – [[Magnetic inkIntelligent character recognition]]

4. #BCR – [[Barcode]] recognition<br />

#MICR – [[Magnetic ink character recognition]]

OCR ecognizes machine-printed uppercase/lowercase alphabetic, numeric, accented characters, many [[Currency sign|currency symbols]], digits, arithmetic symbols, expanded punctuation characters and more.

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Optical Mark Recognition (OMR) identifies bubbles filled in by hand or check boxes on printed forms. Usually OMR supports single and multiple mark recognition. The fields to be recognized can be specified as grids (rows by columns) or single bubbles.

Barcode Recognition can read more than 20 industry 1D and 2D barcodes including Code39, CODABAR, [[Interleaved 2 of 5]], Code93 and more. It automatically detects all barcodes in an image or specified area within the image.<br />

<br>'''Process:'''<br>

The process of automated forms processing includes the following steps:

1. A batch of completed forms is scanned using a high-speed scanner (usually scanners that scan at least 10 [[Computer printer|pages per minute]] are used); recommended scanners like Kodak, Canon and HP could be preferred.

2. Most of the data are recognized automatically using the pre requisites;

3. A few characters about which the program is uncertain are passed on to a human operator;

Verified data are saved into a database or exported as CSV or XML.

===Process===

<br>'''Prerequisites:'''<br>

The process of automaticautomated forms processing istypically of a great success ifincludes the pre requisites are successfullyfollowing maintained.steps:

#A batch of completed forms is scanned using a high-speed scanner

Few of the prerequisites include:

#Images are cleaned with document image processing algorithms to improve accuracy

1. Scan rormat: It includes the format of scanned file, Resolution and DPI, Color Mode

#Forms are classified based on original template forms and the fields are extracted using the appropriate recognition components

2. Configuration: The scanned image layout needs to be configured for this automation

#Fields which the system flagged with a low confidence are queued for verification by a human operator

3. Recognition: The pre defined out put formats

#Verified data areis saved into a database or exported to searchable text format such as CSV or, XML. or PDF

4. Result /analyze: Any specific format of result of capture value data presentation.

<br>'''===Prerequisites:'''<br>===

Though automated forms processing has many great advantages over manual data entry, it still comes with limitations. To achieve the best accuracy, some prerequisites should be followed.

1. #Scan rormatformat: It includes the format of scanned file, Resolution and DPI, Color Mode

2. #Configuration: The scanned image layout needs to be configured for this automation

3. #Recognition: The pre defined out put formats

4. #Result /analyze: Any specific format of result of capture value data presentation.

==External links==

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* [http://www.datafinity.co.uk/forms_processing.html The benefits of forms processing]

* [http://www.aiim.org.uk/industrywatch/surveys.asp AIIM market intelligence reports]

==References==

{{reflist}}

[[Category:Automatic identification and data capture]]