PRINT2012 - How to improve the quality of your Data with a better conception of your document - Catherine Lambrecht, Fedaso

1. How to improve the quality of your Data
with a better conception of your document

2. 1. Current context

3. Paper still remains important in a multi-channel data
collection process
Post
E-mail
Paper
Fax
Call

4. Importance of the layout of the document
• Conceive your document using guidelines and instructions
• increase the readability of the data on the document
• Increase the quality of your database.
Madame Yda Mamey YOLA NIAMEY
A. Michel, 45 bte 1 AVENUE ALBERT MICHEL, 451
1180 Bruxelles 1180 UCCLE

5. Check-list :
• How the document will be received
• How it will be treated (Scanning & OCR), Manual treatment
• How to simplify
• How to improve the layout
•Open question/closed question
•Tick boxes
•Don’t forget

6. Evolution
•Internal
•External (offshore, nearshore)
•Scanning (external)
•Scanning (internal)

7. Evolution
• from physical treatment
• to image treatment

8. 2. Data capture process

9. Recognition tools
ICR
OCR
BCR
OMR

12. Example

13. OMR

14. OMR

15. OMR

16. OMR & controls
0% 15% 25% 95% 100%

17. ICR

18. ICR
Street recognition

19. ICR

20. ICR

21. Standardization

22. Standardization

23. Standardization
Not
struct. struct. struct. struct. structured struct. struct.

24. Anchor points
• Size: minimum 3 mm * 3 mm
• Colour: black or very dark colour
• Distance: minimum 10 mm from the border
of the page, from the barcode or any other text
on the document.
• Where: in every corner of the document

25. Use of drop-out colour

26. 4. Check-list

27. How to simplify
• Simplify the task of consumer
•Standardization
•Speed
•Essential questions
• Give your documents a classical form
•Avoid too little format

28. How to simplify
Is the question well formulated ?
• Don’t ask the age of a person but his birthdate
• How many children do you have / How many children are living with you ?

29. How to simplify
•Preference of closed questions

30. Open fields
• Use a comb system or boxes (clear split between the characters)
• Preprint information as much as possible

31. Open fields
• Ask to use a black or dark blue pen

32. Open fields
• Sufficient boxes

33. Name and address details
• The structure of an address
• The average length of the field is different from one country to the other
• Make sure to foresee a sufficient amount of boxes for each field
Belgium

34. Name and address details
• For the documents in French : don’t ask «rue» but «adresse»
CATHERINE LAMBRECHT
DU ROI 65
1000 BRUXELLES
CATHERINE LAMBRECHT
RUE DU ROI 65
1000 BRUXELLES

35. E-mail address
•Put the e-mail address on 2 lines
• @ at the beginning of the second line

36. Tick boxes
• Size: minimum 1,6 mm * 1,6 mm
• Distance: enough from any other text, tick boxes or background
• Shape: depends of your supplier (Fedaso : preferably to have always
squares rather than rectangles)
• Colour: depends of your supplier (Fedaso : preferably black or very dark
colour)

37. Tick boxes
• Advise customers to tick the boxes
with a cross (give example)

38. Tick boxes

39. Identification : sex code / language code

40. Identification : sex code / language code
 Ik wens mijn briefwisseling in het Nederlands te
ontvangen
 Je souhaite recevoir mon courrier en Français

41. Legislation
Vos données seront enregistrées dans notre fichier (Nom société + adresse) afin de vous tenir informé de nos
activités. Vous pouvez à tout moment de nous demander de consulter, modifier ou même faire effacer vos
données. Vos données (sauf votre adresse e-mail) peuvent être transmises à d'autres sociétés (telles que
partenaires commerciaux, secteurs caritatif, associatif ou groupements d’intérêt ou d’opinion) qui vous
enverront des offres promotionnelles personnalisées. Si vous ne le souhaitez pas, cochez la case ci-après r
Uw gegevens worden in ons bestand (Naam bedrijf + adres) opgenomen om u op de hoogte te houden van
onze activiteiten U kan uw gegevens steeds raadplegen, verbeteren of laten schrappen. Uw gegevens kunnen
aan andere bedrijven (zoals commerciële partners, partners uit de liefdadigheidssector, uit het
verenigingsleven of belangen- en opiniegroepen) worden overgemaakt zodat ook zij u gepersonaliseerde
promotionele aanbiedingen kunnen bezorgen. Indien u dit niet wenst, kruis dit hokje aan r

42. Test

43. Adaptation

44. Catherine Lambrecht
FEDASO | Orone Group
catherine.lambrecht@fedaso.com
00 32 2 528 08 37
www.fedaso.com