How to improve the quality of your Data

with a better conception of your document

Current context 1.

Paper

Paper still remains important in a multi-channel data

collection process

Post

E-mail

Fax

Call

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

A. Michel, 45 bte 1

1180 Bruxelles

YOLA NIAMEY

AVENUE ALBERT MICHEL, 451

1180 UCCLE

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

Evolution

•Internal

•External (offshore, nearshore)

•Scanning (external)

•Scanning (internal)

Evolution

• from physical treatment

• to image treatment

Data capture process 2.

Recognition tools

ICR

OMR

BCR

OCR

Example

OMR

OMR

OMR

OMR & controls

0% 15% 25% 95% 100%

ICR

ICR

Street recognition

ICR

ICR

Standardization

Standardization

Standardization

struct. struct. struct. struct. struct. struct.

Not

structured

• 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

Anchor points

Use of drop-out colour

Check-list 4.

How to simplify

• Simplify the task of consumer

•Standardization

•Speed

•Essential questions

• Give your documents a classical form

•Avoid too little format

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 ?

How to simplify

•Preference of closed questions

Open fields

• Use a comb system or boxes (clear split between the characters)

• Preprint information as much as possible

Open fields

• Ask to use a black or dark blue pen

Open fields

• Sufficient boxes

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

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

E-mail address

•Put the e-mail address on 2 lines

• @ at the beginning of the second line

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)

Tick boxes

• Advise customers to tick the boxes

with a cross (give example)

Tick boxes

Identification : sex code / language code

Identification : sex code / language code

Ik wens mijn briefwisseling in het Nederlands te

ontvangen

Je souhaite recevoir mon courrier en Français

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

Test

Adaptation

Catherine Lambrecht

FEDASO | Orone Group

catherine.lambrecht@fedaso.com

00 32 2 528 08 37

www.fedaso.com