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Data Capture

Data Capture. Process Stages. Overview. Objective Major Process Stages Document Scanning operations Recognizing operations Verifying operations Coding Assistance Factors/Considerations. Objective.

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Data Capture

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  1. Data Capture Process Stages UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  2. Overview Objective Major Process Stages Document Scanning operations Recognizing operations Verifying operations Coding Assistance Factors/Considerations UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  3. Objective • To provide an overview of the major process stages associated with optical data capture and quality assurance considerations UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  4. Major Process Stages Document Scanning Scanner Speeds are dependent on process chosen Recognizing Recognizing is dependent on the sophistication of the recognition engine Automatic Electronic Verification Major Process Stages Verifying Non-Successful Electronic Verification prepare data in a form suitable for entry into computer Coding Assistance UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  5. Document Scanning Stage • Key feature: scanning speed • Scanning speed will be determined by: • Quality of the scanner machines • Size of non-drop out color • Paper quality, cleanness & weight UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  6. Recognizing Stage The recognizing process is to interpret images Accuracy of interpretation will be determined by: Recognition engine/memory dictionary; Configuration threshold UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  7. Verifying Stage Processing can be in geographic order or in random order: Automatic electronic verification Non successful electronic verification: Need to compare the value of the interpreted image with the real image of the form. Image manipulation UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  8. Verifying Stage (cont.) • Image Manipulation: Electronic questionnaires can be sent to specialist operators then back to the original operator if necessary (in some cases, the same questionnaire can be worked on simultaneously by two or more persons) UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  9. Coding Assistance Stage • Process in which census questionnaire entries are assigned numerical and/ or alphanumeric values • Objective is to prepare data in a form suitable for entry into computer • Done by setting up possible responses to each question in the census questionnaire UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  10. Factors to be considered • Questionnaire Design & Preparation • Data Collection & Processing Considerations • Field Operation • Staff Training UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  11. Thank You UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  12. Additional material UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  13. Questionnaire Design & Preparation Form Design Advise • Consider the number items to be included in a form • Pre-print codes near the place where the box for ticks are located • Considering the speed of the data capture process - it is advisable to use marks or “ticks” as much as possible • Define drop out color properly; use registration marks (allows for quicker recognition) UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  14. Form Design Advise Maintain consistent pattern in which the information to be collected will be located Do not disturb the visibility of the ticks and marks with titles, labels or instructions Avoid putting "answers" of one field to another page of the questions; Avoid using open ended questions Questionnaire Design & Preparation UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  15. Questionnaire Design & Preparation How to Obtain Good Results of Scanning Select adequate paper quality Select a reliable printing press Use appropriate ink, considering drop out color (for the questionnaires paper heavier than 80 grams per square meter can help avoid paper crashes in scanner) UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  16. Data Collection & Processing Considerations • Field Operation • Field Operators should have basic knowledge of the data capture process chosen • Staff Training • A set-up of required training for staff will ensure quality and effectiveness of the data captured UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  17. Field Operation Considerations • Reasons of Error-Reading of OCR: • Bad condition of the form because of dirt, folded, crumple, etc • Unnecessary lines of characters such as points, decorative strokes, hooks, etc • Checking the questionnaires for completeness and consistencies UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  18. Training for Processing Staff • Installation and set-up break-down of equipment (e.g. hardware and software) • Basic software knowledge • Scanner operating procedures • Troubleshooting (e.g. solutions to common problems/issues) UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

  19. Control steps should be taken if the information image is partial or no information to assure the quality of generated files Value Checking Steps Control for Blank Missing Questionnaire Control steps UNSD-UNESCAP Regional Workshop on Census Data Processing: Contemporary technologies for data capture, methodology and practice of data editing, documentation and archiving Bangkok, Thailand, 15-19 September 2008

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