How to Eliminate the Choke Points When Processing Paper Surveys & Questionnaires

Lets face it, who wants to manually key in forms data into your office back end system. “We’ve got staff for that”, we often hear. But for years there is an inexpensive, powerful alternative to this mundane error prone process – automated document capture. Are you still getting staff to manually key in your paper document data? Maybe these reasons will seem familiar – the cost of converting to electronic systems, lack of standards, and inconvenience.

forms and survey and questionaire Simply put, the time it takes your staff to manually key in hundreds or thousands of forms and document data into your office systems is a tedious, time consuming and error prone process. Instead of wasting money and employees’ time, use an automated forms capture system to reduce labour costs, save time and improve document processing speed and accuracy. Forms containing hand printed sections, check box fields, bar codes, and others are ideal for converting to an automated capture system requiring minimal staff interpretation. And surely employee efforts could be more productive elsewhere. And customers feel the pinch, too. A delay in the response time due to data processing inefficiency could impact customer satisfaction levels and possibly retention.

TeleForm Datasheet

Solutions

document automation solutions clinical trials automation Connectis provides a comprehensive forms processing solution, TeleForm, from a world-leading technology vendor. TeleForm automatically captures, classifies and extracts information from paper and electronic documents using powerful recognition technologies and creating accurate process ready content in real time.

TeleForm is a multi-channel solution for capturing information from documents received via mail, fax, email, the Internet and mobile devices. Using advanced recognition and pattern-matching technologies, TeleForm understands structured documents such as survey forms and questionnaires, semi-structured documents such as invoices and sales orders, and unstructured documents such as letters and contracts. This unrivaled flexibility has enabled thousands of TeleForm users worldwide to fully leverage the benefits of automation across the enterprise.

TeleForm makes it possible for organizations to classify and extract information from documents in real time. The technology behind TeleForm allows you to form a conceptual understanding of virtually all your information, structured and unstructured, both inside and outside the enterprise. TeleForm’s patented probabilistic algorithms automatically recognize concepts and ideas expressed in information. This ability to understand content in any language gives TeleForm the power to capture, classify, and extract information from any paper or electronic document regardless of its origin or type. With the next generation capture capabilities provided by TeleForm, organizations can succeed in a more unstructured and distributed world where traditional computing technologies are no longer able to keep pace.

By eliminating time-consuming manual document sorting and data entry, TeleForm streamlines document-driven business processes and delivers a significant and rapid return on investment.

Benefits

Data capture, survey and questionnaire, By automating the creation of process-ready content from paper and electronic documents, TeleForm enables you to:

Improve customer, supplier and employee service by initiating business processes as soon as documents are received, reducing latency and delays.
Reduce costs for manual document sorting and data entry by up to 80% in individual departments or across the organization.
Minimize risk of fines and damage to business reputation that arise from non-compliance by ensuring that paper-based information is stored securely.
Improve staff productivity by allowing knowledge workers to focus on value-adding tasks rather than time-consuming document sorting and data entry.
Ensure business continuity in the event of flood, fire and other catastrophic events by reducing the amount of unsecured paper moving around the organization.
Improve control by tracking and auditing the capture of documents from the point they are received at central and remote sites.
Improve visibility of information within the organization by converting paper documents into electronic information that can be shared easily between multiple employees and departments.
Increase data quality by eliminating human data entry errors, reducing costly and disruptive exceptions in downstream business processes.
Free-up expensive office space by eliminating on-site long-term paper storage requirements

Benefits Cont'd

data capture, survey, questionnaire, TeleForm, LiquidOffice When information is locked away in paper and electronic documents, it is virtually invisible to an organization. Not only does this represent a large, unquantifiable risk, it also blocks your ability to leverage a rich source of business information. Any organization that collects data on paper-based forms, surveys or applications on a regular basis can get a very high return on investment by automating the data entry with forms processing TeleForm software.

Organizations that have many separate departments that collect data on forms can share the budget for forms processing software by re-using it for other projects. Your current project may not be big enough to justify the expense, but when combined with one or two others it would be. In general, document imaging is a technology that often starts in one department, typically the one with the most obvious pain point related to paper. Once the concept is proven to work, it will often spread to other areas, maximizing the initial investment.

At many Customer Care organizations, customer feedback and customer satisfaction survey may be the most obvious starting point for implementing data capture software like TeleForm, but there are many other areas and document types where it can also be leveraged. These include Warranty Claims, Service Requests, Consultation forms, Work authorizations and so on.

What's Forms Processing

hand printing on a form teleform canada usa Surveys & Questionnaires processing is a process whereby the information entered into the data fields is converted into electronic form. 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. The data is manually verified and validated and manually rekeyed into diverse database and statistics systems for analytics that play an important decision in taking policy decisions. In an automated form processing the process could be automated 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. The automated process uses advanced technology to efficiently capture, classify and validate every kind of structured or semi-structured forms, of any size and from any source.

Challenges

Customer feedback can have a significant impact on your brand, reputation and business success. It plays a vital role in measuring, managing and improving customer loyalty. Some of the main challenges brought to us by our clients include:

Understand customer experiences and identifying what drives customer satisfaction
Delivering improvements to the customer experience based on customer feedback
Analyzing customer feedback and identifying customers – or areas of your business – with negative feedback in real-time to enable you to implement relevant policies and reduce churn
Generating quantifiable measures of feedback from form data without having to manually key from paper

Survey Processing

Survery and Questionaire,Data entry, document automation Forms and survey processing bridges the gap between incoming forms and surveys and the target information warehouse. In today’s fast-paced business environment, it’s important to be able to streamline critical business processes to improve client service, drive cost reduction and ensure compliance with policies. Nowhere is this challenge greater than for the wide range of document-driven survey projects that are conducted to service the needs of customers, suppliers and employees.

Government agencies routinely carry out demographic and economic surveys that play an important decision in taking policy decisions. Similarly, private companies and various other organizations also conduct market research, consumer preference analyses and product launch surveys in order to judge market conditions and develop their product strategies. Given the complexities of the market place and the huge financial implications, it is becoming increasingly essential to capture survey data correctly, quickly and efficiently. Capturing survey data in electronic form also means that various statistical tools can be used to analyze them and determine the underlying trends.

Surveys & Questionnaires

Customer Care, Data Capture, ICR, OCR,Form automation, Paperwork in the Customer care industry falls into two main categories 1) Surveys 2) Questionnaires, most of which are received in Paper forms and are scanned to get a digital image. Document imaging technology represents one avenue for dealing with this paper more effectively, because it enables organizations to manage their paper documents with electronic processes. Of course, scanning a document and creating an image does not magically create an electronic data stream. Information from the image still needs to be extracted and fed into a database, so data-driven systems in areas like Statics, Analytics, BI and ERP can make sense of the documents. Until documents are captured and their content is understood, the organization is unable to take action.

Worflow

workflow, data capture, TeleForm, The process of converting a hand-printed paper form to live-data that you can use is as follows:

Paper is prepped for scanning (unfolded, staples removed, etc.)
Forms are scanned on a high-speed document scanner
Scanned forms are recognized with ICR
Recognized characters are assigned a confidence value and validation rules are applied to check for valid results
“Low-confidence” characters and fields that fail validation are presented to the verification operators for manual review and correction
Once all errors are corrected, data is exported to final destination including ODBC-compatible databases, CRM system or any external application through use of custom script modules

Paper to eForms Archive

data capture, invoice automation, document management system TeleForm provides a single platform for capturing all documents at the point they are received by the organization, across different departments, businesses, and geographies. This unified approach to document capture improves business operations across the enterprise through process acceleration, cost reduction, lower compliance risk, enforced process consistency and increased information security. This product ensures that the information your office receives is accessible and ready to use whenever you need it. Whether you process surveys, application forms, insurance forms, or any other type of form, you will find that TeleForm is a valuable tool. We can extract the information from your documents no matter if they arrive via email, web, fax or paper. By using TeleForm forms processing software in Survey Processing, some companies have been able to cut down on their document management costs by almost 75%. You can also combine the capabilities of TeleForm, LiquidOffice and MaxxVault DMS to create a comprehensive capture and workflow solution that provides a single platform for automating business processes that fully leverages all information sources, paper and electronic, structured and unstructured.

You can fully leverage all information sources—paper, electronic, structured and unstructured content—to guide and automate decision making and optimize business outcomes.