International Journal of Academic Research in Business and Social Sciences

Vol. 8 , No. 9, Sept. 2018, E-ISSN: 2 22 2 -6990 © 2018 HRMARS

Data Capturing: Methods, Issues and Concern

Afiqah Amirah Hamzah, Saiful Farik Mat Yatin, Nurul Athirah Ismail, Siti
Faridah Ghazali
To Link this Article: http://dx.doi.org/10.6007/IJARBSS/v8-i9/4642 DOI: 10.6007/IJARBSS/v8-i9/4642

Received: 21 August 2018, Revised: 19 September 2018, Accepted: 29 September 2018

Published Online: 20 October 2018

In-Text Citation: (Hamzah, Yatin, Ismail, & Ghazali, 2018)

To Cite this Article: Hamzah, A. A., Yatin, S. F. M., Ismail, N. A., & Ghazali, S. F. (2018). Data Capturing: Methods,
Issues and Concern. International Journal of Academic Research in Business and Social Sciences, 8(9), 617–
629.

Copyright: © 2018 The Author(s)

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Data Capturing: Methods, Issues and Concern

Afiqah Amirah Hamzah, Saiful Farik Mat Yatin, Nurul Athirah Ismail,
Siti Faridah Ghazali
Faculty of Information Management, Puncak Perdana Campus,
Universiti Teknologi MARA (UiTM), UiTM Selangor, Malaysia

ABSTRACT
Data capturing is the method of putting a document into an electronic format. Many organizations
implement to automatically identify and classify information and make the information available
within particular systems. It takes documents content, in any format, and converts it into something
that a computer can contrive. There have 2 methods to capture the data which are by manually or
automated. Manual data entry from handwriting is very time consuming and prone to many errors
when there is bulk amount of data is involved. Now day’s organizations prefer using an automated
data captured to convert text or handwriting from printed page into computer readable character.
The method typically considered as part of data capturing include OCR, OMR, ICR, bar codes, QR codes
and magnetic stripes. Automated data capturing is rapidly becoming an integral and necessary
system in any organization. The system not only saves the time but also increase the speed and
accuracy over manually entered data. This paper discussed the introduction of data capturing,
methods, software, advantages and disadvantages and issues in data capture.
Keywords: OCR, OMR, ICR, QR codes, Barcodes, Magnetic stripes, Data Capturing

INTRODUCTION
The world is changing every day, so does technology. Librarians and archivists find themselves facing
the prospects of digitization. Digitization is the process of converting analogue signals or information
of any form into a digital format that can be understood by computer systems or electronic devices.
Digitization can be important elements to protecting originals from excessive handling and repeating
copying (Cokie &Maxwell, 2004). Digitized information is easier to store, access and transmit and
digitization is used by a number of consumer electronic devices. Digitization process can used any
method such as data capture to collecting information and then changing it into a form that can read
and used by a computer. Data capturing is the method to putting a document into an electronic
format that can be read and use by a computer (Cambridge University Press, 2017). Many
organizations implement to automatically identify and classify information and make the information
available within particular systems (Crayon data, 2017). It takes documents content, in any format,
and converts it into something that a computer can contrive. One of the function of the data capture
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is to make the user easy to find the information, so, it does not matter if how fast the document been
capture when they can’t extract data, append metadata or even integrate with other content.
Capturing data without search ability will completely limits user’s ability to know what data
organization have and where to find it.

ISSUES AND CONCERN IN DATA CAPTURING

Information on the digital image can be recited by a good capture application using a variety of
applications features. The function of data capture is to capture the document which paper based
into electronic format. The documents could include evidence or confidential documents that need
to preserve for long period. This method would make security as a problem that makes the implement
data capturing giving a limitation in organization.

Each Methods is Different

ICR mode of data fetching is not 100 percent accurate as it is not able to recognize poor handwriting.
Viking (2009), has stated that ICR can achieve high recognize when the documents are properly
designed, printed and controlled. Nonetheless, a 1 percent error rate on a printed page with 3
thousand characters means there is an average of 30 errors on each page. ICR is not hundred percent
accurate because it sometimes misinterprets the data and even it does not have doubt its
recognition. Capture the data preserves the integrity of the originals by allowing them to be handled
less. However, often, the data capture process could increase legibility of aging or hard to read
documents (Mohini & Singh, 2012).

Weak Passwords
Hackers and cybercriminal prey on weak passwords in order to extract the valuable data stored on
the hard-drives of organizations. If the security is weak such as passwords, it could make they
reminder be easily guessed. For instance, using the name of organization or department is easy
password to guess. Need to protect the system with adequate digital security software if want the
digital data or images to remain safe and secure.

Copyright problems
Anything been posted through online can be copied or downloaded. Once the document such as
article or journals been capture, it will publish and displaying in public through online for users
especially researchers. However, downloading content especially education materials from web
pages is the equivalent to making a copy of the content. People will use a chance to copy the content
without get or pay for permission from the copyright holder to download any content. The exclusive
rights of copyright holder will be destroyed.

Project Costs
Then, project costs. Digitization is an expensive undertaking. The project is expensive because it
requires initial investment in equipment, software and training. These costs would hit hard. Once an
infrastructure is in place, staffing will be primary expense on any project, although there will be
necessary expenditures on upgrades to equipment and software and updates to training and the
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occasional capital investment for special equipment. Workflow costs depending on what types of
materials you are digitizing and at what level. OCR is more time consuming and more expensive than
scanning images and labor costs also impact workflow costs (Cokie & Maxwell, 2004).

Data Durability
Durability means long term data protection. Some organization very depends on the information
systems run on database (Techopedia, 2017a). The documents been capture and change it into
electronic format and the data need to be stored and not suffer other corruption. This could be
problems for documents once it has been captured because the data could accidently disappear or
get erased even during a database crush. Software errors, hardware failures, computer errors could
cause to loss the data and makes the data cannot be retrieved and you must go back and recreate
the files from the scratch (Cokie & Maxwell, 2004).

Poor Quality Images

The lower the quality of the images it can make less accurate the information.

Unstructured Document
The challenge is finding information in unstructured documents where the desired text can be
anywhere within the document.

Incorrect Data
When do data capturing, there are sometimes the quality images is not of its best, therefore there is
still some information in image that user do not be able to read, and the information that user will
get it is incorrect.

Proofreading
User do not double check the information when do data capturing, for the example if user capture
the information in book and the arrangement must be sequence but user do not double check and
the information might be incorrect.

Unrecognized printed text

Limitations in the ability to recognize printed text. There will be information in paper based form that
has various font texts. When digitize, there will be a font text that hardly can be read, and it will make
difficult to user to access. Especially hand written, it will sometimes be difficult to recognize the
sentence. For example, old newspaper, because of the pages is large, the typeface is small and the
layout will make difficult to digitization so it can hardly to recognize (Burke, 2016).

METHOD OF DATA CAPTURE

Due to technological advancement human has been successful in getting handwritten data converted
into machine readable form without wasting much time and cost. First of all, the quantity of born-
digital material is growing at an ever-faster rate, as for all recent historical developments a significant
amount of such material has been produced as a kind of live commentary on the events. The story of
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a supercomputer using sentiment analysis to cover and analyze political revolutions, during the Arab
Spring and elsewhere, was widely reported (British Broadcasting Corporation, 2011). Multiple
methods are available for capturing data from unstructured documents for examples letters,
invoices, email, fax, forms. These methods are for guide in the appropriate usage of the process in an
organization. Before go through the capture of data, it is important to identify and consider the
original documents, it is to determine what method should be deliberate to use. Also, it will capture
the accuracy of the data capture. These methods are both relevant to and useful in the computer
operation of information retrieval systems. Among the methods that are available are OCR (Optical
Character Recognition), ICR (Intelligent Character Recognition), OMR (Optical Mark Reader), QR
codes, Barcodes and Magnetic stripes.

Usually, paper based is the forms when it comes to capture the data and there have two ways to
capture the data either in manual or automated.

Manual data capture or rekeying

Manual data capture or rekeying is way when you can’t capture the materials because it is not being
in good repair; contain handwriting notes or additions that impossible to read. If handwriting does
not OCR well, and need to be rekeyed by hand. Cokie & Maxwell (2004) define rekeying is the process
of taking a document and physically typing the information contained in the document directly into
your word processor. Rekeying is extremely involved and time consuming. If a document or a
document project needs to be rekeyed, then it needs to allot extra time for the rekeying of the text
and proofreading. When rekeying text, staff should open word processing program and begin typing
the text exactly the same way it appears on the document. However, it should be sure to preserve
the structure and content closely to the original. The process should do it right and not in hurry or
feel rushed when rekeying texts. Rekeying is a long and slow process and should only be performed
when necessary. Using manual data capture tends to slow down the process and may result in errors
but use automated data capture will solve the problems, providing an automated and electronic
solution to document processing.

Automatic Identification and Data Capture (AIDC)

AIDC is to identify, verify, record, communicate and store information on discrete, packaged or
containerized items (Material Handling Industries, 2017). AIDC is rapidly becoming an integral and
necessary component in any organization. These technologies are capable of performing automatic
data capture. Modern technology allows data capture to be quick, accurate and reliable. AIDC is a
technology driven solution to document processing. Prior existing technology was unable to
accurately process forms such as invoices because of the various fields that such documents contain
(Softworks, 2017). The data then saved electronically for access at later point. This will make
document work efficient and convenient.

AIDC software is designed to capture data present in forms such as invoices and transform them into
electronic format (CVISION Technologies, 2017). For the record, automated data capture software is
specifically designed to capture data from tons of documents or forms per hour. Data capturing is an
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important part of many organization and have to deal with forms such as documents that include
evidence and documentation of transactions and other critical events need to be properly processed.
Automated data capture can be used to capture of entire documents or when used on invoices to
capture specific items such as invoice amount or vendor name. As documents arrive in organizations,
automated data capture software can pick up documents in several formats, read the information
directly and transfer it into electronic format. Spending as much money as needed on the best
software you can afford. Technologies that are considered as part of AIDC are OCR (Optical Character
Recognition), ICR (Intelligent Character Recognition), OMR (Optical Mark Reader), QR codes,
Barcodes and Magnetic stripes. When included in automated data capture software, OCR is
recognizing printed text, ICR recognize handwriting and OMR recognize data in checkboxes (CVISION
Technologies, 2017).

OCR (Optical Character Recognition)

To convert a document image to electronic text, OCR is suitable software to bring up the TIFF image
of the scanned document, select the necessary text portion and put it into a format where we can
edit the text for accuracy and usability (Cokie & Maxwell, 2004).

OCR is a process for the conversion of scanned or sometimes photographed images of machine
printed characters into electronic information, for processing. OCR is most widely used in business
for the capture of documents that are often received in high volumes as this provides the most return
on investment. OCR technology has provided many different solutions depending on the size, volume
and content of the paper being considered and the OCR technique frequently used in item processing
is "template recognition". Template recognition requires that the system includes a "template" or
"mask" for each character to be read. An analogue or digital representation of a character is
compared with each mask in the system vocabulary to achieve the desired result (Nangle, 1993). OCR
can be done by when a printed or a handwriting page is scanned the specific application, the
document will eventually save as a bit-mapped file of TIF format. After it scanned it will appear an
image on the screen. Where every text is the same for the computer. Also, it looks at every line of
the image and determines if the series of dots match with some particular number or letter. OCR
software is searchable and editable, it will automatically detect and recognizes text from scanned
documents, enable to easily copy, extract, search and edit the contents.

OCR recognizes text and character from PDF scanned documents (include multipage files),
photographs and digital camera captured images. OCR will take archival TIFF images and converted
them into readable and editable text. OCR will not change or alter images files, instead you are using
a program to read the text in an image and create text files that are used for long term storage and
to markup document for online viewing. However, once have OCR documents, it need to proofread
it. Proofreading is a process to checking each letter, number, word, punctuation mark, symbol and so
forth to ensure the documents is matches exactly with the corresponding character in the printed
document. The process requires patience and high concentration to check each paragraph, sentence,
word and punctuation mark to be sure the content is not ruining. Each document should proof
carefully both during OCR and mark up because the accuracy with the printed documents should
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strive 99.95 percent. It is long and slow processes to finish but the rewards are worth it to spent time
making sure the projects are an accurate portrayal of the original documents (Cokie & Maxwell,
2004).

Benefits of OCR
Several benefits can be identified in using this OCR software. Where the ability of this OCR software
to create a text version of scanned documents makes it possible to make a text search and locate any
part of the document with a given set of words. It allows to edit the document. It helps the disabled
people to use the documents where screen readers can decode the machine-readable text and read
out the words on screen for visually impaired people to understand. Moreover, fast data entry of the
documents where OCR can greatly improve the effectiveness and efficiency of office work. This is
because in an office setting, there is a lot of scanning with a high document inflow. And there is a
great need of techniques which make the work quicker.

Intelligent Character Recognition (ICR)

It is an advanced form of Optical Character Recognition (OCR). It is a process for the electronic
conversion of scanned or sometimes photographed images. ICR focuses specifically on handwriting
or printed materials that use more complicated fonts than OCRs can handle. But sometimes ICR also
used in combination with OCR in form of processing. The accuracy of ICR is 98%. Moreover, Intelligent
Character Recognition (ICR) System for handwritten forms includes functional components for form
registration, character image extraction and character image classification. Using ICR technology,
computer system becomes artificially intelligent to recognize characters based on their shapes. The
matched characters are directly converted into machine readable form. For unrecognized or doubtful
characters, human intervention is needed to convert them to correct characters. ICR technology is
seemingly a good machine facility to human operators to minimize their data entry time, decrease
human drudgery and increase overall productivity (Mohini & Singh, 2012). ICR is less accurate than
OMR and it also requires some editing and verification because due to human intervention where
sometimes it leads to errors.

OMR (Optical Mark Reader)

Wade (1990) opines that OMR was developed for marking examinations and tests in the education
sector more than 20 years ago. OMR is the scanning of paper to detect the presence or absence of a
mark in a predetermined position. The accuracy of OMR is a result of precise measurement of the
darkness of a mark, and the sophisticated mark discrimination algorithms for determining whether
what is detected is an erasure or a mark. OMR is the fastest and most accurate of the data collection
technologies. It is also relatively user-friendly. OMR technology detects the existence of a mark, not
its shape.
OMR not only used in business and commerce but it is also widely use in retail sector, for instance in
food and drink industry that definitely will benefit in merchandising and sales activity reports sales
order entry, market research and consumer attitude surveys. OMR systems have made quality
control procedures more efficient because it can maintain a throughput of 1,500 to 10,000 forms per
hour. OMR is a vital resource where it provides the good management system that needs in sufficient
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details. The main thing that this OMR does is capable in detecting pencil marks on paper and
transferring the information about what it sees to computer. The usage of OMR can enter data faster
than 30 keyboard clerks working simultaneously. Moreover, A large automatic-feed OMR system can
cope with 10,000 forms every hour. The forms going through the OMR pass an infra-red-light source.
The paper itself reflects most of the light, even if it is slightly soiled or marked, whereas the lead
pencil mark does not reflect light. This enables the OMR device to "read" the forms accurately and
the transfer of information to the computer is almost instantaneous.

Figure 1: OMR scanner

An example of materials that can used OMR for data capturing is music scores. Music score is a
written form a musical composition; it is parts for different instruments appear on separate staves
on larger pages. Music score are visually complex. Musical notation is requiring capturing accurate of
small details, such as staff’s liner, ledger lines, dots, and bars must all be adequately captured or the
notation suffers significant loss of meaning.
Factor that must be consider such as resolution, color reproduction, master file format and storage
of master files. Resolution can refer to number of pixel to capture the music score. Scanning
resolution must be set standardization to capture all the important details. When do data capture, it
must be determined to minimum scanning resolution for illustrations involves measuring the width
of the smallest stroke and setting the scan resolution to capture that stroke with a designated number
of pixels. For musical notation, this smallest detail is generally the white space between beams and
the beams are thick horizontal black rectangular bars that connect with group notes (Kenny &Rigger,
2000). According to MacMillan (2001) to capture the smallest details with two (2) pixels for adequate
reproduction of the stroke with a gray scale scan, three (3) pixels per detail is require for successful
OMR.

Barcode
Barcode is one of the examples of data capture. Barcode it is the entry of data into a computer
system. The data or information inside the barcode represented using black and white bars in logical
pattern. Which are over 40 different systems of barcode and every barcode contain their own
information and also each one barcode is using their own bar pattern for the barcode symbols. The
barcode is always place in every item such as book, packaging of foods and others. To read a code in
barcode there must have a device that can spot of light to scan at the code and moved across the
bars because the scanner uses a spot of light which may be traced across the code in order to read it
(Evans, 1983). Barcode has been used in business purpose, this is as one of easier method to stored
and capture the information. This will require entering the data into the system and instead of insert
data manually, the information can insert into a barcode, which require data reader to scan the

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barcode. There two (2) types of barcode which are Linear Barcode and 2D Barcode for example QR
Code (Id Automation 2007).

Quick Response Codes (QR Codes)

QR Codes are one of the types of barcodes. This is one of the latest technologies that have been used
to capture the information. QR Codes is an image based hypertext link that can use offline. This
implies that any URL can be easily encrypted into a QR Codes and any webpage can be automatically
opened as a result of scanning the barcodes (What is QR Codes, 2017). QR Codes can be found in
magazine which can be scan through Smartphone that user is able to access E-Magazine, or at
billboard and web page which can directly to shows an URL to user access (Lyne, 2009). QR Codes are
produced by using software that create unique barcodes that contain many types of information
inside the barcodes such as to open URL, to display text to the user, list of contact number, address,
patient record, inventory record or others as been mentioned by (What is QR Code? 2017).

It is an application that needs to be downloaded into Smartphone or other devices. After download
the application, it can be used to scan the barcodes by using camera’s Smartphone and it will directly
send into Smartphone or other devices. The purpose of the QR codes it is to share documents to each
other, it is two types of dimensional barcodes that can be used by using Smartphone or any other
devices to read the documents or QR reading (What is QR Code?, 2017). QR Codes is used to scan a
piece of information from a transitory media and it will be transmitted and store the data into the
devices and using QR Codes is much easier because of it can be scanned through Smartphone or other
devices and it can also reduce a lot of time to capture the information. QR Codes also allows encoding
over 4000 characters. Many ways users can use QR codes for data capture in documents which are
bookmarking, classifying, routing, indexing and naming (Scout, 2016).

Bookmarking
Bookmarking is referring to barcode scanners that can search for QR codes in data. It can virtually
scan thousands of documents containing things like invoice numbers, repair orders, patient records
or any kind of classifications in one go.

Classifying
Classifying is to identify the type of document that has being processed using QR codes. Which user
can easily to find what types of document that user wants to access there is some advanced systems
will choose the subsequent procedures after scanning contents of the QR codes.

Routing
Routing is referring to QR codes that can also help users determine the route or path of the scanned
documents in their files system. The system reads the barcode content of the scanned document sets
and automatically creates folders and subfolders.

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Indexing
Indexing is referring to QR codes are also commonly used for indexing information or storing
metadata. Users can extract the barcode data and send it along the associated scanned image to a
document management system.

Naming
Naming is referring to user to take help of QR codes in combination with other document variables
to name different output files users have created for scanned documents (Scout, 2017).

Magnetic Stripes
Magnetic stripe is a hardware device that allows data to be stored on a conventional plastic card by
magnetically charging tiny bits within a magnetic stripe on one side of the card (Technopedia, 2017b).
The example of magnetic stripe is on the back of the credit card, the magnetic stripe is also known as
magstripe. The magnetic stripe is made up by iron based magnetic particles in a plastic and each
particle is have a tiny bar magnet that can be write on it (How stuff works, 2017). There has been
mention by Silicon Labs, that there are a number of different format that used for encoding
information on magnetic stripe.

Figure 2: Example of music score Figure 3: Example of QR Code

ADVANTAGES OF DATA CAPTURING

Remote and Faster Access
User can access using cloud-based services and can also store data online.

Ease in Gathering Information from Forms

Gathering information which refers to ease to gather information from forms that people fill in for
the example are surveys, feedback forms and application forms. Using online capturing it can saves
time, resources and gives the information quickly.

Save times
Save a lot of times when using a digital file rather than hard printed form. It can reduce a lot of time
to access the information because all information is already contained in online and with using
Smartphone or any device it can easily access the information.

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Save cost
Savings in costs and efficiencies by not having the hard-printed form is refer to user access the
information online without buying the hard-printed form, and it also can reduce storage space due
to using digital information. User can keep much online information in cloud-based or Google drive.

Quick Retrieval
Quick retrieval for editing and reprocessing because when doing the data capturing, it can easily do
the editing of the information if there is any mistake, and the user also can do double check when do
data capturing (Nova, 2015)

CONCLUSION
Technology plays a vital role in fetching data where there is bulk amount of data. It should be kept in
mind that there will definitely be mistakes while entering the data manually. OMR, OCR, QR codes,
barcodes, magnetic stripes and ICR technologies all provide a means of data collection from paper
forms. When compared to manual data entry, ICR does not have human intervention so there are
fewer chances of manual errors, but when compared with OMR technology it is less accurate.
Inaccurate data is expensive to correct. Moreover, the availability of data capture is to ensure that
these digitized results are as accessible as possible and also contribute to preserving. Besides,
experiences and advance tools will help in creating, maintain and preserving next-generation
information management and digitization globally.

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