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Quick
guide for using ScanVerify |
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| 1. |
Prepare
a paper form |
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Data collection form can be prepared using
any word processors.
One form can be either single or multiple
pages but the number of variables
cannot exceed 500 per form.
Check box, numeric box, or alphabetic box
must be designed as rectangular shape.
Size of these box should be large enough.
If using ScanDEVET font, the recommended
size of the box is 20 or 22.
All of these boxes must be located within
a large rectangular page border.
Reproduction of the form need a carefully
quality control to ensure that contents
of all copies are sharp, clear, and
exactly the same size as the original.
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| 2. |
Create
a template |
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Run ScanVerify then click the title to get
the main menu.
At the main menu, click "1. Create Template"
then follow the 5 steps listed in the
"Create Template" window. |
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1.
Specify a total number of pages in this form
2. Specify a working directory
o
Create a directory
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Type a file name
3. Obtain blank page(s)
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[from a scanner]
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Select a scanner
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At the scanner dialog, set the mode to be Black & White
with the
resolution of 150 dpi. The brightness and contrast should
set
to the optimal image quality.
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Image file will be automatically saved in PNG format.
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[from existing image file(s)]
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Image(s) must be scanned in 150 dpi with Black & White
mode
and saved in PNG format.
4. Save images for the template
5. Define variables : This will provide the
"Define Variable" window |
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Construct
data structure by following steps in "Define Variable"
window: |
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1. Page: specify page number to define variables
2. No: specify order of the variable. One
form must have only one series.
3. Name: type name of the variable. Make
sure there is no any number with a
blank name. The name must not contain
special string such as under score
_, %, #, etc. Preferable
length is 8 characters or less.
4. Select type of questions: click to get
dropdown list then selected one that match the
type of the question.
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<Checkbox : Binary choices> For questions
with only 2 choices and allow checking
only 1 choice.
- <Checkbox : Multiple choices> For
questions with more than 2 choices
and allow checking only 1 choice. This type is also use
for a special case where the question
has only 1 checkbox.
<Checkbox : Multiple responses> For
questions with more than 2 choices
and allow checking more than 1 choice.
- <Numeric box : Ordered choices>
For questions that all choices need
numeric hand-writing, not check marks, to indicate rank
of the responses.
- <Numeric box : Alpha numeric> For
questions that need numeric hand-writing
responses where the number will not be used for statistical
calculation such as ID number. Alphabet
is allow in this type and must be
indicated by marking X at the column "Text" of
the table for assigning the codes
to let the software arrange for efficient verification.
Thus this can suite the response
as "TG043" where these 5 characters go to the
same value of a variable and
verification is arranged separately for alphabet
and number.
- <Numeric box : Numeric> For questions
that need numeric handwriting responses
where the number will be used for statistical
calculation such as age, weight,
height, etc,. Alphabet is not allow in this type.
- <Numeric box : Date> For questions
that need date responses and allow
6 or 8 digits of date format as DD/MM/YY or DD/MM/YYYY
respectively.
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5.
Number of digits: specify number of character to indicate
variable length of the question
that contain numeric box or number of choices for the question
that contain checkbox.
6. Click on image, in order, at the center
of the checkbox or numeric box that correspond
the variable being specified.
7. Repeat steps #2 to #6 then proceed to
the next page of the form, if any, following
step #1 till completed then click "Save results"
button at the
bottom of the window.
Notes: |
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The software provide automatically codes for check boxes
while defining the variables.
However users can still modify them so that the data will
be displayed in a desired
code.
Data that was captured from the check boxes of binary or
multiple choices is the code
being assigned during defining the variables in template
creation. For the multiple
responses, the assigned code will be put at the end of their
dummy variables which will
be generated automatically. In this case, the data is
1 if the box is checked or 0 otherwise, provided that at
least one of these choice
was checked. If no choice is checked, -9 that indicates
"missing value"
will be assigned as the data for all dummy variables or
-8 that indicates "not
applicable" if the question is within a skip pattern.
Codes for questions with ordered choices are used in the
same manner as that of the
multiple responses except that the data for each dummy variable
of the ordered choices is
obtained from the hand-writing responses, not a check
mark.
Codes of numeric boxes are only for indicating sequence
of the box, hence the sequence
of the number being captured. The data is obtained from
the hand-writing responses.
For text responses, they must have a check box so that a
variable can be defined during
template creation. In this case, type of the question is
<Checkbox : Multiple choices>
with 1 digit length to get a variable with 0 and 1
response. Then mark X at column "Text" of the
table for assigning the codes
to let the software automatically create a variable for
key-in the text. The name
of this variable will be the same as the one for the checkbox
assigned previously but ended
with X. These steps can also be used for any open
ended questions. Data entry for the text responses can only
be done by key-in using "Enable
PR&E" button of the "Browse & Proof"
window.
Other characteristics of each variable such as skip pattern,
legal value, and possible
range need to be specified so that they will be the basis
for logical check feature
implemented by "Logical Check" button of the main
menu.
The final template can be copied an paste to many working
directories so that scanning
can be done separately and concurrently. Scanning results
from each scan station can
then be appended to one main file.
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Collect
data - filling the form |
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Use dark color pen or pencil to fill the form
by marking X or / inside
the checkbox so that it appeared
or .
For
numeric box or alphabetic box , please
write neatly inside the box, one character
for each box. The following writing style can achieve almost
100%
accuracy : I 2 3 4 5 6 7
8 9 0 |
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Scan
for data entry |
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Make
sure the correct template has been opened.
At
the main menu, click "4. Scan Recognition" button
Click
dropdown list to select the scanner
Locate
the record to start, then click at the cell of the table for
the initial page of that scan session.
Thus the cell with blue color is the target of the scanning
page.By this, if the cell was not
blank, new image will replace the existing one.
Feed
the paper forms to the scanner
Click
"Scan+Capture (C)" button
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Be sure that the image resolution has been set to 150 dpi
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Be sure that it was set in "black and white" mode
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Adjust the brightness to be as dark as the recognition can
perform an
optimal accuracy. Try also adjusting the contrast to achieve
the same
purpose.
The
"Import Data" button is for adding more records
(append) from a backup file obtained
from other scan stations that used the same template. The
backup can be obtained by clicking
"Backup" button in "Browse & Proof"
window.
Click
"Close" button to go back to the main menu when
completed.
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Perform
data verification |
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At
the main menu, click "Verify" button
At
the Verify window, item "Max Load" at the top left
corner is to set the maximum number
of page of the image form to be loaded for verification in
one round. The recommended load is
not beyond 300 pages due to too high memory consuming.
At "Start Rec", specify
the first record to be verified by typing in the box a number
that correspond to an AutoID
of the desired record then click "Click to Load"
button.Trick: to reload
the data, click at the box near the "Start Rec",
then "Click to load".
Perform
verification for checkbox, numeric box, and alphabetic box. |
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This method is called "Group verification"
o Full verification needs 15 groups per one round - 2 for
checkboxes and 13 for
numeric and alphabetic boxes (1 questionable items, 10 numeric,
1 alphabetic,and 1 blank).
o Images were displayed in groups of data that was recognized
by the software.
o To detect errors, find images that are different from the
group. Right click at the
image to obtain the full image form. Double click at the image
window to get the all
pages of the selected record and image tools. Close
this window when done.
o To correct errors, for check box, double click at the box
image to get X in red color at the top left
of the box. Once "Refresh" button is clicked, this box
will be moved to the correct group.
For numeric or alphabetic box, click at the box
image then type the correct one. Similarly,
once "Refresh" button is clicked,
this box will be moved to the correct group.The "Refresh"
button can be clicked after many errors
had been corrected.
o To move to the next page within each group, click any area,
outside the box, of the
page, then press [PageUp] or [PageDown] key. |
Important! Always click "Save" button
before the next loading.
Close the verification window to go back to
the main menu.
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Perform
logical check |
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At the main menu, click "Logical Check"
button.
At the window "Logical check report",
the last item "Start from record no" is for specifying
the first record to be checked by typing a number that correspond
to an AutoID of the desired record
then click "Execute" button.
Click on the error messages to obtain the data
item then make correction on the image
if needed.
This can be transferred to ScanPurify where
judgments for corrections can be made
much easier. |
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Browse
the data and perform proof reading |
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At the main menu, click "Browse &
Proof" button
At the Browse data window, click "Load
Data" to obtain data displaying in a spreadsheet
format
Click "Enable PR&E" button to
perform a proof reading and editing to the data. By
this, a single click on any cell, a window of its image will
appear. Modification of the data can
be made by typing on image then close the image widows to
accept such changes. Right click at
the box will allow typing text for text responses
and can be edited while right click on other area of the image
will allow typing text for remarking
reasons for such changing which will attach to the
image permanently. Double click on the image to obtain all
pages of the selected record as well
useful image tools.
Close the "Browse & Proof" window
to go back to the main menu |
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Analyze
the data, view and export the results |
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At the main menu, click "Browse &
Proof" button
At the Browse data window, click "Analysis"
button to perform an Exploratory Data
Analysis (EDA)
Select methods of analysis
Select variables
If suspicious results were found, click "Enable
PR&E" button to perform a proof reading
and editing to the data. By this, a single click on any number
under "Amount" column, a
window of lists of the corresponding records will appear.
Click on the number under the "Value"
column to get the image. Then full features of proof
reading and editing in "Browse & Proof" window
can also be used here in the window
of Exploratory Data Analysis (EDA).
The results can be copied then pasted to other
application such as word processing
for preparing a report using "Copy Results to Clipboard"
button.
Close the Exploratory Data Analysis (EDA) window
to go back to the Browse&Proof
windows. |
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Backup
: A useful feature for multi-scanning stations |
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One template can be copied an paste to many
working directories. The template comprise
of 2 types of files - one .DEV file containing structure of
the data and at least one .PNG file(s)
of the blank form image(s) depending on how many page of the
form. These files need to be pasted into a working directory.
After a scanning session, a "DATA"
sub-directory was automatically generated to keep
all data and image files. Similarly, after a backup session
is performed using the "Backup"
button in "Browse & Proof" window, a "BACKUP"
sub-directory was automatically generated
to keep a backup file.
Steps to obtain one main file from many independent
scanning sessions
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All except the main scanning session need to performed a backup
as
mentioned above.
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Open the file from the main scanning as an initial file. Click
"4. Scan
& Recognition" button, then click "Import Data"
button.
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Select the backup file and proceed till completed.
Manual check is needed to prevent multiple
entry, i.e., one backup file was appended
more than one occasion or one form was scanned more than once.
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Export
the data for maximizing efficient use of both data and image
files |
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Ignore this step if you don't need a data file
for more sophisticated analysis or more
flexible data handling, management, and use of images.
Make sure your computer is now connecting to
the internet
At the main menu, click "Browse &
Proof" button
At the "Browse data" window, click
"Pay-to-Export" button to get the "Export to
ScanPurify"
window. Note that this step is to let your free copy of ScanVerify
communicates with the SuperScanSoft
for the purpose of estimating the cost and preventing
reuse of the activation code for such exporting. Thus the
SuperScanSoft need to count number of page
to be exported and 10% of random binary
code of your data which cannot be converted to any data. Therefore,
your data will NOT be uploaded and
NEVER will.
At the "Export to ScanPurify" window,
you need to do only one out of the three choices.The
first is for entering an activation code obtained form the
SuperScanSoft. This is for those who
have paid to and obtained the code from the
SuperScanSoft. The second is for making a new request for
exporting. To do this,you need to
type in the range of records, indicating by AutoID, to be
exported. By clicking at "GO"
button you will get "Pay-to-Export service" of the
SuperScanSoft at the website
at http://www.superscansoft.com.
The Last choice is just to remind
you that your goal might already be accomplished so no need
to pay and thus can exit the window.
At the "Pay-to-Export service" of
the SuperScanSoft website, the estimated amount
of data and costs are displayed for you to decide. You can
just cancel to stop such request or
start a new request again from ScanVerify.
If you agree to proceed, you need to complete
the request form so that we can contact
you after we received your payment. Once this is done, you
will receive an invoice for further
reference and for making a payment.
Making a payment by
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Transfer the money to the bank specify in the invoice
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Fax or e-mail us the scan image of the pay-in bill or other
equivalent evidences
The SuperScanSoft will e-mail you the activation
code. You can use this 12 characters
in the "Export to ScanPurify" window after clicking
"Pay-to-Export" button in
the "Browse data" window of ScanVerify. By doing
so, you will get a DATA.DB file
in "Purify" sub-directory of your working directory.
Run ScanPurify and open the DATA.DB file.
Enjoy your free copy of ScanPurify with your
data set.
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