QnA-Security & Quality Control Measures | OSC World


Below is a collection of frequently asked questions, in their respective categories.
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Security & Quality Control Measures
Security & Quality Control Measures      
Q.
How often is data backed up? What is the volume of data that could be lost if you have a system failure? What are your disaster recovery procesdures?
A.
We run daily incremental backups and weekly full backups of our data on LTO media. If there is a system failure our worst-case loss are those images and data worked on since the last daily incremental.
Q.
How long would it take for you to recapture this data?
A.
The lost work could be recaptured with 1 or 2 extra shifts. Typically work would be caught up by the following weekend.
Q.
What are your control procedures for documenting receipt of paper and/or images of documents to be data captured?
A.
MAIL HANDLING: Incoming mail is picked up daily at our local post office, or delivered to us by messenger or shipping company. Envelopes are put through one of our high-speed envelope slicers; then manually extracted. Questionnaires are sorted by job/survey type. White mail and attachments are dealt with as per the specification of each specific job/client. Undeliverable mail is reported as per job/client specifications. Returned incentives are sorted out and returned to the client. Jobs with pre-defined multiple versions that are designated on the forms are sorted by form size to be sorted by software during scanning. Questionnaires or forms are prepared for scanning. They are unfolded, destapled and flattened as necessary. All shipments, quantities, envelopes, etc. are logged daily into a database accessible by the client service representatives. Any client reporting is emailed or posted on the web for password protected remote access.

SCANNING: Questionnaires are scanned into batches sorted by form type. Scanning is done on a priority basis with quick turnaround or high priority jobs scanned early in the day.

Each scanned page is endorsed with a unique identifier. With a pre-sorted stack of documents this identifier identifies the batch number, document number and page number being scanned. When multiple document types are in the stack (routing software will break the stack into unique batches), the identifier denotes the physical stack name and the index within the stack.

When routing is required, the routing software will read a barcode or OCR a form ID. The read result is compared against a database to determine its validity and uniqueness.

If the ID cannot be automatically validated, or the form ID cannot be located, the page is prompted for manual routing. If attached mail is being scanned these attachments are flagged and added as additional pages to the proper document. An attachment flag in the data provides the ability to report and deliver the images of the attachments along with the survey.

When all IDs have been validated, the surveys are automatically routed to the correct survey type and system batches are created.

PROCESSING: Patented algorithms and integrated software eliminate the need to print with drop out ink or scan with colored bulbs. Questionnaires filled out in light pencil or certain colored instruments do not have to be separated before scanning.

Blank, out of date, incorrectly answered, etc. questionnaires are automatically detected and rejected in the processing phase and do not require manual intervention.

The processing software can read and convert barcodes, pre-printed text, most constrained handprint, and mark sense responses.

ADDITIONAL HANDLING : Rarely do data entry personnel need to handle the physical documents since every scanned image is available for review. When a physical document is needed, an internal tracking and reporting system easily identifies the location of the document within the physical batch.

FACTS can handle all size forms, eliminating the need for slicing or splitting. Forms do not need to be printed with perforations. The software can automatically split booklet images (11×17 or a tri-folded document) into their 8.5×11 equivalents. This aids the scanning process by minimizing the number of physical sheets to be scanned and sometimes simplifies manual entry processes by providing a smaller image to data entry personnel.

Current jobs are stored in the library area of the mailroom for access. After a job is completed, it is boxed, logged, and stored in our long-term storage area, shipped back to client, or destroyed as per client specifications.
Q.
What are your standard quality procedures?
A.
Our quality procedures begin with the initial test batch. 100% of the test batch, every question on every page of every survey, is reviewed for accuracy. Any anomaly is noted and later reviewed to check if the error was caused by a template setup error, a software problem, or an operator interpretation. Corrections are made and the test batch is reviewed again before the job can go into production.
Q.
What is the percent of error on automated and/ or manual data capture?
A.
Our error rate for mark sense data is less than 0.01% after manual validation of questionable marks. Our error rate for other types of data is less than 0.5%. In total, our service bureau outputs data that is consistently above 99.9% accuracy.
Q.
What quality checks procedures are built into your data capture system, i.e. range checks, value tables? How often are quality checks done and what is the process?
A.
The FACTS system has a number of checks and balances built-in throughout each step of the process. Range checks are done at each processing and entry step to ensure the data being entered or automatically read is within range. Value tables can be defined for all fields to further check the validity of responses. After production begins, 10% of all surveys are passed through quality control. This review process is identical to the way the test batch is reviewed: page by page and question by question.
Q.
How do you ensure privacy of the information?
A.
All OSC offices are protected by key pass entry. Storage areas have additional key pass access levels. Network security is maintained via a Windows Active Directory Domain. Additional FACTS passwords and privileges limit operator access to features and modules within the data processing system. A firewall controls and limits outside access to the network. A monthly full backup is stored off-site for disaster recovery. Daily incremental backups are also performed. All survey images/final data are archived to DVD and stored indefinitely.