3 2 Data and Information Overview Understand

3. 2 Data and Information

Overview Understand the difference between information and data. Discuss features important in form design such as: use of tick boxes, colour, font, position, instructions. Identify advantages, disadvantages and applications for OMR and OCR.

Data is raw facts and figures. Data does not have meaning. Examples: 5 John A

Information is processed data that gives it meaning. Examples: There are 5 cows in the field. My brother’s name is John.

Gathering information Method • Questionnaire • Observation • Reading documentation • Interview

Gathering information Source • Paper based • Computer based • Automated data capture

Sources compared Paper based Computer based Automated data capture Humans enter the data Direct data capture method Collected data is keyed into Data typed in directly onto a computer an on-line form Two methods available OCR and OMR Prone to human error Less human error No processing errors Instructions need to be clear Marks need to be entered carefully Can cope with large volumes of data Time consuming if large volumes of data

For each of the following features state the importance of considering them in form design. Font Instructions Colour Images Positioning Method of answering Size Title Suitability Does not obscure Space required Intended audience Prompts purpose Clarity Logical order Use of tick boxes Clarity Help Purpose

Samples of forms

OMR Advantages Disadvantages • Direct data capture method • High speed reading of large volumes of data • Accurate: No processing errors • Results can be processed quickly • Very little staff training required • Forms require pre-printed boxes • Forms need to be carefully filled in • Requires specialised machinery to read the forms • A paper based system so forms need to be carefully handled

Sample OMR form

OCR Advantages Disadvantages • Large quantities of text can be input quickly • A paper based form can be turned into an electronic one • It can read handwriting • Handwriting needs to be learnt by the computer • Systems are expensive

Applications OMR OCR • National lottery • School attendance mark sheets • Letter sorting • Digitising old books

Acronyms • OCR • OMR Optical Character Recognition Optical Mark Recognition