Data Capture, Data Entry, Data Conversion, Data Collection - Are these services all the same?

Statco’s Bill Krautter talks about these data processing terms

and how we can differentiate between them…

Some of the most fulfilling moments at the office for me are conversations I have with people about their data processing projects. Even after 22 years of talking with clients and prospects, I still enjoy giving advice and solving their challenges through lively discussions. Many times I receive calls from prospects which start out like this…

Prospect:   “Hi - I have a need for data – capture,  err.. data - entry ,,ummm data –conver-well…   if I describe what I have, can you help me with what service I need?

Me: “Why of course, I would be happy to help you!”

Prospect: ” I have this paper form and it has a bunch of handwritten information that I want in a database.”

Me: “Terrific, let’s talk about your project and see which data processes and technology might best suit your data capture and conversion project”

The terms Data Capture, Data Entry, Data Conversion and Data Collection are used interchangeably and basically address the same result - transfer information from one media form to another. However, we often associate different processes and technology with different terms.

The following are not meant to be absolute definitions of these terms, just a way to think about the term and the related technology and processes behind them:

· Data Capture - a device reads information from one media form and transports it to another media form. Examples are bar code reader, paper scanners using OCR (optical character recognition) technology transferring text information to data files.

· Data Entry - the manual typing information from one media form to another. Examples are people looking at a paper document or scanned image of a document and typing the text into a data file.

· Data Collection - is the process of gathering information and delivering to a media form. It is similar to Data Capture, but often has a manual process to it since marking or handwriting text onto a form or recording device might be part of the information transport process.

The terms Media Conversion and Data Conversion are also often used interchangeably, which can be confusing.

· Usually, Media Conversion is the process of converting information files directly from one media form to another without interpolation or conversion of the information inside the file being transferred. Some examples are converting VCR tape video files to DVD disk files OR using a hardware technology and software processes to read diskettes and transfer data files to CD-Rom disks.

· While, Data Conversion refers to the process used to read information from the media and when applying a set of rules interprets and changes or replaces the information. Examples are converting a date from August 13, 2009 to 08/13/2009 or 2009/08/13 or a name from “Joseph E. Jones” to “Jones, Joseph E.”

Understanding these terms in more detail may help you when describing your next “data” processing project.