2. Automatic Data Capture

Here are some of the methods that can be used to capture data directly.

Barcode reader

A bar code reader uses visible red light to scan and 'read' the barcode. As the red light shines across the light and dark bands of the barcode, so the reflected red light is also lighter and darker (do you see that on the picture opposite?)

The Hand Scanner senses the reflected light and translates it into digital data. The digital data is then input into the computer. The computer may display the results on a screen and also input it into the correct fields in the database.

Typical uses:

• Shop - to find details on the product sold and price

• Library - record the ISBN number of the book and the borrower's card number

• Warehouse - to check the lables on boxes delivered against what is recorded on the delivery sheet.

Magnetic ink character recognition (MICR)

The numbers at the bottom of a cheque are written in a special ink which contains iron particles. This ink is magnetised and commonly called 'magnetic ink'.

It can be read by a special machine called a Magnetic Ink Character Reader (MICR).

Optical Mark Readers (OMR)

An Optical Mark Reader is a scanning device that reads carefully placed pencil marks on a specially designed form or document.

A simple pen or pencil mark is made on the form to indicate the correct choice e.g. a multiple choice exam paper or on the National Lottery ticket selection form.

The completed forms are scanned by an Optical Mark Reader (OMR) which detects the presence of a mark by measuring the reflected light. Less light is reflected where a mark has been made.

The OMR then interprets the pattern of marks into a data record and sends this to the computer for storage, analysis and reporting.

This provides a very fast and accurate method of inputting large amounts of data, provided the marks have been made accurately and clearly.

Optical Character Recognition (OCR)

Optical Character Recognition (OCR) enables the computer to identify written or printed characters.

An OCR system consists of a normal scanner and some special software. The scanner is used to scan the text from a document into the computer. The software then examines the page and extracts the text from it, storing it in a form that can be edited or processed by normal word processing software.

The ability to scan the characters accurately depends on how clear the writing is. Scanners have been improved to be able to read different styles and sizes of text as well as neat handwriting. Although they are often up to 95% accurate, any text scanned with OCR needs careful checking because some letters can be misread.

OCR is also used to automatically recognise postcodes on letters at sorting offices.

Speech Recognition

The user talks into a microphone. The computer 'listens' to the speaker, then translates that information to written words and phrases. It then displays the text on to the monitor.

This process happens immediately, so as you say the words, they appear on the screen. The software often needs some "training" in order for it to get used to your voice, but after that it is simple to use.