Overview:
This case study details the successful digitization of historical data tables for a nationally renowned public research institution based in the United States. The client, an American university with over 200 programs of study, offers quality higher education through various delivery methods, including online and hybrid formats. They engaged our services to convert data tables from historical PDF documents into Excel spreadsheets. These documents, publications by the US Department of Education from 1870 to 1963, totaled 9,000 pages. We provided a competitive quote and delivered the project within the required timeframe, leading to high client satisfaction and a request for further services.
Client Background:
The client is a prominent American university with a diverse range of academic programs, and is a nationally recognized public research institution. They have over 200 programs of study and provide quality higher education using various delivery methods, including fully-online and hybrid.
The Challenge:
The project involved converting 9,000 pages of historical US Department of Education publications (1870-1963) from PDF to Excel. The PDF documents exhibited varying scan quality, color, format, and clarity. The initial batch of files revealed lower image quality than the provided sample data, hindering accurate OCR. Dense text with inadequate spacing within the PDFs posed challenges for text segmentation during OCR. The PDF Image quality did not meet the standards set by the sample data provided initially. However, despite these challenges, we provided accurate data by employing the Double Keying Method
Our Solution:
We provided a competitive quote for OCR data digitization and manual keying services. To ensure high accuracy, we employed the Double Keying Method. For documents with good image quality, we used one-sided OCR entry and one-sided manual keying. For those with poorer quality, our experienced typing professionals performed double-sided manual keying.
Implementation Process:
Adapting to varying image quality and dense text, we adjusted our OCR and manual keying processes. We then implemented precise text segmentation to ensure accurate extraction. As a result, we successfully processed all 9,000 pages (2,874,879 cells) within the agreed time frame.
Results & Impacts:
We delivered accurate Excel spreadsheets containing digitized data tables from the historical PDFs. The client expressed high satisfaction with our services and is seeking additional funds to process further sets of files. We completed all 9000 pages within the required completion time.
I have worked with 3Alpha for almost a year on a large data digitization project. They have done very high quality work at a very competitive price, and I recommend them highly. They have been very communicative throughout the process and it has been a pleasure working with them.
Conclusion & Key Takeaways:
This project demonstrates our ability to overcome challenges related to historical document digitization. The Double Keying Method is effective for high-accuracy data digitization projects. Maintaining clear communication and adaptability are crucial for successful project delivery. Providing a competitive quote and high quality work leads to very satisfied repeat customers.
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