Abstract:
The invention is a system and method for converting paper forms to electronic data. More specifically, a special purpose system and technique are described for performing the conversion in a manner that is advantageous in terms of overall cost and cycle time. The approach is applicable to many different form types; the forms may be credit card applications, license applications, or tax returns, for example. Because present day scanners and character recognition algorithms still result in read errors, manual data correction is required. One technique described in the invention is how to efficiently use both internal and external data entry operators as part of an overall conversion process. The invention also illustrates how to apply contingent workflow management concepts to the data conversion process. The result is a more efficient and effective business process.

Description:
CROSS-REFERENCE TO RELATED APPLICATIONS 
   The subject matter of this application is related to the subject matter of provisional U.S. Patent Application Ser. No. 60/182,674 filed Feb. 15, 2000 entitled “SYSTEM AND METHOD FOR PROCESSING AND TRACKING APPLICATIONS FOR FINANCIAL PRODUCTS AND SERVICES,” which application is assigned or under obligation of assignment to the same assignee as this application and which is incorporated by reference herein, and priority being claimed therefrom. 

   FIELD OF THE INVENTION 
   The invention relates generally to a system and method for processing data, and more specifically for converting information on paper forms to electronic data which can be utilized by subsequent processes. 
   BACKGROUND OF THE INVENTION 
   Many commercial and government entities receive input data in paper format. Credit card applications, license applications, and tax returns are examples. Although input techniques such as automated telephone systems and Web-based utilities are increasingly provided as an input alternative, the volume of input made in paper format is still substantial. For instance, a bank or other financial institution may receive more than 10,000 credit card applications in paper format in a single day. Manual entry of this volume of data into data processing systems may be cost prohibitive. 
   A common technique for processing such a large volume of input forms involves automated or semi-automated conversion of the completed paper forms to electronic format. In a typical approach, paper forms are first scanned by a digital image scanner to yield an electronic bitmap image. The image is then converted to text via Optical Character Recognition (OCR) software (for reading machine printed characters) and Intelligent Character Recognition (ICR) software (for reading hand written characters). Not all data is correctly interpreted, however, due to functional limitations in scanning apparatus and recognition software. It is therefore common practice to employ data entry operators for the purpose of correcting errors or omissions resulting from the automated conversion process. For an example of such a system and method, see U.S. Pat. No. 5,054,096 issued to Beizer on Oct. 1, 1991. 
   Known approaches have several drawbacks and limitations, however. One issue not addressed by existing technology is how to manage the cost and cycle time associated with data entry staff. Another limitation is a failure to recognize that it may be advantages to process some applications differently than others, according to a variety of factors. 
   In sum, existing systems and techniques for converting information on paper forms to electronic data have not adequately managed the conversion process. The resulting lack of efficiency, and other drawbacks, limit the utility of such systems for entities receiving a high volume of input data in paper format. 
   SUMMARY OF THE INVENTION 
   The invention overcoming these and other drawbacks in the art relates a system and method for converting credit card applications and other forms to electronic format. The system and method may operate on full forms or only portions (or snippets) of the forms, which are later reassembled. In one embodiment, conversion processing may be accomplished through the selective use of internal and external data entry operators. Work may also be prioritized according to its importance to the processing entity. 
   It is an object of the invention to reduce the cost and cycle time associated with the conversion process from paper format to electronic data format. 
   It is another object of the invention to enable an entity using the conversion process to tailor the work flow to the needs of their organization. 
   The following drawings and descriptions further describe the invention, including different embodiments of the major system components and processes. The construction of such a system, implementation of such a process, and advantages will be clear to a person skilled in the art of document conversion. 

   
     BRIEF DESCRIPTION OF THE DRAWINGS 
       FIG. 1  is schematic diagram of a system configured for the conversion of paper forms into electronic data, according to one embodiment of the invention. 
       FIG. 2  is a high-level flow diagram for forms-based processing, according to one embodiment of the invention. 
       FIG. 3  is a more detailed flow diagram of form preparation, according to one embodiment of the invention. 
       FIG. 4  is a more detailed flow diagram of data capture, according to one embodiment of the invention. 
       FIG. 5  is a schematic diagram illustrating how a form is parsed into snippets, according to one embodiment of the invention. 
   

   DETAILED DESCRIPTION OF THE INVENTION 
     FIG. 1  is schematic diagram of the system, according to one embodiment of the invention. The diagram illustrates an overall architecture for conversion processing, including: paper forms  100 ,  102 , and  114 ; a facsimile machine  112 ; image scanners  104 ,  106 , and  116 ; servers  128 ,  132 ,  134 ,  136 , and  138 ; database  130 ; clients  108 ,  110 ,  118 ,  120 ,  122 ,  124 , and  126 ; and communication links  140 ,  141 ,  142 , and  143 . 
   Paper forms  100  and  102  may be received via an intake service, such as a mail delivery service. Paper form  114  is the output from facsimile machine  112 . Paper forms  100 ,  102 , and  114  may be imaged by digital image scanners  104 ,  106 , and  116  or other image generator. Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) software, which may be resident on imaging devices  104 ,  106 , and  116  or on input clients  108 ,  110 , and  118 , may convert the images into alpha-numeric text. The system may include internal data entry clients  120  and  122 , and may also include external data entry clients  124  and  126 . 
   Clients  108 ,  110 ,  118 ,  120 ,  122 ,  124 , and  126  may be or include, for instance, a personal computer running the Microsoft Windows™ 95, 98, Millenium™, NT™, or 2000, Windows™CE™, PalmOS™, Unix, Linux, Solaris™, OS/2™, BeOS™, MacOS™ or other operating system or platform. Clients  108 ,  110 ,  118 ,  120 ,  122 ,  124 , and  126  may include a microprocessor such as an Intel x86-based device, a Motorola 68K or PowerPC™ device, a MIPS, Hewlett-Packard Precision™, or Digital Equipment Corp. Alpha™ RISC processor, a microcontroller or other general or special purpose device operating under programmed control. Clients  108 ,  110 ,  118 ,  120 ,  122 ,  124 , and  126  may furthermore include electronic memory such as RAM (random access memory) or EPROM (electronically programmable read only memory), storage such as a hard drive, CDROM or rewritable CDROM or other magnetic, optical or other media, and other associated components connected over an electronic bus, as will be appreciated by persons skilled in the art. Clients  108 ,  110 ,  118 ,  120 ,  122 ,  124 , and  126  may also be or include a network-enabled appliance such as a WebTV™ unit, radio-enabled Palm™ Pilot or similar unit, a set-top box, a networkable game-playing console such as Sony Playstation™ or Sega Dreamcast™, a browser-equipped cellular telephone, or other TCP/IP client or other device. 
   Server  128  may control access to database  130 , and may also control work flow between servers  132 ,  134 ,  136 , and  138 . Servers  128 ,  132 ,  134 ,  136 , and  138  may be or include, for instance, a workstation running the Microsoft Windows™ NT™, Windows™ 2000, Unix, Linux, Xenix, IBM AIX™, Hewlett-Packard UX™, Novell Netware™, Sun Microsystems Solaris™, OS/2™, BeOS™, Mach, Apache, OpenStep™ or other operating system or platform. 
   Clients  108 ,  110 ,  118 ,  120 ,  122 ,  124 , and  126 , and servers  128 ,  132 ,  134 ,  136 , and  138  may utilize network enabled code to exchange data or instructions over communications links  140 ,  141 ,  142 , and  143 . The network enabled code may be, include or interface to, for example, Hyper text Markup Language (HTML), Dynamic HTML, Extensible Markup Language (XML), Extensible Stylesheet Language (XSL), Document Style Semantics and Specification Language (DSSSL), Cascading Style Sheets (CSS), Synchronized Multimedia Integration Language (SMIL), Java™, Jini™, C, C++, Perl, UNIX Shell, Visual Basic or Visual Basic Script, Virtual Reality Markup Language (VRML) or other compilers, assemblers, interpreters or other computer languages or platforms. 
   Communications links  140 ,  141 ,  142 , and  143  may be, include or interface to any one or more of, for instance, the Internet, an intranet, a PAN (Personal Area Network), a LAN (Local Area Network), a WAN (Wide Area Network) or a MAN (Metropolitan Area Network), a storage area network (SAN), a frame relay connection, an Advanced Intelligent Network (AIN) connection, a synchronous optical network (SONET) connection, a digital T1, T3, E1 or E3 line, Digital Data Service (DDS) connection, DSL (Digital Subscriber Line) connection, an Ethernet connection, an ISDN (Integrated Services Digital Network) line, a dial-up port such as a V.90, V.34 or V.34bis analog modem connection, a cable modem, an ATM (Asynchronous Transfer Mode) connection, or an FDDI (Fiber Distributed Data Interface) or CDDI (Copper Distributed Data Interface) connection. Communications links  140 ,  141 ,  142 , and  143  may furthermore be, include or interface to any one or more of a WAP (Wireless Application Protocol) link, a GPRS (General Packet Radio Service) link, a GSM (Global System for Mobile Communication) link, a CDMA (Code Division Multiple Access) or TDMA (Time Division Multiple Access) link such as a cellular phone channel, a GPS (Global Positioning System) link, CDPD (cellular digital packet data), a RIM (Research in Motion, Limited) duplex paging type device, a Bluetooth radio link, or an IEEE 802.11-based radio frequency link. Communications links  140 ,  141 ,  142 , and  143  may yet further be, include or interface to any one or more of an RS-232 serial connection, an IEEE-1394 (Firewire) connection, a Fibre Channel connection, an IrDA (infrared) port, a SCSI (Small Computer Systems Interface) connection, a USB (Universal Serial Bus) connection or other wired or wireless, digital or analog interface or connection. 
   The database  130  may be, include or interface to, for example, the Oracle™ relational database sold commercially by Oracle Corp. Other databases, such as Informix™, DB2 (Database 2) or other data storage or query formats, platforms or resources such as OLAP (On Line Analytical Processing), SQL (Standard Query Language), a storage area network (SAN), Microsoft Access™ or others may also be used, incorporated or accessed in the invention. 
     FIG. 2  is a high-level flow diagram for processing of financial applications or other forms, according to one embodiment of the invention. The illustrated process begins with form preparation  200 , which is further described by  FIG. 3 . Form distribution  210  may involve, for example, delivery of forms to existing or potential customers. Form distribution  210  may be accomplished by direct mail, by placement on countertop or rack, or by other suitable procedure. Form completion  220  may be satisfied with handwritten data entry onto the form, by using a pen or pencil, for example. Form completion  220  may also involve machine-aided data entry such as use of a typewriter or electromechanical printer. The data capture process  230  converts data added to the form into electronic format, and is further illustrated in  FIG. 4 . The data capture process  230  may be internal to an organization, and may be supplemented with external data entry  240 . The type and frequency of errors related to data capture process  230  may be continuously monitored or periodically audited by a quality control function  250 . One use of the data capture process  230  may be to enable transaction processing  260 , such as automated review of credit card applications. The output of data capture process  230  may also be exploited by a data storage process  270  to create a useful database. 
     FIG. 3  is a more detailed flow diagram of form preparation  200 , according to one embodiment of the invention. The diagram illustrates that a new form is created  310  only after determination of a need  300 . The form creation process  310  may receive an assigned identification number  320  as an input. Identification number  320  may appear on the resulting form as printed text, or it may be encoded in machine-readable format such as a barcode. The form creation process  310  may be further constrained by certain content and format requirements  330 . A content requirement might be, for example, that all forms include the name and address of the form provider and request the name and address of the person completing the form. Format restrictions may include requirements such as font type, minimum character size, and line spacing. Before the form preparation step  200  is considered complete, an entity may require that a sample form be tested for readability  340 , for example with existing scanner hardware and character recognition software. 
     FIG. 4  is a more detailed flow diagram of data capture process  230 , according to one embodiment of the invention. The process starts  400  with receipt of a completed form. The first step is to scan or otherwise read the form  402 , converting the form and all data contained thereon into electronic format. This may be accomplished via digital image scanners  104 , bar code readers, Optical Character Recognition (OCR) software, Intelligent Character Recognition (ICR) software, or through similar reading techniques known to data conversion practitioners. 
   Processing may be contingent on the outcome  404  of the read  402 . A form code identifies the particular type of form. If the form code was successfully interpreted, then a priority may be assigned to the form  410 . Assignment of priority may be based, for example, on a preferred client list, according to the profit margin that a seller of goods or services expects to receive from a buyer, or according to other criteria. The priority assigned in step  410  may be represented on a scale of 1 to 10, designated by high, medium, or low, or otherwise rank ordered. If the form code read was not successful in step  402 , then the form may be routed to data repair  406  for manual classification of the incoming form type. 
   Work flow may be further contingent on whether data repair  406  was successful  408 . If data repair  406  was a success, for example where the form code was human-readable, then the form is promoted to step  410  for assignment of priority. If, on the other hand, data repair  406  was not successful in determining the form code, then the form may be designated as an unknown form type  414 . 
   After forms have been assigned a priority  410 , they may be reviewed for change of address  412 . Change of address may be detected by a box that has been checked, for example, or by the presence of text outside of defined data input areas. Where a change of address has not been detected, the form may be routed by decision process  412  to parsing process  416 . An unknown form  414 , or a form with a change of address  412 , may be processed as a full image  418 . 
   Parsing  416  decomposes form data into snippets.  FIG. 5  illustrates a form  501  that has been parsed into a Name Snippet  502 , an Address Snippet  503 , and a Social. Security Number Snippet  504 . Subsequent processing of parsed data is advantageous because a majority of snippet types are common to different form types. The result is that new form types are easily introduced into the semi-automated data capture process  230 . Another advantage of snippet processing is information security. For instance, a data entry operator verifying data originally contained on form  501  is not able to associate the social security number with a name: the data entry operator is merely processing a series of unassociated name and social security number snippets. 
   The daily volume of forms received  400  for data capture  230  may vary substantially. For this and other reasons, it may be advantageous to utilize external data entry vendors  240  capable of processing either parsed  416  or full image forms  418 .  FIG. 4  therefore indicates that electronic form data may be transmitted  420  to external data entry vendors for the purpose of verifying the automated read  402 . External data entry  240  may involve, for example, an on-screen comparison between a bit mapped image of a snippet or full image and the textual equivalent produced by character recognition software. After external data entry  240 , the system may receive  422  snippets or full images from the external data entry vendor. In the case of snippet processing by external data entry vendors  240 , the data is repackaged  424  so that snippets are re-associated according to original format received in step  400 . 
   When form data is received from external data entry vendors  422 , and repackaged  424  if necessary, a decision  426  may be made as to the need for review by internal data entry operators  428 . Such a review may be appropriate, for example, where data is missing or could not be discerned by operators employed by the external data entry operator. If no review is needed, the verified electronic forms may be sent to transaction processing  260  or data storage  270 . 
   Finally,  FIG. 4  also illustrates that the order in which form data is operated on by the transmit  420 , repackage  424 , and internal data entry  428  processes may be dictated by the priority assigned in step  410 . Processing in step  428  may also be prioritized or sorted according to the type of errors that could not be resolved by external data entry vendors in step  240 . For instance, all errors resulting from missing data might be processed in step  428  only by internal data entry operators who are trained and equipped to reach applicants by telephone. 
   The specification and examples provided above should be considered exemplary only. It is contemplated that the appended claims will cover any other such embodiments or modifications as fall within the true scope of the invention.