Reliable

Established in 1972, élan Data Makers has provided quality, timely and accurate data capture solutions to a variety of clients. Our over 40 years of experience combined with our high standards, security procedures and flexibility have made élan Western Canada's largest data entry service bureau, sought out by all levels of government, crown corporations and private enterprises.

Accurate

élan's reputation has been built on providing accurate, efficient and secure data capture services. élan Data Makers strives for a 99.9% accuracy rate on all verified data. In addition to the best technology available and our team of trained and vetted data entry operators, each batch of verified data is manually entered twice to achieve and maintain our high level of quality control.

Secure

Confidentiality procedures and document protection are critical elements of élan's on-going success. élan's attention to security and confidentiality exceeds all federal, provincial and private industry requirements ensuring the highest level of confidentiality and care necessary when dealing with sensitive client data.

Security

All of élan's services are performed on site at each of our three secured data centre branches located in Canada. The security procedures within élan's data centres cover operating systems, backup systems, as well as the ability to provide secure transmissions in order to ensure the utmost level of confidentiality.

Confidentiality procedures and document security are critical elements of élan’s on-going success. élan’s attention to security and confidentiality exceeds all federal, provincial and private industry requirements. With over 40 years experience, élan is well positioned to provide quality data entry services as we understand the importance of document security and confidentiality when dealing with sensitive information.

All employees are required to sign a blanket confidentiality document prior to commencing employment with us. This form states that the contents of all documents élan processes are confidential and that they must not discuss the information contained within these documents at any time.

élan has extensive experience in guaranteeing the protection of private and confidential information, particularly within the digital world, no compromises are ever made when ensuring the confidentiality and security of our data services.

Technology

Client images arrive at élan’s site via file transfer over a secure ftp exchange. The images are received by élan into the workflow system where they are identified, sorted and routed to the appropriate data entry operators for data capture. The data is returned to the client electronically as it is completed.

During the import phase, the client sends transmissions to élan via secure ftp. Each transmission contains compressed images of the documents. A receipt is returned to the client once the transmission is received. The images are uncompressed and stored in the reconciliation database along with the transmission information. A .sca file is created in the image folder. This file acts as an index of the images in the folder. It is also the signal that the image folder is ready for recognition.

After the import process is complete, the images are recognized using the FormsRecNet software. FormsRec software is a high-end forms processing solution which allows for document identification (structured, semi-structured and unstructured), and data recognition. Utilizing three independent OCR engines, Finer, Tiger and Kadmos, FormsRec is a powerful tool for document recognition, data recognition and data extraction.

This recognition software rotates the images to make sure they are all upright. It attempts to identify the image based on certain preloaded factors available for the hundreds of various form types. The software also merges images into groups if they are multi-page documents. A document sorting clerk (“DocSorter”) manually verifies that the software has correctly identified the images and groupings. The sorter is able to change document types and groupings if the original identification was incorrect. Once the folder has been completely verified by the sorter a .docsort file is created. This file is transferred via ftp to the data entry system which runs our data capture software, DCPA (Document Capture & Processing Application).

The DCPA system scans for new .docsort files every 5 minutes. When a new file is found the information is read by DCPA and the .docsort file is marked as being loaded. Images are loaded separately by document type into batches based on their document format. Batches are prioritized in the system based on their turnaround time requirements (four hour vs. twenty four hour). Documents in the same group will remain together. The image, document type and group information are stored in a DCPA index. When the maximum batch size is reached (500 pages) or the time limit threshold is met, the batch is loaded for keying.

The batch is data captured by a data entry operator. This operator has the ability to change the Index code that was assigned to the document if the DocSort Operator was incorrect. DCPA allows for each field to be independent from all other fields within the specified format. This means that we are able to specify which fields are to be double-keyed (verified). After the first pass of data entry has been completed, the file is made available to a senior operator with permissions to verify the data captured by the first operator. Verification means double entry and ensures a high degree of accuracy. An extra step of re-verifying all fields corrected in verify mode is also pre-programmed into the formats. The verify function is controlled by the system and cannot be overridden by the operators. After the batch has been fully verified, an xml file for each document in the batch is sent by secure ftp to the export system and billing information is saved in a DCPA index.

At data output time, the system utilizes "Output Parameters" which dictate the status each batch must attain prior to processing. We stipulate that all batches must be fully verified or else they will not be processed and output. This "must be verified" parameter restricts the processing of any batch that has not been 100% verified. If the batch was not verified it will be displayed to the operations personnel as an "Invalid Batch". If this should occur processing is halted and the operations staff investigate the batch(s) in error. Processing will not be re-initiated until all batches are "Valid".

During the Export phase, information from the xml files is saved to the reconciliation database. The image information for each xml file is retrieved, and the images and xml file are compressed together for transmission back to the client. The compressed files are transmitted to the client via secure ftp. The client then sends receipts for all transmissions received from élan. Once receipts are received from the client, the transmission confirmation is saved to the reconciliation database.

Greater Vancouver

Suite 350
11120 Horseshoe Way
Richmond, BC
V7A 5H7
(604) 669-9366

Victoria

Suite 100
755 Hillside Avenue
Victoria, BC
V8T 5B3
(778) 430-9595