Text capture policy
Description of the service
We offer clients a text capture service to convert documents that are only available
on paper or in an audio or video format to an electronic text format (MS Word).
Administrative documents: 1) Approved quotation and/or purchase order and/or
service cancellation notice; 2) upon delivery of the target document, a completion
report with final billing (pursuant to the approved quotation or service order).
Target document: A single file in Microsoft Word format (.doc).
Other deliverables: N/A.
Because the quality of the target document is a function of the quality of the source
document, we encourage clients to ensure that the documents they submit for text
capture is as legible as possible.
NOTE: Unless the client requests that we return the source document, the person
responsible for text capture (the “data entry worker”) must destroy
the source document by shredding it (if the document is paper) or deleting the electronic
files once the client has
Ideally, the data entry worker should have direct contact with the client.
Format: The data entry worker will deliver the target document to the client
in a single Microsoft Word file (.doc) with appropriate Word styles for all structural
elements (headers, footers, titles, and so on) and standard fonts such as Arial
and Times New Roman. The data entry worker must ensure that italics, bold lettering
and underlining are the same in the source document and target document, but must
not use any other decorative styles (such as highlighting). Paragraphs will be organized
in a single column with no blank paragraphs. In general, the target document should
resemble the source document, but the data entry worker must keep the amount of
design work to an absolute minimum.
Typography: The data entry worker must use appropriate typographic symbols
(as specified in the Unicode standard).
Numbers: If possible, the data entry worker must highlight all numbers in
the source document and run a macro to highlight all numbers in the target document
in order to check numbers in the target document against those in the source document
in a systematic manner. The data entry worker must remove the highlighting in the
target document before delivering it.
Illegible text or images: The data entry person will indicate text or an
image that is utterly illegible by writing “illegible text” or “illegible
images” in brackets; and will indicate text or an image that is partially
legible by writing “unclear text” or “unclear image” between
brackets in approximately the place where the illegible or partially legible image
or text appears in the text. The data entry worker will write the illegible or unclear
text or image tag in the language of the document.
Illustrations: Unless the client indicates no need to convert text in illustrations
to selectable text, the data entry worker must convert text in illustrations.
Peer review/expert review
No peer review or expert review is available for this service. However, the editor-in-chief
is responsible for reviewing the target text.