Streamlining Academic Records
Indexing and Data Extraction
Solution
The project had an implementation deadline of six days to achieve the following:
- digitize and index 150,000 pages with a high variation in report layouts
- extract three fields accurately and consistently across the varied reports
Our partner's client is a prominent educational institution that was looking to digitize and index their teacher grading summaries dating back to the 1960s. With 150 thousand pages to be scanned and indexed, the challenge was the volume of data and the high variation in reports across 50 years of college history. Their other challenge was the short turnaround time they faced. They needed a quick configuration to go live within two to three days and present the final validated results within one working week. They required the extraction of three fields: department code, course number, and class section, with high accuracy and consistency across all the varied reports.
To address the urgent need for quick configuration, our team implemented a streamlined process that allowed for a rapid setup within the tight 2-day timeframe. This involved deploying efficient scanning and indexing protocols to kickstart the digitization process promptly.
The project scope encompassed processing a substantial backlog of 150,000 pages. Through rapid deployment, our team efficiently indexed and validated the content, ensuring accuracy and completeness within the stipulated timeframe. Given the historical nature of the grading summaries, there was a significant variation in report formats across the five decades. We implemented advanced data extraction techniques and customized algorithms to accurately capture the key fields with minimal need for human intervention. Our team worked diligently to implement the solution within two days. We completed the 150,000-page capture project within six working days of the contract signing, and the final validated results were delivered to the college within the requested timeframe.
Impact
Improved Data Accessibility and Analysis
With the digitization and indexing of grading summaries, the college gained a centralized and easily accessible database. This enabled educators and administrators to swiftly retrieve historical data for analysis, contributing to informed decision-making and strategic planning.
Timely Project Completion
Despite the ambitious goals and time constraints, the project was completed within six working days of contract signing, exceeding the client's expectations.
High Accuracy with Minimal Human Review
Customized algorithms were introduced to enhance precision, reducing the need for extensive human review during the validation process. This ensured the reliability of the digitized data and streamlined the workflow by minimizing manual interventions, providing a foundation for efficient and error-free data processing in future projects.
