Electronic imaging - Human and organizational issues for successful Electronic Image Management(EIM) implementation
Some standard content:
ICS37.080
National Standardization Guidance Technical Document of the People's Republic of China GB/Z20495—2006/IS0/TR14105:2001 Electronic imaging
Successful implementation of electronic imaging management
Human and organizational issues for successful Electronic Image Management (EIM) implementation (ISO/TR14105:2001, IDT)
Issued on August 23, 2006
General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China, Administration of Standardization of the People's Republic of China
GB/Z20495—2006/IS0/TR14105:2001 This guidance technical document is equivalent to ISO/TR14105:2001 (E) Electronic imaging "Human and organizational issues involved in the successful implementation of electronic image management" (English version).
This guidance technical document has made the following editorial changes to ISO/TR14105:2001 (E): Delete the second paragraph of the original introduction "It is predicted that by 1997, 50% of workers will use visual terminals (VDT) at work";
Change the original 7.5 in 8.4.1, 8.4.2 and 8.4.3 to "given in 7.5.1.7.5.2 and 7.5.3."
This guidance technical document is for reference only. Suggestions and opinions on this guidance technical document should be reported to the administrative department of standardization of the State Council.
This guidance technical document is proposed and managed by the National Technical Committee for Standardization of Document Imaging Technology (SAC/TC86). This guidance technical document was drafted by the Fifth Subcommittee of the National Technical Committee for Standardization of Document Imaging Technology. The main drafters of this guidance technical document are: Li Mingjing, Huang Yafei. This guidance technical document is published for the first time.
GB/Z20495—2006/IS0/TR14105:2001 Introduction
The development of computer technology has greatly improved the efficiency and speed of data processing. By reducing human intervention and improving individual productivity, computer automation systems can effectively reduce the demand for employees. Ironically, people have been paying close attention to improving the productivity of systems and operators, but have ignored innovative methods that can maintain personnel productivity in the long run. Recent advances in understanding and implementing ergonomic principles provide a comprehensive framework for the design, implementation and use of ergonomic computer systems. The development and application of computer technology has had an impact on most of the workforce. The huge growth in the use of visual terminals has prompted researchers to begin studying its impact on their users. A standards organization and an organization specializing in human factors have jointly published a document on human factors engineering in visual terminal workstations. This document mainly discusses the design of visual terminals in applications such as text processing, data entry and query, the selection of office furniture, and the coordination of office environments, and provides acceptable situations and conditions from an ergonomic perspective. The International Organization for Standardization has also proposed a 17-part standard (ISO9241) that defines the hardware requirements (parts 1 to 9) and software requirements (parts 10 to 17) for visual terminal systems. The trend of standards and regulations reflects the lack of widely recognized practical guidelines for the design, implementation and application of visual terminal systems. These private and official guidelines provide suggestions and requirements for the selection and use of visual terminal systems. It is worth noting that the ergonomic requirements for electronic image management systems are different from those for standard visual terminal systems. This difference is mainly reflected in the need to redesign image-driven tasks (that is, the need for people to interact with image systems and use less paper), which requires special considerations for system implementation and environment. An increasing number of research reports show that the use of information technology to transform business is far from satisfactory. This deficiency is not due to technical limitations, but to incomplete consideration of human and organizational issues. Some management experts believe that "effective management of people is the key to the successful application of new technologies. However, when managers make technical decisions, they often ignore the important factor of "people" or realize it only after the fact. Experts in the field also point to a recent study that found that 16 of 20 organizations that adopted a new office automation system failed in some way. The reasons included: the information management department delayed the project by several months; costs exceeded the plan; end users could not operate the system correctly, did not use it at all, or even openly destroyed the system. What is the common denominator behind these reasons? The answer mainly includes the following human factors: the system did not meet the needs of the organization; leaders did not advocate for the use of the new system; senior management did not fully understand the implementation plan of the system. The problem of implementing new technology may be summarized by a case study of five office automation systems: "System implementation is not about what is done, but how it is done." This guidance document systematically raises and discusses the issues of human engineering and related organizational management, and explores the system selection criteria, system implementation criteria, and system operation criteria in the electronic image management system. 1 Scope
GB/Z20495—2006/IS0/TR14105:2001 Electronic imaging Human and organizational issues involved in the successful implementation of electronic image management
This technical guidance document provides a framework for understanding and maximizing the human factors associated with the successful implementation of electronic image management (EIM) systems.
This technical guidance document focuses on perceptual, physical, organizational and human factors as they apply to usability standards for the development, selection and implementation of imaging technologies. This technical report provides a basic framework for understanding the basic issues and concepts of organizational factors, human factors and ergonomics in EIM systems. It applies the principles of socio-technical system theory to introduce EIM into an organization. It applies human factors and ergonomics principles to the development and selection of usability standards for EIM equipment, the resolution of environmental and implementation issues, and training to improve long-term productivity. 2 Normative references
The clauses in the following documents become clauses of this technical guidance document through reference in this technical guidance document. For any dated referenced document, all subsequent amendments (excluding errata) and revisions are not applicable to this technical guidance document. However, parties to an agreement based on this technical guidance document are encouraged to investigate whether the latest versions of these texts can be used. For any undated referenced document, the latest version applies to this technical guidance document. 1 ISO9241-10:1996 Ergonomic requirements for office work using visual terminals (VDTs) Part 10: Dialogue principles ISO9241-11:1998 Ergonomic requirements for office work using visual terminals (VDTs) Part 11: Usability guidance 3 Terms and definitions
The following terms and definitions apply to this technical guidance document. 3.1
culture
A pattern of beliefs and expectations shared by all members of an organization. Note: Such beliefs and expectations generate norms that can strongly shape the behavior of individuals and groups within an organization. The culture of an organization specifies some behavioral norms that are consistent with the values and beliefs of the organization. 3.2
Ergonomics
Human factors
An applied science that studies, designs and improves equipment, work and environment to meet human capabilities and limitations and improve safety and comfort.
Flicker
The phenomenon of image instability caused by fading and refreshing of the phosphors that produce characters on the display screen. Note: Flicker-free images give people the feeling of stable images. 3.4
Glare
Visual discomfort and/or reduced clarity caused by excessive changes in brightness between objects in the field of vision. 1
GB/Z20495—2006/IS0/TR14105:20013.5
Invisible grid invisiblegrid
Special indentation to indicate various levels of information, as well as blank lines and spaces that organize related information together. 3.6
operations
business processes that achieve organizational goals.
readiness
the willingness of employees to voluntarily accept changes in their occupations and work environments. 3.8
repetitive strain injury
repetitive strain injury
a medical condition of a joint caused by repetitive motions that are often rapid, forceful, or extreme. Examples include tendinitis and carpal tunnel syndrome. 3.9
visual display terminalVDT
an electronic device consisting of an input device (such as a keyboard or mouse), a monitor assembly (such as a cathode ray tube), and a connector to the computer's central processing unit that visually displays information transmitted to or stored in the computer. Usability and Ergonomic Interfaces
4.1 Overview
This clause provides a basic framework for evaluating the ergonomics of user interfaces for electronic imaging systems. 4.2 End-user analysis and usability
In order to create any imaging application that is appropriate for the user's behavior, the developer must understand the combined capabilities and limitations of humans in terms of perception, learning, memory, and attention. This analysis is an essential component of the redesign process from conventional paper document processing to electronic image management (EIM) system implementation. The creation of ISO9241-11:1998 ensures that this understanding becomes part of the VDT development protocol. ISO9241-11:1998 discusses usability requirements specifications and provides two forms for communicating and understanding the factors that determine usability. ISO9241-11:1998 emphasizes the importance of end-user requirements analysis because the tasks to be completed using a product, user characteristics, environmental conditions, and the characteristics of the product itself are equally important in determining usability. ISO9241-11:1998 provides guidance on how to clearly describe the use environment and usability measurements. The resulting usability requirements specification should usually include the following parts:
a) The name and purpose of the product.
Usage scenarios, including:
1) expected users (skills, knowledge and physical characteristics); 2) environmental requirements;
3) task description.
Usability measurements for specific scenarios:
1) effectiveness;
2) efficiency;
3) satisfaction.
Consumers of imaging system technology should carefully review the proposal of the EIM system provider to ensure that it includes an end-user analysis of the specific system. This analysis should be the basis for the conceptual design of the system user interface and usability verification testing. 2
4.3 Ergonomic standards for selecting electronic imaging systems GB/Z20495--2006/IS0/TR14105:2001 This section of the principles is based on five basic characteristics that make the application interface practical and easy to master. The five characteristics are as follows: Consistency:
-Simplicity;
Flexibility;
One-User control;
-System responsiveness.
4.3.1 Consistency
Consistency in design means making an application that looks and behaves predictably. Consistency in user interface design has two meanings: internal consistency and external consistency. Internal consistency refers to the consistency of screen displays and behaviors throughout an application (or even between applications). External consistency refers to the user's conceptual model of how an application works. A major computer manufacturer recommends that the user interface should provide the results that the user expects for any action, in accordance with the conceptual model. This can only happen if the application model and the user's conceptual model are consistent. Consistency in user interfaces:
Reduces the user's memory burden;
-Reduces the time it takes to learn the application-Enables users to complete tasks more quickly and easily-Reduces confusion for users who operate multiple applications. 4.3.2 Simplicity
Simplicity in design means making an application that users find easy to learn and use. The fewer concepts, commands, and menus a user must know and study in detail to complete an operation, the simpler the operation process. The actual changes in image applications and platforms reinforce the need for the above end-user analysis. For example, since the graphical user interface (GUI) supports multiple ways of task switching, it is usually appropriate to hide the GUI on an imaging workstation dedicated to completing limited tasks. This can reduce the learning requirements for operators who do not need the GUI function.
4.3.3 Flexibility
The flexibility of an application reflects how well the application can adapt to the needs of users with different professional backgrounds. For example: In order to complete a given task, a flexible application provides some basic menu commands for beginners to reduce their memory burden, and provides some equivalent shortcut keys and basic keyboard commands for professional users to reduce the time of inputting commands and improve work efficiency. Because some imaging production tasks are quite complex and require operators to be well-trained and have professional knowledge, providing multiple input or access mechanisms enables experienced operators to change the interaction mode according to specific tasks and scenarios. 4.3.4 User Control
User control is the degree to which users feel they are directly interacting with the machine in the application. Generally speaking, the higher the degree of control that users feel, the higher their satisfaction with the corresponding program. The user should be allowed to initiate an action, control the interaction process, including terminating any command, easily back out or undo unwanted actions, and set the speed of interaction. For example, some banking and remittance processing graphical systems allow the operator to select a priority keystroke option. This option increases operator speed by displaying the next graphical item after the operator has entered only a portion of the content of the currently displayed item (selectable by the number of keystrokes). However, implementing this option requires that the operator be able to recall the content of the graphical item after it disappears. Providing these user controls to the operator can positively affect satisfaction and performance.
4.3.5 System Responsiveness
System responsiveness refers to the degree to which the system responds to user input. Whenever the user performs an action, the system should provide at least basic feedback indicating that the user's command was received. The system should never leave the user wondering whether the system has accepted their input. This feature is particularly important when the interval between screen updates to display information is long (more than 2 seconds). Ergonomics studies have shown that displaying some visible progress indicator (e.g., hourglass) can greatly increase user acceptance of various delays. 3
GB/Z20495—2006/IS0/TR14105:2001The impact of system delays varies greatly depending on the task. Imaging applications for document management generally allow longer delays than imaging systems for high-speed data input. Imaging systems for high-speed data input should display images faster than operators can process them. Delays caused by anomalies should always provide some visual confirmation and status information. 4.4 Software Usability Checklist
The following software usability checklist provides clear usability criteria for software development and selection. Although these usability intuitions are not specific to EIM systems, they are relevant to them. When evaluating EIM software interfaces, the following issues should be considered to ensure that relevant standards are met and that the user interface meets these standards: a) Is displayed information organized and presented in a clear, usable manner, as measured by: 1) Information is displayed in an expected, natural, and logical (task) order; 2) Readability is optimized (mixed capitalization in text, abbreviations are minimized, and menus and user input areas are clearly distinguished from other displayed information); 3) Command names and menu items are meaningful and distinct, and colors are used appropriately (consistently use four or fewer colors and use the best contrast combination); 4) If possible, online help or documentation is formatted for easy scanning; 5) Drop-down items are organized in a single column and logically grouped; 6) Unrelated or less frequently used information is displayed only when needed. b) Whether appropriate language is used in menu items, commands, error prompts and online help. The criteria for measurement include: the language used should use task-related terms that users are familiar with, rather than system-oriented terms; 1
Do not use specialized terms that are difficult to understand and translate. 2) Whether the application minimizes the content that the user must remember, as measured by: c) Whether the information is displayed in a familiar and directly usable way 1) The application does not require the user to remember to use information displayed on one screen on another screen; when the process requires the system to display an auxiliary screen, the application should visually maintain conceptual clues; 3) The application should prompt command syntax based on the user's request; 4) The application sets useful text labels for screen icons 5) Whether the user interface is consistent, as measured by: The user interface should use the same terminology for a given item, action, or concept throughout the application; 1) The user interface should be consistent in the format and layout of displayed information: The user interface should provide a standard display area for entering commands: 3) The user interface should make the behavior of objects on the screen consistent with the patterns conceived by the user. 4) Whether the application provides sufficient feedback. The criteria for measurement include: 1) Whether the application highlights the selected item; 2) Whether the application informs the user of the success or failure of the operation requested by the user; 3) When an error occurs, the application should provide understandable information, including an explanation of the cause of the error and user-operable remedies. 4) Suggestions for remedies.
f) Whether the application is easy to operate and exit. The criteria for measurement include: 1) The application provides a single button or display for returning to the start; 2) The operation method is clearly visible; 3) Whether the application structure is optimally configured according to the most common or important user tasks and can be naturally sorted (according to experience, cultural rules, etc.); 4) The menu structure does not require the user to access three or more levels of menus to perform a task or access (store and store) information; 5) The user can return to the previous menu with a simple keystroke; 6) The user can exit at any point in the application; 7) The exit method is clearly specified.
GB/Z20495--2006/IS0/TR14105:2001 Whether the application provides operation shortcuts for advanced users, the criteria include: g)
1) The application allows users to abbreviate command names; 2) The application allows command input or shortcut keys to replace menu selection. Whether the application is robust and can prevent the results of unexpected operations, the criteria include: h) Www.bzxZ.net
The application requires users to review and confirm destructive commands; 1)
The application requires users to review and confirm common actions; 2)
Exiting the application without user confirmation will not result in data loss; The application can accept user input regardless of uppercase, lowercase or mixed letters. 4)
Whether the application meets the human factors criteria and makes data entry easier to complete, the criteria include: i)
The application obtains data on the first input (users do not have to re-enter); 2)
The application breaks long strings of data into manageable data blocks; 3)
The application does not require users to enter leading zeros; 4)
When errors are found, users only need to re-enter the information that needs to be corrected. 5 Ergonomics in the Workplace
5.1 Overview
From the perspective of people's actual needs, the use of document image management systems has brought about a huge change in the working environment of staff. People who originally mainly used paper documents to complete their work have developed their own specific operating procedures to complete their work through the use and management of paper documents.
While various office environment conditions (such as lighting conditions, glare, afternoon reflected light, seating and work surfaces, etc.) are suitable or acceptable for people who work on paper documents, the same conditions may be very problematic for those who sit at their workstations for long periods of time. For workers who use workstations with low-resolution monitors infrequently, short-term use can avoid or tolerate lighting and physical problems. However, for those who use the workstation as their primary means of work, the same conditions may be unbearable. Cognitive ergonomics plays an important role in the design and productivity improvement of electronic imaging systems. Human-machine systems always consider the cognitive processes involved in using the system or completing tasks. An effective and widely adopted system development protocol begins with an analysis phase. This phase usually includes an end-user analysis or task analysis to identify cognitive and physical requirements for existing work practices. The construction of a conceptual model is to convert the user's task strategy or cognitive structure into a basic framework for designing a new user interface. Cognitive ergonomics plays a key role in the development of user-centered computer interfaces. Human-machine interfaces reflect an understanding of the user's behavior, knowledge, and preferences. For example, in an EIM system, it is possible to provide a semi-automated index to help people scan and store documents. This semi-automated index can be created by office personnel to classify document materials by category and origin before digitizing and scanning. Each document can be assigned a code. During the indexing process, the user specifies the code for the document category and the EIM system displays the corresponding screen content. If two or more documents are produced by the same office, the system will retain some of the information (for example, the details of the company that issued the invoice) to avoid duplication of this information. This type of indexing system is not useful for every organization, for example, in a parcel shipping company, the user's invoice must be scanned into the management system immediately. Cognitive ergonomics helps match the needs of users with the business organization and easy-to-use software and hardware. Physical ergonomics applies industrial and engineering operating principles to the design of workbenches and tools. Also known as occupational biomechanics, it can be defined as the study of the interaction between workers and tools, machines and materials to improve the worker's work performance while reducing the risk of future musculoskeletal diseases.
Applied to electronic imaging systems, physical ergonomics considers both computer hardware and environmental requirements. Hardware standards specified by ergonomics include the quality (and readability) of the imaging display and the keystroke force required by the system keyboard. Environmental conditions include the requirements for the surrounding environment, work lighting and workstation layout (e.g., work surface, chair, etc.). The remainder of these clauses comprehensively discuss the system hardware standards and environmental recommendations for workstation layout, while providing guidance on considering the physical workplace and related ergonomics. 5.2 Imaging system as a video terminal (VDT) workstation: Imaging system hardware requirements The national standard for ergonomics of video terminal workstations applies to VDT tasks and applications including text processing, data entry and data query. From the perspective of tasks and applications, the imaging system workstation is a VIDT. The following clauses extracted from the literature systematically define the hardware and environmental requirements for VDTs. Imaging system hardware requirements include the following: Image display requirements;
-Graphics resolution requirements:
Keyboard requirements,
5.2.1 Image Display
Image displays should be flicker-free for at least 90% of a sampled user population under actual use conditions. It is recommended that claims of flicker-freeness be supported by controlled experiments or physical testing. Generally, image display refresh rates greater than 70 Hz (regardless of polarity) produce stable and flicker-free images.
The legibility requirements of imaging systems are driven by business needs. The legibility requirements for medical imaging systems (i.e., x-ray systems) are very different from those for high-speed data capture systems. The best image processing methods designed for medical applications (including, for example, resolution, grayscale, thresholds, etc.) used for high-speed data capture will, by design, produce unacceptable image quality. This again emphasizes the need for end-user analysis of the system for developers and customers of imaging technology. There is an important distinction between image clarity and image quality. Often, what is aesthetically pleasing image presentation may result in reduced operator efficiency. It is particularly important that the image processing and display technology selected reflects the needs of the operator for the specific task. Generally speaking, according to the principles of signal detection theory, image representation methods used for high-speed data entry should suppress the background and highlight the information being input. This is usually accompanied by reducing the grayscale level, creating a light background with dark characters. However, a potential problem with two-tone systems that only display black and white is that they are too dependent on thresholds. For example, if the top of a character "9" is binarized to white, the character "9" may appear as the character 4.
No matter what the imaging application task requirements, before implementing a new imaging system, it should be evaluated against specific acceptance criteria to ensure that the image clarity is sufficient for the specific task. 5.2.2 Resolution
The resolution of a visual display is a measure of the ability to display the smallest discernible detail. The generally accepted metric is the modulation transfer function area (MTFA). The MTFA value of a display should be no less than 5. Research has shown that there is a correlation between the MTFA value of a video display and the visual performance of the display. 5.2.3 Keyboards
Recently, alternative keyboard designs have received a lot of research and engineering attention. Alternative keyboard designs attempt to improve biomechanical and neuromuscular efficiency by changing the shape of the keyboard, the configuration of the keyboard surface, and the force required to strike the key. These keyboards are being investigated to verify the proposed benefits. There are two basic layouts for alphanumeric keyboards: characters 1, 2, 3 at the bottom of the keyboard (standard numeric layout) and characters 1, 2, 3 at the top of the keyboard (telephone layout). Characters 1, 2, 3 at the bottom of the keyboard have become the de facto standard for numeric input.
The keyboard surface and keycaps should have minimal reflectivity to reduce glare. The maximum vertical displacement of the keys should be between 1.5 mm and 6.0 mm, with a range of 2.0 mm to 4.0 mm being ideal. The force required to strike the keys should be between 0.25 N and 1.5 N, with a range of 0.5 N to 0.6 V being ideal. 5.3 Health Issues
The changing size of people requires that workstations should be adjustable. The study of changes in human body size is anthropometry. The discipline defines two overlapping bell-shaped curves to describe the full range of sizes from the shortest woman to the tallest man. Figure 1 shows that a humanized workbench requires three independently adjustable elements: a) chair; b) keyboard; and e) display screen. First, adjust the workbench chair. When you sit in the chair and put your feet on the ground, your knees should form a 90° angle. Next, adjust the height of the keyboard surface so that your elbows form a 90° angle. Finally, adjust the height of the display surface so that when you look straight ahead, your eyes are approximately at the same level as the top of the image display screen. It is important to note that humanized adjustable workbench equipment will not provide any benefit to an operator who has not learned how to adjust the workbench. This clause considers the following environmental requirements: Lighting;
Acoustics:
Work surface:
Work chair.
Figure 1 Work surface chair, keyboard and monitor (a means adjustable) 5.3.1 Lighting
Perhaps the most important environmental factor for a computer recording system is lighting. The philosophy of "more is better" does not apply in this case. VDTs emit their own light. As ambient brightness increases, the contrast and associated clarity of information displayed on the VDT decreases. This has a significant impact on work efficiency. Therefore, the computer input environment should be dimmer than a typical paper-based work environment. However, ambient brightness is not the only lighting issue to be considered. Glare is also an important factor to consider, and these issues are easily addressed by appropriately adjusting the placement of the VDT relative to fixed lights and windows. Illumination parameters should meet the needs of the task at hand; imaging environments require lower ambient brightness than paper-based work environments. The recommended brightness for paper 7
GB/Z20495—2006/IS0/TR14105:2001 quality work environments is between (200 and 500)1x. The recommended brightness for imaging environments is between (200 and 400)1x. Overhead lights should provide primarily vertical or downward light distribution. The illumination angle should not exceed 45 relative to the vertical; this is usually achieved by installing blinds, curved mirrors or columnar lampshades. 5.3.2 Sound
For office environments, it is recommended that the maximum ambient noise be controlled between 45 and 55dB. 5.3.3 Work surface
The height of the desktop should be adjustable, preferably with a separate height-adjustable keyboard. 5.3.4 Work chair
The work chair should be fully adjustable, with a cloth cover and a five-foot base. The backrest of the work chair should be able to tilt from vertical to a 120° angle, provide adjustable lumbar support, and be slightly concave at the level of the chest and back. 5.4 Accessibility for disabled users
National legislation requires that disabled people have equal access to electronic office equipment as non-disabled people. This requirement extends to the use of databases and applications, the ability to manipulate data and related information sources to produce equivalent end results, and to communicate with other system users by sending and receiving information.
Image management systems should accommodate four categories of disabilities: a) visual impairments;
b) hearing impairments;
c) sensorimotor impairments;
d) cognitive impairments.
Allowance is a strategy to improve adaptability. Input redundancy allows the use of devices other than a mouse (e.g., keyboard, voice recognition device, or head-mounted pointing system). Information redundancy presents information in multiple modalities (provide equivalent visual information for all auditory information, and provide equivalent auditory information for all visual information). In a redundant system, the user should be able to choose the way information is input and output. Other methods of providing convenience are listed below: - Provide an alternative method of pressing keys for functions that press multiple keys at the same time (for example, the CONTROL and SHIFT function keys);
- Allow the user to set the keyboard key repeat rate, mouse button repeat rate, mouse tracking speed, and the time window for multiple mouse clicks;
Provide tactile aids to help users find specific keyboard keys; "- Provide a detachable keyboard;
- Provide a keyboard cover;
- Ensure that copy protection schemes do not prevent the use of special devices; - Ensure that the frequency of all warning and error prompts is between 500Hz and 2000Hz; - Provide a means to enlarge (increase) the size of text, reproduce the original text word for word, and adjust the display characteristics such as screen contrast and color;
Provide a means to convert the content displayed on the screen into speech The function of sound or speech; when specific colors must be used in order to understand the displayed information, provide a method for color-blind people to select the display color; allow the user to replace the color with a selected pattern; when the cursor or other display indicator flashes, allow the user to adjust the flashing speed; provide all documents in a usable electronic format; control keys use contact or lever-type devices instead of knobs that need to be held and twisted. Make the control keys have tactile, auditory or visual feedback. Do not use flat plastic film or glass capacitive control keys; place all control keys (including the power switch) no more than 51cm from the front edge of the machine. 8
6 Form design of electronic image management system
6.1 Overview
GB/Z20495—2006/IS0/TR14105:2001The implementation of an imaging system generally requires the redesign of specialized input forms for the system. In some cases, some fields are no longer required. In other cases, several original forms need to be combined into a single, multi-functional form. There are other reasons for redesigning forms, such as when input forms are used using OCR technology. Well-designed forms help improve the quality of the description of the images acquired and read by the system and improve the efficiency of system processing. The designed form needs to meet the requirements of those who will fill out and process the form, including processing by scanning and OCR technology. Therefore, the following factors need to be considered: a) The ease with which users can fill out the form
Clear and unambiguous identification and instructions for each level of learning
The order of information
The number of fields to be filled out
The rationality of the pre-designed answer options
5) The environment in which the form is filled out
b) The needs of users when browsing and processing the form
The ability to detect errors
The consistency between the information expressed on the paper form and the information displayed on the display screen in the corresponding application (e.g., format, labels, etc.);
3) The location of the information.
c) Physical features of the form that facilitate scanning and OCR recognition. 6.2 Create field labels and instructions
Each level of learning in the form must have a clear and concise label and instructions on how to fill out the form. The language used in the form should be appropriate to the level of education of the person filling out the form and should correctly express the professional terms of the specific business or application. If someone misunderstands the words on the form, they may provide incorrect or incomplete information. Make sure if there are multiple interpretations of a given word and if the person filling out the form understands the intended meaning of the words or questions. Each form must have a brief, descriptive title that describes the subject or purpose of the form. In addition, the form must have an identification number. Also, include the revision date after the form's identification number, e.g., "Form 1234 (1/92)\". Place this information in the upper left and upper right corners of the form. This information can be used for other purposes, such as registration or skew correction. As a general rule, a brief description of who, when, and how the form was completed should appear directly below the form title. Detailed instructions may be required, especially if special writing implements (e.g., typewriter, No. 2 pencil, or black ballpoint pen) or a restricted character set (e.g., only all uppercase letters and numbers) were used. If handwriting must conform to a specific format, examples of writing the required characters should be provided. If the form is intended to be read using OCR, additional instructions regarding font and font size should be provided. Detailed instructions for individual items should be placed as close as possible to the headings they describe (e.g., below the column heading). Avoid placing instructions on the back of the form or on the top of the form. Place the field labels above or to the left of the field. Placing labels below the item line may make them invisible when filling in data. Placing labels on the same line wastes space and limits the use of the typist's tab keys because of the variable length of labels. Place titles so that typists do not need to leave a space between titles when entering a form or flip forward to view the title and then flip back to enter it. To make instructions clear and readable, use a mix of uppercase and lowercase letters and choose a vertical font between 10 and 12 points (Roman is better than italics). Also, use paragraph alignment that does not adjust the spacing between words (such as left, right, and center) to keep the same amount of space between adjacent words.
6.3 Information Order
The order of information in a form is related to the design pattern of the form and is very important. It can affect a person's response. For example,
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