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Forms Data Capture – Helping a Hospice with GDPR Compliance

The introduction of the GDPR is getting closer by the day and there’s a lot of work going on right now to get permission from hospice supporters for continued contact after the GDPR introduction date on May 25th, 2018.

One hospice that we have been working with has tackled the problem by sending all their supporters a short survey inviting them to respond with their contact preferences.

Quantor’s role has been to help with the design of the form, set-up a dedicated PO Box for the responses, receive the completed forms and then scan and automatically capture the data from each form to provide a data file to update the Hospice’s donor database. Images have also been provided in PDF format so that each supporter record has a copy of the completed form attached.

Forms Design
Working with the Hospice, several versions of the form were tried out before the final version was agreed.

The form is made up of areas for an email address and telephone number, as well as tick boxes for preferences and there is a free text area for any additional comments.

An important part of the form is the data matrix barcode which is printed on it to identify the sender of the survey form so that it can be linked back to their record in the Donorflex database.

PO Box Service
A dedicated PO Box was set-up with the Hospice name in the address. The responses were delivered directly to Quantor via the PO Box for the scanning and data capture process.

Each day the Royal Mail delivered the completed survey forms, which were logged and then scanned to capture the data.

Forms Processing
Using special forms processing software, the information on the forms is converted to a text file that is used by the Hospice to update its supporter’s preferences.

When all the work for the day is completed the PDF images and the database records are ready for importing to the Donorflex database.

Further Information
If you would like to know more about the Quantor forms processing and data capture service then please contact us.