Data Entry and Digitisation: Paper Forms, Scans and Documents to Clean Datasets
If your data are still on paper or in scanned documents, we turn them into structured, checked datasets, ready for analysis.
What this service covers
- Entry of paper questionnaires and forms into Excel or SPSS templates
- Template design with validation rules to prevent impossible entries
- Double entry or random verification to estimate error rates
- Transcription of tables from reports and PDFs
- Handling of illegible, ambiguous or blank responses with agreed rules
- Digitising coded responses and open-ended answers
- Delivery with an entry log and error report
Quality comes from the template
We start by designing an entry template that mirrors the questionnaire, with drop-down lists, allowed ranges and required fields. Validation at the moment of entry prevents many errors that are painful to find later.
Checking accuracy
Errors during data entry are inevitable, so we measure them. For critical studies we use double entry and compare the two versions; for others we verify a random sample against the originals and report the error rate. Illegible entries are flagged rather than guessed.
Confidential material
Paper data often contain personal information. We handle files confidentially, advise removing direct identifiers where possible and delete working copies after delivery on request.
Next steps
After entry, data usually go through cleaning and validation and coding, then survey data analysis. If you need to combine entered batches, see merging and reshaping.
How the work runs
- You send scans or photos and the questionnaire.
- We build the template and agree handling rules.
- We enter and verify the data.
- You receive the dataset, log and error report.
What you receive
- A structured dataset in Excel, CSV or SPSS
- The entry template with validation rules
- Entry and verification log
- Error rate estimate
- List of illegible or ambiguous items
Frequently asked questions
How do you ensure accuracy?
Validation rules at entry, plus double entry or sample verification depending on the project.
Can you read handwriting?
Mostly yes, but unclear items are flagged for your decision.
What formats can I send?
Clear scans or photos in PDF or image formats.
How is confidential data handled?
Treated as confidential, used only for your project, and deleted on request after delivery.
Can you digitise tables from PDF reports?
Yes, with checks against the original.
Do you enter open-ended answers?
Yes, as text, ready for coding or analysis.
Related data cleaning & preparation services
Data Cleaning & Validation
Duplicates, errors and inconsistencies fixed, with a full cleaning log.
Coding, Recoding & Codebook Creation
Labelled variables, derived scales and a clear codebook.
Merging & Reshaping Datasets
Joins, appends, key matching and wide-long conversion.
Data Cleaning & Preparation Services
See every data cleaning and preparation service we offer.
Also related: Questionnaire design and sampling