Scanning paper records

Once patient questionnaires and paper CRFs have been completed and returned to you by respondents, they need to be converted into an electronic image.

This is achieved by scanning paper records into automated data capture software, which automatically receives the form images directly from a high-speed document scanner.

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Intelligent document scanning

Once the documents have been captured directly from the scanner, they are turned into batches for document recognition and data extraction.

During scanning, the image will undergo image pre-processing to check scan quality. This includes checking legibility, barcode readability, page size, presence of cornerstones, etc.

In addition to directly connected scanners, our data capture software can capture documents from multi-function printers (MFPs), fax, eMail, and the web.

Furthermore, you do not need to send patient questionnaires to a scanning bureau, as the data capture system enables on-site scanning of paper case report forms.

Document scanners

ePC can provide recommendations and supply a range of hardware, including high-throughput document scanners and servers, to support our clinical data capture systems.

Our high-volume document scanners (see below) start at 30 pages per minute and go up to over 200 pages per minute. This means the data capture system will scan paper CRFs in minutes – even data from large clinical trials will be captured quickly. There is no need for manual sorting – the system will do it for you, saving you even more time.

Our recommended scanners can scan in duplex and colour while supporting automatic sheet feeders with a capacity from 50 pages to several hundred. We also have specialist solutions for drop-out inks, special paper and endorsement (printing scan dates or references on the page as it scans) if required.

Canon DR-C240

Max page size: A4
Pages per minute: 45
Feeder capacity: 60 pages
Max daily throughput: 2,000 pages
RRP*: £650

Kodak Alaris S2070

Max page size: A4
Pages per minute: 70
Feeder capacity: 80 pages
Max daily throughput: 5,000 pages
RRP*: £800

Kodak Alaris S2085F

Max page size: A4
Pages per minute: 85
Feeder capacity: 300 pages
Max daily throughput: 20,000 pages
RRP*: £2,500

Canon DR-6030C

Max page size: A3
Pages per minute: 80
Feeder capacity: 100 pages
Max daily throughput: 10,000 pages
RRP*: £3,800

Kodak Alaris S3120 MAX

Max page size: A3
Pages per minute: 120
Feeder capacity: 500 pages
Max daily throughput: 60,000 pages
RRP*: £6,500

Kodak Alaris i4850

Max page size: A3
Pages per minute: 160
Feeder capacity: 500 pages
Max daily throughput: 125,000 pages
RRP*: £22,000

*Prices may fluctuate, please call + 44 (0)3300 100 000 for an accurate quotation.

Scanner maintenance

A technical support package is available, including telephone and email assistance, to help set up and maintain your scanner.

Additionally, we can offer maintenance cover for your scanner in the event of a hardware malfunction. This option means we will supply loan equipment of equivalent or higher specification until repairs on your scanner are complete.

Electronic data capture

With the optional eForm module, eClinical can be used as a hybrid paper and electronic data capture (EDC) system.

Your paper form templates can be exported from the CRF designer as rich HTML or PDF eCRFs for participants and sites to intuitively fill-in on screen and submit using only a web browser.

Once complete, with your data rules enforced, the user may submit their eCRF electronically and/or print it for an ink signature. The printed CRF can later be posted or faxed back as a traditional paper form with the electronic data received immediately.

When electronic and/or paper forms are returned, they go through the same verification process before validated data is exported to your Trial Master File (TMF) or clinical trial management software (CTMS).

Whatever the data collection method, the data capture system captures and collates all CRFs from different sources, ready for processing.

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