Database Creation and Data Extraction of Over 20,000 Documents for a US-based Client

The Client

Flatworld Solutions was contacted by an auditing company based in the United States. They provide audit consulting, tax, and advisory services for both individuals and businesses, and are one of the leading providers of auditing services in the area.

The client had a large database of contracts - most of which were handwritten, as well as some scanned copies - and needed to extract the data and turn it into a digital form. The client was therefore looking for a partner who could extract specific data from these different types of contracts and enter it into a new Excel spreadsheet as a database. They also needed a partner that could work with hard copies if the need arose.

They elected to use Flatworld Solutions due to our rapid response times, experience with data extraction and database creation, and ability to meet the unique requirements of this particular project.

The Challenges

Handwritten contracts often create unique challenges, as the handwriting can sometimes be difficult to read or remain unclear in some way. This meant that there would occasionally be difficulties in reading the client's contracts, which could put accuracy at risk and could potentially cause extraction to be slower than with traditional typed contracts.

The Solution

Finding a way to create error free files was the goal of the Flatworld Solutions team. In order to achieve this, the team put 30 resources to work exclusively on the project. Samples were first created to ensure that the project was being completed accurately, and once approved the team went to work on the data extraction.

The files were uploaded via an FTP secure server for download at the client's end. Once received, the team would put each and very file through OCR, or "Optical Character Recognition" to read the file and turn it into both digital text and editable files. The team first extracted the data, and then moved the extracted data to the Excel sheet to create the new database.

The Quality Assurance Team monitored every file and extraction process to ensure that there were no errors. Files were sent back in batches for immediate review by the client as well.

The Results

Despite facing challenges in reading the files, the accuracy level achieved by our team was 99.5% - well exceeding client expectations. Flatworld Solutions was successfully able to clear the client's backlog of over 20,000 documents in only 45 days, and created a new database that continued to be used frequently by the client. Once completed, the client was highly satisfied, and a long term relationship was created.

For more information about our data extraction and database creation services, contact Flatworld Solutions today.