Our client is an established Italian software development company that enables technicians to manage, document, and synchronize heating-system maintenance and regulatory tasks—even while working offline. The company collaborates with over 30 municipal authorities and public sector entities to support the installation of thermal systems across the country.
Through centralized legislative and operational support, they ensure the proper execution of heating system inspections, maintenance activities, and verification processes in accordance with Italian regulatory standards.
The client required a dedicated data processing team capable of handling 14,000 inspection forms monthly while accounting for seasonal increases in form numbers and maintaining complete data accuracy. They partnered with us primarily for data entry services and forms processing support.
Key project requirements involved:
The project presented several operational challenges that demanded specialized expertise and scalable forms processing and data entry workflows. Some of the key obstacles were:
We deployed a dedicated team of 10 people working across multiple shifts for six days a week to ensure uninterrupted, quick form processing. The team received specialized training in Italian heating system terminology, regulatory form structures, and handwriting interpretation techniques. To maintain accuracy standards, we implemented ongoing training sessions based on client feedback and updated regulatory requirements, enabling the team to adapt to new form types and compliance changes quickly.
Our team created a uniform data schema to classify and normalize handwritten forms received from multiple sources. Each document was carefully reviewed and digitized before undergoing data standardization.
For incomplete or illegible entries, escalation protocols were created, ensuring no assumptions were made. Every ambiguity was resolved either through contextual analysis or clarification from the client.
Since most inspection forms were in Italian, we deployed multilingual document data entry specialists after they were trained in the client’s industry-specific regulatory and technical terms. This ensured accurate data transcription and interpretation, reducing errors typically caused by linguistic nuances or domain-specific abbreviations.
To standardize varying templates received from over 30 local authorities, we worked closely with the client’s IT teams to define template configuration rules. This allowed seamless integration of data from multiple sources into a unified centralized database, ensuring consistency for all stakeholders.
To achieve complete data accuracy, we implemented a Human-in-the-Loop (HITL) quality control model with three checkpoints: data review during initial forms pre-processing, data validation post entry, and final QA review. Automated validation checks were utilized to validate field formats for serial numbers, inspection dates, and compliance codes, while the subject matter expertise helped in interpreting ambiguous, complex entries. Real-time feedback loops enabled rapid issue resolution and improved forms processing accuracy.
Our forms processing services included continuous monitoring of regulatory updates issued by municipal authorities. Dedicated compliance managers regularly updated forms processing logic and guided the entire team on new inspection codes or regulatory standards, ensuring sustained alignment without operational disruption.
Digitized records were securely transferred into the central database through encrypted channels, with traceable audit trails attached to every batch. Each stage of the workflow was governed by ISO 27001-certified and GDPR-compliant data security protocols (including strict NDAs, role-based access, and secure file sharing) for intellectual property protection and confidentiality.
We established flexible resource allocation and scheduling protocols based on Italy's seasonal heating patterns, thus ensuring consistent turnaround times even during peak periods when form volumes surged to four to five times the usual load.
Leveraging scalable workflows and human expertise, we accurately digitized and processed over 14,000 handwritten records every month while also achieving:
All the records were processed on time with near zero errors.
Streamlined data availability enabled faster regulatory submissions and government reporting cycles.
Strict compliance adherence helped avoid costly fines and administrative sanctions.
Our dedicated data processing workflow eliminated need for additional in-house staff and infrastructure investments.
Our specialized document processing services support global organizations in turning paper-based, unstructured, or legacy records into clean, usable digital data. From invoices, surveys, and forms to archival and compliance documentation, we handle a wide range of data management requirements while ensuring accuracy, speed, and scalability as per your industry needs.
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