Services

Project Management

Paperhouse Document Management provides end-to-end project management services specialising in survey projects and forms processing requirements.

Our professionals will manage each phase of your project to deliver superior results, on time and at an affordable price.

We assign one project manager to each client project. The project manager serves as the primary contact throughout all stages of your project. They are responsible for setting and maintaining all schedules, whilst coordinating all internal production services involved with executing your project.

Our quality assurance processes ensure the fulfilment of planned objectives. We work consultatively with you to create realistic timelines and keep you informed at every step of each project.

Design

Paperhouse Document Management has questionnaire design experts that can give your work the ’once over’ to ensure that the questions you ask will give you the answers you want.

We can help you to professionally design and print all materials required to undertake your data collection projects, including surveys, forms, questionnaires, letters, brochures, postcards and envelopes. We provide competitive pricing, fast turnaround and a high quality finish.

We'll help maximise the response rate of your survey project by designing a survey that is well laid out and easy for respondents to complete. We’ll help you select the best print format for the project.

Common survey sizes include A5 cards, A4 single and double sided, 4 page booklets and 8 page centre-stitched booklets. We can custom design the survey in any size and shape to suit your needs and can include finishing options such as perforations, glue stripping and tri-folding.

Printing

Digital proofs are created and supplied back to you for review, amendment and approval prior to printing.

Paperhouse Document Management and its printing partners undertake comprehensive quality assurance checks throughout each stage of the printing process and provide a 100% scannability guarantee on all scannable document printing.

We supply long run and short run print services in both spot colour and four colour process as required, in all document shapes and sizes, including A6 postcards, C4 envelopes, DL tri-folded brochures, multi-page A5 catalogues, A4 information sheets and multi-page A4 questionnaire booklets.

Digital printing is generally the preferred method of obtaining a professional outcome where short run jobs are concerned.

Offset printing will be recommended for the production of OMR scan forms, and where print specifications and project requirements dictate that this is the most suitable method. Offset printing generally produces the most cost effective outcomes where print runs are longer and a high quality colour finish is needed.

Laser printing is used to some extent in most direct mail campaigns, where for instance requirements call for overprinting of a cover letter with variable address data fields on to pre-printed colour offset letterhead stock.

We can create personalised letters using letter texts supplied by our clients and can include: signatures, graphics and barcodes, as well as merging data with your database to produce a complete personalised package.

We support campaigns where only recycled materials are used. A range of recycled envelope options are available in both bleached and natural tones and at very reasonable prices. Talk to us about recycled options for your next mail campaign.

Printing options available include:

• Overprinting – this allows you to identify your respondents and complete fields where information from variable data, such as names, addresses and codes are required. This saves respondents’ time, increases response rates, reduces mail costs and provides back end respondent identification.
• Barcoding – this can cover a range of numbers representing customer type, product type, sales region, account manager, geography, customer spend and a range of other segmentation variables.
• Quality Offset Printing: we supply short and long run offset printer services in both spot colour and four colour process, for all document shapes and sizes. Our offset printing processes allow for the production of documents such as A6 postcards, C4 envelopes, DL tri-folded brochures, multi-page A5 catalogues, A4 information sheets and multi-page A4 questionnaire booklets.
• OMR Offset Printing: offset printing of Optical Mark Read (OMR) scannable forms is a Paperhouse Document Management specialty. We can design and offset print all of your scannable tests, surveys and other form types to work with OMR scanning systems. We guarantee the accuracy of all scannable forms produced to work with all major scanner brands.
• Optical Mark Read (OMR): we can design and print all of your scannable tests, surveys and other form types to work with your OMR scanning system. We guarantee the accuracy of all scannable forms supplied to you and can support all major scanner brands.
• Design & Supply of Custom & Standard Size Envelopes: either as part of a bulk mail or survey project campaign, Paperhouse Document Management can supply the envelopes you need to get your items in the mail and in the hands of intended recipients.
• Standard envelope print sizes include DL, DLX, B5 and C5, both in window face for barcoding and plain face for reply paid services. We can design your envelopes to meet Australia Post standards and include reply paid barcoding artwork where applicable.

Mail Management Services

Our mail management facility covers Australia and international destinations, providing fast, accurate and efficient direct mail house services for projects such as:

• Customer surveys
• Member and alumni surveys
• Social research surveys
• Product launches and sales promotions
• Mailing of brochures and flyers
• Letters and requests for information
• Promotional launches

Survey distribution, fulfilment & mail management services

Finishing and folding of printed materials, collation of mail items, envelope insertion and sealing, and final sorting and lodgement of mail with Australia Post.

Trimming, collating, stitching & folding services

Save time, money, and energy with our many folding services. Properly folded inserts will fit into smaller envelopes which can help reduce your postage costs. It may seem trivial, but folding is an extremely important part of your direct mailing campaign. An incorrect fold could obscure important information or prevent your package from fitting into the proper envelope. Folding your mailing contents yourself by hand will be a drain on your employee resources, which is why it is much more cost-effective to let our production staff do it for you. Folding and finishing requirements may include final trimming of documents, the addition of perforations, as well as folding of printed surveys and support materials in preparation for posting or packing. Many direct mail marketing campaigns can benefit from the folding of items in order to reduce the size of the overall mail piece and thereby achieve significant postage discounts.

Document collation & insertion

Paperhouse Document Management provides collation, insertion and mailing services to cover all of your mail survey and paper project requirements. Mail house services include finishing and folding of printed materials, collation of mail items, envelope insertion and sealing, and final sorting and lodgement of mail with Australia Post.

Personalised document development & printing

We provide services to support the distribution of personalised documents, including printing and mailing of "match mail" letters, application forms and surveys.

Personalised mail can include specific details about a given recipient’s situation, for instance previous donation amounts, products purchased, courses completed and so on.

Personalised solicitations are worth the effort, as they produce better results than generic ones, resulting in a higher response rate. In not-for-profit appeals we can create donor upgrade tables that encourage donors to increase their gift amounts, whilst in education surveys we can use the same technology to pre-fill student specific information and simplify the questionnaire.

Match mail services are required in certain instances where, for example; a letter containing personalised data fields needs to match a separate barcoded request for information or survey form, which has certain fields pre-printed for recipient verification. In these sorts of situations, the recipient will return only the requested document and the barcode will therefore serve as the means of identifying the respondent and merging back updated information.

Bulk mail services

Paperhouse Document Management can barcode your mail and achieve significant postage discounts on your behalf.

Discounts are obtained by using Australia Post compliant barcoding systems. Pre-sorting of bulk mail, preparation and lodgement of paperwork is required to enable faster processing and to reduce postage costs.

Australia Post gives significant discounts for barcoded mail. These discounts can be as much as 50% but in most cases may average around 15 – 20% depending on the size and spread of your mailing list.

The savings can really add up over a number of lodgements, even before accounting for extra cost reductions achieved from reduced returned mail items and improved mailing list data quality.

Response management

Inbound Mail Management, Processing & Inbound Reporting

We log all your incoming mail every day. We can provide reporting of response rates and undeliverable items to update your mailing list, so that reminder mail outs are targeted only to non-respondents and valid addressees.

We can receive your inbound mail and provide feedback on mail items requiring urgent follow-up. For example, you may wish to follow up respondents giving negative feedback related to particular items. This is often referred to as "hot alert processing" and may be applicable in sensitive health research projects, as well as in general consumer research and application forms. You simply supply the business rules around what constitutes an urgent follow up and we'll do the rest.

Regular Response Rate Updates with Paperhouse Document Management  

Do you need to know how your mailout is performing? We can regularly report back to you on the progress of your inbound mail, providing details such as response rates, percentage completion rates and return to sender incidence. Having these live updates gives you the information you need to make decisions around future any follow up mailings, the need for additional mailings, or cut-off dates to data collection and delivery.

Upon return of all inbound mail, we will capture required completed information from returned order forms, surveys and other request for information forms. All captured data and images are then linked back to recipient identifiers or merged to your existing database to facilitate further action.

Data Capture

We offer:

• High speed data entry
• Scannable forms processing
• Manual key punching services
• Double keying with adjudication
• OCR (Optical Character Recognition) scanning of closed response items
• Intelligent character recognition on machine  print
• Key from image of open ended comments & please specifiers

Manual data entry

When a paper form or questionnaire is not printed in a scannable format, manual data entry is required. At Paperhouse Document Management  we have a team of experienced data entry people for these projects.

Most projects involve single-keying (single pass) and checking by a supervisor of every 10th, 25th or 50th form, depending upon the particular project and its budget, to achieve 99% accuracy.

For high integrity projects, we offer double keying and data merging to ensure near 100% accuracy of data entry.

Our data entry services are especially suited to:

• Some survey projects
• For contact names and addresses
• Competition entry forms
• Business application forms
• Member subscriptions
• Feedback forms

Optical Mark Read scanning

Optical mark read (OMR) scanning is a good method for fast, accurate data capture from surveys and other data collection instruments. There are many situations where OMR scanning is applicable and thus saves time and money.

OMR scanning enables both the capture of quantitative data quickly, and the subsequent verification and entry of flagged open and closed response fields requiring further checking and coding.

Sometimes respondents don't complete your forms correctly. Our OMR scanning systems can check questions for correct completion and route for checking and resolution where required. Unique IDs and other critical fields may also be programmed for verification to ensure data integrity is maintained.

Pre-defining data outputs will not only result in more accurate data collection. It will also get you thinking in the early stages about how your data should best be captured for presentation and reporting purposes.

Mixed mode: manual data entry plus OMR

We capture quantitative and all other closed response data fields through OMR (optical mark read) technology. OMR is an advanced method of data capture, which involves the technology of electronically extracting data from marked fields, such as checkboxes and fill-in fields on printed forms. It is widely acknowledged as the most accurate process for collecting closed response data. Editing and validation options during survey form scanning will further heighten the quality of your data and reduce the need for onerous backend data processing. We continually monitor and calibrate our OMR scanning equipment to certify accuracy.

Open-ended response fields can be provided on-screen for highly efficient transfer to data files. This is known as ‘key from image’ and is the most accurate and efficient method of capturing open-ended survey form data. Full-page, archived images of survey form pages are an option for uploading, viewing and linking to customer files. Barcoded data can be instantly captured to determine the depth and split of respondents and applied back to image and data files for identification and retrieval.

Delivery of data back to you

Your data can be delivered in the appropriate format and file type to suit your preferred database program or statistical package. Talk to us about the optimal data file structure and preferred file format to work in with your requirements, to help make your processing / reporting job a little easier.

Analysis and reporting

Although traditionally not offered by a paper handling company, Paperhouse Document Management  can call upon human resource and market research consultants who are experienced in the numerical and statistical analysis of survey data, and in writing interpretative reports. Call us for more details.

Scanning & indexing of images for archival & retrieval

Paperhouse Document Management  can simultaneously capture your data contained within a given form, and a full page image of the form itself, with the ability to include data captured from the form within the name of the image file.

We can supply searchable image files linked to survey and other data sources, allowing you to quickly and easily review images of all respondents’ documents against their digital information.
We can scan your paper files to images and index all of your image files under existing file names for easy retrieval. Image file size and quality can be adjusted according to your storage requirements. Available file formats include jpeg, tiff and pdf.

Data Delivery and Reporting

Paperhouse Document Management often delivers data in standard formats directly to clients, for reporting and analysis in line with predetermined research objectives. Data file formats and record layouts are provided in accordance with project specifications, to enable batch uploads to your favourite statistical analysis program.

Favoured data file formats include .DLM, .CSV, .DAT , .XLS and .SAV / SPSS files. Data can be provided on physical media or delivered by secure FTP.

In most cases some degree of post processing quality assurance checks are undertaken on data prior to delivery. These are generally agreed during the development of data outputs specifications and may include spelling and grammar checks, validations on e-mail and postal addresses, as well as final checks on all fields for relevant data ranges and values.

We can make your data available online over the web and provide custom database and software development services.

Alternatively, we can offer an array of analysis and reporting services to turn data into useful information. Customised sets of reports are provided according to project specifications.

From simple statistics such as mean, mode and standard deviation through to advanced reporting including cross tabulations, multi-variate analysis, and data representations via pie charts and bar charts. Longitudinal graphing and charting can highlight changes in satisfaction levels over time using a variety of deviance techniques.

Custom Reporting

The company uses a variety of analytical and statistical packages, including SPSS, Statistica, Statpack, Access, Crystal Reports, as well as the usual office products (Word, Excel, etc).
Statistical analysis usually follows these steps:

1. Checking all variables for out of range values and re-coding where necessary. Scaled data collected through Survey Manager is validated at input time and will contain no errors.
2. Recoding missing data. This will either be discarded in most analyses, or replaced by appropriate values (usually the median or mean) as determined by the analytical procedure being used. Data collected through Survey Manager will contain no missing data. 
3. Calculating initial descriptive statistics, eg means, frequency counts and standard deviations.
4. Apply multivariate techniques to probe for further structure within the data, including factor and cluster analysis, and multiple regression analysis.
5. Apply tests to appropriate variables to determine any significant differences between distributions, based on pre-determined demographic variables. For example, are there any significant differences based on age, location, gender, etc? The statistic used will be ANOVA or t test, depending on the number of groups within a demographic variable.
6. Graph results according to standard profiles with results plotted against benchmarked data.

Textual analysis using Leximancer

In our experience free text responses provide a valuable insight that cannot be obtained from using quantitative questions only.

Paperhouse DM has two text analysis software engines: SPPS for surveys and Leximancer.

Once in written form and for large projects, we can analyse text from questionnaires, interviews or focus groups using sophisticated textual analysis tools. We use one of two software systems: Leximancer for large bodies of texts and SPSS Analysis for Surveys for text in small blocks such as obtained typically from quantitative questionnaires.

Taken together, this gives us the ability to build dictionaries from collected data and to provide a range of interpretations including maps of associated concepts and themes. This provides our researchers with a range of information including concept relationships, occurrences (in the form of statistical information), as well as demographic and longitudinal differences.

In addition, Leximancer allows for data mining, whereby textual information is interrogated with new words and themes, and new insights are generated.

We normally produces a final report consisting of:

1. Executive summary
2. Overview of study
3. Methodology, including explanatory notes on the outputs, including summary index methodologies, dataset specifications, a report on data cleaning, a report on data checking undertaken
4. Respondent profile and how/if weighting has been applied
5. Key findings, including explanatory charts and graphs
6. Other tables and analysis as required
7. Conclusions (where requested)
8. Appendices, eg, detailed data tables, data collection templates such as questionnaire, verbatim text, and respondents involved (where appropriate).