The paperless dream becomes reality

The paperless office has always been a bit of a dream. Computer technologies in the early days were never that reliable and office managers found that instead of reducing the paper mountain, the computer often added to it.

However, it would seem that the age of crew wandering around the ship carrying out their various duties with clipboard and pen is now over. Data capture systems not only remove the need to transpose information from one source to another, such as clipboard to computer, but they offer improved safety and security at an affordable cost.

Jennefer Tobin, director of Datatrac, says the company is working closely with ship owners and the MSA to bring NASA style data capture technologies to the shipping industry at a time when, because of stricter security and legislation governing accountability, the industry really needs it.

There are two differing technologies ? the first is based on contact memory tags and the second on digital pens and paper.

The contact memory tag is a well tried and tested technology. The version Datatrac favours is manufactured by Oxley Developments Company and has already been accepted by the Ministry of Defense in the UK for deployment on the new Bowman radio system.

The tag, which is an inert chip housed in ceramic and covered in metal, has a unique identification number and is dormant until ?woken up? by the reader. The reader passes a small current through the tag setting off the ID number input function. The tags are made with varying amounts of memory up to 64Kbytes ? equivalent to four sheets of A4 paper. It will withstand all weather, temperatures from ?120 degrees to +50 degrees, oil, and harsh situations and is guaranteed for up to 100 years.

The operator first identifies the tag through its serial number. From this ID the operator can then carry out the tasks required of that particular piece of equipment. This is achieved through a series of drop down menus. The reader will record the serial number of the tag.

Test certification

The 64Kb of memory is ideal for carrying the Test Certificate for any equipment, such as lifting tackle that requires up to date certification for it to be operated under H&S and LOLER regulations. No longer will it be necessary to have paper documentation available before equipment can be used ? particularly relevant where the equipment is portable. On first certification, the original document is held on main computer. It is then copied via the handheld reader to the tag on the equipment. Thereafter on completion of tests the updated data is copied to the tag via the reader and the certificate is updated on synchronisation. Data is uploaded to the parent computer via a cradle.

Maintenance

It is possible to download onto the reader, maintenance tasks from a maintenance system held on the parent computer. This allows job cards to be held on the reader. For example, the tag could log equipment running hours and past servicing, including parts replacement. It could also include assembly diagrams or, in the case of junction boxes, wiring diagrams.

On arrival at the equipment the reader identifies the ID of the tag. The screen then shows the work. The record of completion is made through a series of drop down menus. On completion, the data and certification are updated on the tag to reflect that the work has been carried out.

On return to the parent PC, the reader is synchronised and the database and the master certificate are updated ? all without the use of paper or keying of data. Records of who did what and when maintenance and certification renewal were carried out are then on the equipment and in the database. As there is no break in the link between the identification on the equipment and the documents, the tag is proof of identification and certification.

Magic pen

The second technology enables the written word to be captured by a pen and uplifted into the computer providing an exact facsimile of the document written. From this, data can be abstracted and exported for analysis. The technology works through a paper that is marked with carbon dots and a pen that ?navigates? its position in relation to the dots. The result is the ability to record into the computer exactly what is written.

This technology is operated at two levels. The first produces a facsimile of the original document and a typical use would be to record compliance activity. The second takes the handwriting, digitises it, exports it in XML form and, for example, records it in an operational Excel Spreadsheet. In both cases all actions are automatically time and date marked. Applying this technology will obviously make the data available for any reports that may be required or the data can be exported to a database for comparative analysis.

Document facsimile

This level is used when it is necessary to produce evidence of actions that prove compliance and, in particular where actions have to be recorded as they occur and which require increased activity in their handling. This system would remove all the paper documents.

When the pen writes onto the paper form the writing is recorded and a picture of the pen strokes is recorded in the memory of the pen. On synchronisation those pen strokes are superimposed onto a digital version of the original paper form. This creates a “jpeg” file that can be read, e-mailed and stored through normal windows applications. The form template with the Anoto paper is then put under a laminate cover. It is then not necessary to create any paper because the form can be re-used. This has many applications.

The second application is to apply handwriting recognition to the documents and thus lift the written words, figures, signatures etc out, digitise them and record them into Excel Spreadsheets, where they become available to view or export into any database.

A template is programmed onto the Anoto paper as level 1 forms with the addition that areas on the form are designated and programmed to receive data that can be extracted. The form as a whole is reproduced as a jpeg file and can be stored or distributed in the same manner as Level 1.

The data inserted into the designated areas is extracted and converted into XML format and is placed into a holding Excel spreadsheet or any brand of database.

The second level is applicable where, at present there is a man/computer interface that is written and subsequently keyed into a system for the data to be analysed. A typical example is where readings have to be taken during a daily tour of equipment. The record is gathered as the data is written eliminating the need to key into a computer. The daily readings from a vibration/heat/sound/atmosphere and any other analysis reading would be suitable for this level of recording.

The pens, made by Logitech, can be bought from any PC supplier and will continue to drop in price. The chips cost around US$3.7 each without memory and about US$7 for 64Kb and are guaranteed for 100 years ? a little longer than paper! The reader is mounted into a Palm Pilot with a rugged case. So, considering these sorts of advantages, it is not surprising that the owners are falling over themselves to install the technology, particularly as they can also claim it?s very environmentally friendly. Stena and James Fisher are already employing the technology and The Motor Ship is confident that this is only the beginning. n