Instructions for Digital Slates and Envelopes

 

Excel Photo has several options for submitting a digital capture job, but if you’re planning on having us create the data files, there is one way to ensure the integrity of your data. Modification of your sales envelope or order form that is distributed and collected from players/students on photo day can make a world of difference in the level of accuracy and legibility of orders. Our goal is to move all customers to the same format of envelope to improve accuracy rate. The envelope that we recommend is an envelope designed to be used with OCR (optical character recognition) scanning. Whether envelopes are scanned or entered, this format forces the consumer to PRINT and therefore, make the envelope easier to read.

 

The following information describes how these new envelopes and corresponding slates should be used.

 

HOW TO FILL OUT A TELEFORM ENVELOPE/SLATE

The teleform envelope and slate is designed for use with optical character recognition to capture data required to produce packages, trading card information, plaque engraving and some specialty products. By keeping the format of all data consistent, we can better ensure accuracy and can transition all work as deemed necessary to OCR. Additionally, because consumers have come to recognize this type of form as a computer scanned form, they are much more diligent when completing their order information. If legibility improves, so does accuracy of orders. Please request a supply of slates by calling Customer Service. It is important that forms are used correctly in order to ensure that data is captured correctly. For both envelopes and slates, the Photog I.D and the Team# in the ‘Photographer Use Only’ section will serve the same purpose and therefore, should always match.

 

TEAM SLATES: To be photographed prior to every team.

 

 

Information gathered from the team slate is used for matching individuals with their appropriate group, correct spelling of coach name, ship to coach service, extra group photos and coach/sponsor plaques.

 

Photographer Use Only

 

PHOTOG I.D. This area is used to indicate which photographer has photographed the job. If more than one photographer is on location, assign each of your photographers a unique number. We recommend a three digit number. For example Ken Brown's photographer's ID is 100. If there were a second photographer on the job, their Photographer ID would be 200, etc. The ‘Photographer ID’ number benefits by making identifying camera problems easier. With Photographer ID and metadata from your camera, we can tell you exactly which camera/photographer has the problem. It also makes it easier for imaging reports when dealing with new photographers.