Source Documents

Source data are captured initially on original paper or a source document. For example, a check written against an account is a source document. When it reaches the bank, it is encoded with special magnetic ink character recognition (MICR) so that it can be processed by a reader that is pal1 of the information system of the bank, Therefore, source documents initiate a processing cycle as soon as they are entered into the system.

Source documents may be entered into the system from punch cards, from diskettes, or even directly through the keyboard. A source document mayor may not be retained in the candidate system. Thus, each source document may be evaluated in terms of (1) its continued use in the candidate system, (2) the extent of modification for the candidate system, and (3) replacement by an alternative source document.

A source document should be logical and easy to understand. Each area in the form should be clearly identified and should specify for the user what to write and where to write it. For example, a field as simple as date of birth may be written in four different ways:

   1. 19 September 1935

   2. Sept. 19, 1935

   3. 9/19/35

   4. 19/9/35 (European style)

Unless it is clear in a source document that two digits are allowed for the month, day, and year (MM/DDNY), we could expect such combinations of responses.

In source documents where the user chooses from a list of options, it is more efficient to direct the person to check the appropriate box than to enter a character.