When you receive a consignment of OMR sheets, proper inspection and handling at receipt are critical to ensuring that downstream processing (scanning, reading, reporting) proceeds smoothly. This checklist outlines key steps, checks, and verifications you should perform before the sheets go into production or scanning. Use this as part of your quality-control workflow to minimise errors, reduce waste, and guarantee reliable results.
Confirm that the number of sheets delivered matches the purchase order or contract.
Ensure packet/bundle labelling corresponds to order numbers, dates and batch numbers.
Check for shipping damage (wetness, crushed corners, torn packets) immediately upon arrival.
Allocate a clean, dry, flat area for unpacking and inspection—avoid dusty, damp or high-traffic zones.
Ensure you have appropriate equipment (table space, lighting, barcode scanner if used) to inspect sheets batch-wise.
Verify that handlers know not to fold, staple or otherwise damage OMR sheets (see related handling guidelines).
Confirm each outer bundle/carton is clearly marked with batch, lot number, and range (from-to) of sheet numbers.
Open one packet per bundle and check sample sheets for expected sheet numbers and serialisation.
Randomly inspect ~1% of sheets in a bundle for obvious defects (missing index marks, smudging, mis-cut).
For example, even official bodies like UPSC recommend sampling 1% of each bundle for defects and rejecting if error rate exceeds threshold.
Check that sheets have the required black index points in all four corners (or as per your format) — essential for proper scanning.
Ensure that the bubbles/mark-zones align, and there is no mis-registration, smudging, or misprint.
Confirm that any barcode/OCR fields (if applicable) are clearly printed, scannable and the correct size.
Verify paper quality, size (e.g., A4), and colour (usually white) — confirm there is no off-colour, stain, or manufacturing blemish.
Confirm that sheets are dry, flat, and not warped or curled. Warped sheets often occur from humidity or storage issues.
Any signs of moisture, torn packets, or foreign substances (inks, dust) should be flagged.
Ensure sheets are not clamped, stapled, or punched inside the bundle. Such handling damages the machine-reading quality.
Each sheet (or packet) should carry a unique serial/lot number that links back to the delivery.
Maintain a log of received packet numbers, quantities, and condition on arrival.
If applicable, scan or log barcode data from the sheets to link to your master inventory or scanning system.
After inspection, store sheets in flat, stable packets in a controlled environment (avoid folding or stacking with heavy items).
Label storage racks with batch, inspection date, and any relevant notes (e.g., “checked – ready for scanning”).
If you find defects above a set threshold (e.g., >2% misprint/defects), quarantine the affected batch and notify the vendor.
Document defect type (print mis-alignment, missing index mark, wrong paper size etc) and attach photos for vendor claim or re-order.
Track corrections or replacements and ensure no defective bundle enters scanning.
Before sending sheets through the scanner, perform a short pilot sample from the newly received batch (e.g., 50 sheets) to check reading accuracy.
Capture error rates, mis-reads and compare to acceptable thresholds. If issues arise, trace back to the receiving inspection steps.
Maintain a record of this pilot test as part of your quality assurance traceability.
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