Pen computers and digital forms

Personal computers that use a pen or stylus for data input (rather than the traditional keyboard or mouse) are gaining in popularity as the technology matures and finds successful applications. Using a "pen" to perform handwritten notes directly on a computer screen, to place check marks in boxes on screen forms, or to draw screen diagrams that can be stored on disk has a tremendous ease-of-use appeal. The possibility of reducing paperwork and improving the accuracy of data collection are real opportunities that may be realized if applications are well planned and the technology is implemented in a realistic manner. The familiar and flexible utility of pencil and paper is in stark contrast to the glaring screens and awkward keyboards that accompany most computers. For this reason, it is natural to expect that the marriage of pen(cil)s and computers should bring out the best of both worlds. However, as with most extremely new technology, one must be cautioned against inappropriate expectations.

Applications for using pens with computers abound. The most common and obvious applications are those that require convenient information tools due to worker mobility. A sales force in the field talking with customers, warehouse employees taking inventories, and nurses on the move performing patient examinations all need hand-held devices to build and interact with forms and databases of information. Records managers could use pen-enabled portable computers to perform retention schedule development with departmental customers, to take inventories of organizational records, or to deliver automated presentations about procedures and policies to their clientele or management. Due to their small size and quiet convenience, small pen based computers can allow interaction with customers without having to type while talking, thus enhancing both communication and documentation.

PENS, PENCILS, AND COMPUTERS

Pen enabled computers use a touch sensitive screen that can accept input from a special pen or stylus when it is pressed against the screen. The location where the pen touches the computer screen transmits digital information that is accepted by the computer's processor as the screen digitizes each action of the user. The computer can record drawings and handwriting or accept taps on special areas of the screen that resemble keys or buttons. Pen movements have advantages over keyboards and even some mouse or trackball operations as one can select objects or words by tapping, circling, or simply making an "X" over the item for movement, duplication, or deletion. When jotting down brief notes or making quick drawings on a computer small enough to be held like a clipboard, these are natural movements and thus more intuitive than typing or "mousing" around. Software can then become very easy-to-use. "The ability to wrap words seems to be a favorite feature of the earliest InkWriter (software) users, who can insert handwritten words into the middle of a word processing document that was originated in either InkWriter or a keyboard-based word processor and automatically wrap the original text around the addition."(1)

Except for a few occasional small taps on a screen, pen computers are generally silent. This can certainly be appreciated by individuals that have attended meetings where several high-tech attendees were simultaneously pecking and clicking on their keyboards to take notes on their laptops. Try to imagine a large library reading room with everyone clicking away as they take electronic notes. It wouldn't leave much silence for any solitude while reading. Being able to write on a tablet held in one's hand has numerous advantages. How many laptop (keyboard) users can open their computer, look up a phone number, and write down a few notes when making a phone call from a telephone booth? Such actions are performed with ease on a small hand-held pen based computer referred to as a personal digital assistant (PDA).

As with all computers, the operating system will produce advantages or disadvantages for whatever applications are written to run on it. Rather than the traditional personal computer operating system such as DOS, Windows, or Apple's System 7, pen computers use their own unique operating system or operating environment. There are several major vendors of these systems, including AST Research's PenRight, Go Corporation's PenPoint, Microsoft's Windows for Pen Computing, CIC's Pen-DOS, Apple's Newton Intelligence, GeoWorks' GEOS, and Amstrand's proprietary operating system.(2) With all of these different computing platforms, there are large incompatibilities between these systems in so far as sharing data. There are additional differences in the learning curves associated with becoming familiar with their operation.

For instance, there is a look-and-feel difference between computers running applications with Windows for Pen. Computing by Microsoft and those using PenPoint by Go Corporation. "Windows for Pen Computing is an MS-DOS environment based on Windows 3.1 with a series of pen extensions. The pen is enabled as the Windows pointing device..." This means that it may simply substitute for a mouse to execute pull down menus or other commands and require the user to indicate to the computer when handwriting is to be recognized. "Go's Pen point is built from the ground up for pen computing." This enables one to simply write over a word to correct the phrase as handwriting recognition is automatic. Both operating systems require 486 level processors to execute commands quickly. The advantage of being able to run all standard Windows software on the Windows for Pen Computing operating system gives this operating environment a near term advantage. However, this may change as applications increase for the PenPoint operating system.(3) As always, let the buyer be knowledgeable and aware.

LAPTOPS, PALMTOPS, AND PDAS

Potential users of pen computers must choose from a bewildering array of hardware options. Laptop computers are now a very familiar sight to most individuals in information intensive professional environments and to almost anyone who frequents airports or other public transportation. These downsized cousins of full fledged desktop computers differ from their relatives only in the size of their screens, keyboards, and portability features. Most laptop computers run standard software for the DOS, Windows, or Macintosh computing environments and can perform most of the word processing, communications, spreadsheet, or communications operations required of a desktop computer. Some of these units can be equipped with add-on pen computing tablets for data entry.(4) A typical laptop now available with a detachable screen is the Zenith Z-NotePad. Although the flat panel screen must remain attached to the computer keyboard and hard disk, it can be used to fill out and sign forms or perform other activities that benefit from direct handwriting data input, yet do not require palm held portability.(5)

Notebook computers are very similar to laptops, with similar features and functional capabilities, except that they are expected to be about 8-1/2 by 11 inches in size and capable of fitting into a standard size briefcase in the manner of a hard copy notebook. Laptop computers generally require a small but separate carrying case. Neither laptops nor notebook computers are really comfortable being operated in one's lap for very long, unless their keyboards and/or mice can be completely immobilized. Trying to type on a moving keyboard is not very conducive to enjoyable or productive data entry or writing.

Palmtop computers are by definition designed to be hand-held devices, although most of these units still retain basic QWERTY style full (though small) keyboards. Units such as the Hewlett-Packard 100LX, the Casio Executive B.O.S.S., and the Sharp Electronics Wizard all attempt to perform standard word processing, spreadsheet, phone book, and communications capabilities, while hoping that their diminutive keyboards and screens do not adversely affect their real utility.(6) It is critical with these small units to define the actual operations one will perform ahead of time in order to properly evaluate the real usefulness of such units. Palmtops are direct competitors to the pen computers known as personal digital assistants (PDAs).

Personal digital assistants are the latest fad in high tech personal computing. These palm-sized computers are not much larger than a checkbook and have pens for digital writing, drawing, and tapping commands. There are relatively few such devices on the market and the three recently getting the most attention are Apple's Newton Message Pad, the Tandy/Casio Zoomer, and a unit from Sharp. The Sharp PDA and the Apple Newton should be almost identical as Sharp makes the Newton for Apple based on an Apple design.(7) Both computers offer notepads, organizers, handwriting-to-text conversion, language translation, and communications capabilities so that electronic mail can be transmitted.(8) A third PDA is larger than those just mentioned, but is often compared to them. The AT&T EO Personal Communicator 440 has similar features, but also contains a built-in fax modem, telephone handset for a standard wall jack, and an optional cellular telephone module for complete traveling independence.(9) PDA computers are also offered by several other companies and have been reviewed as to their functionality or lack thereof. All of these hand-held mobile computer systems deliver similar pen functions, and most have similar failings. Observations showed that handwriting recognition was slow and inaccurate. Screens were difficult to read, applications were limited, and communications options were absent. Industry sources indicate that the true usefulness of PDAs will increase with the incorporation of wireless radio communications capabilities, better handwriting recognition and improved applications.(10) Most present PDAs concentrate on enhancing personal productivity, and most users of PDAs "value the calendar, scheduling and contact database functions of their PDAs."(11)

TABLETS AND FORMS

Probably the most specialized (and possibly most successful) applications of pen computing are in pen "tablets." These computer systems are basically automated clipboards for entering data or filling out forms and are used by delivery services, car rental companies, and other applications where data entry from field representatives is common. The companies that make these products may offer custom programming and enable automating special applications such as taking warehouse inventories. Each of these products looks like a simple flat computer screen the size of a clipboard. The user works from forms developed to run special applications by marking or tapping on the selected sections of the forms that appear on the computer screen. Data is generally stored in a database within the tablet for later electronic transmission to a data center for further processing. Such products are made by MicroSlate, Data Entry Systems, Inforite and PI Systems.(12)

Applications for pen computers are growing, though still not as common as DOS, Windows, or Macintosh. type products. Software that is being developed or adapted for pen computers includes personal information managers (PIMs), phone books, calendars, schedulers, spreadsheets, word processors, fax transmitters, and electronic mail programs. Form-based data collection with pen tablets that minimize the use of handwriting recognition may be the most successful applications. A typical use of pen tablets in this manner is the program of the Federal Emergency Management Agency where Grid PalmPad computers were used to reduce from 18 to 3 days the time it took to send relief checks to disaster victims. By using a pen based computer to fill in data gathering forms, field inspectors did not have to return to offices for additional paper forms and could transmit data directly to a headquarters by computer modem. The number of inspections increased, cost estimates improved, and the software insisted on the field inspector completely filling out the digital forms.(13)

ARE PENS FOR YOU?

The most glaring indication that pen computing technology is not mature is the slowness and inconsistencies encountered in handwriting recognition. Of all the applications most identified with pen computing, conversion of hand scribbled text to ASCII characters is both the most impressive and potentially disappointing. A few minutes with a notepad on a pen tablet will amaze a user as handwriting automatically changes before one's eyes into "typed text." However, in attempting to interpret "scribbles, tablets and PDAs face a welter of complex problems, including co-articulation (the blending together of letters in longhand), word segmentation (determining when one word ends and another one starts), and just plain sloppy handwriting."(14) The initially novel inconvenience of a few unrecognized words that must be erased and rescribbled can quickly become a major annoyance while actually trying to take notes in a meeting.

Some present information industry surveys indicate that pen technology is still perceived as somewhat limited except for specially targeted applications. PDAs in particular are often considered overpriced, considering their limited functionality when compared to desktop computers or a good laptop.(15) Although many organizations are evaluating PDAs, most companies are not yet buying them in any quantity. They are perceived as being primarily a tool of mobile professionals such as sales staffs or traveling managers.(16) The primary ability of PDAs to enhance the productivity of mobile professionals may be contingent on the development of supportive integrated services by communications vendors and electronic mail networks. PDA users will need the ability to send electronic mail messages through cellular phone communications carriers in a manner that allows them to receive a decipherable bill for the services for which they have paid.(17)

As handwriting recognition systems improve, pen computers will probably excel as forms input tablets. A few moments using a pen on a computer screen to check off boxes or to fill out forms will convince anyone that such technology is very easy to use and convenient. The information written on the screen can be verified against an internal list of acceptable input for a particular data entry box on the form. Inappropriate input can be refused as the computer beeps for the user to please reenter the data. The quality of the forms based information generated on the tablet should improve markedly. It is also easier to lasso blocks of text for deletion or movement with a pen than it is to use a mouse.

Information professionals should look for opportunities to apply pen based computers with a cautious eye toward true utility. However, those individuals that are already happy with their own PDAs or other pen based technology will probably continue to wonder how they ever functioned when everything had to be typed one character at a time.

FOOTNOTES

1. Rob Kelly, "The Pen Gets Mightier?" Information Week, Issue 432, p. 52, July 5, 1993.

2. Bruce Brown, "Pen Operating Systems," PC Magazine, 12(17), p. 172, October 12, 1993.

3. Howard Eglowstein, "Applying the Power of the Pen," Byte, 18(8), p. 132, July 1993.

4. Don Crabb, "Mainstream Pen-Based Portables," PC Magazine, 12(17), p. 144-145, October 12, 1993.

5. Michael R. Zimmerman, "Detachable screen turns ZDS notebook into pen PC," PC Week, 10(23), p. 17, June 14, 1993.

6. Lee The, "The New Palmtops: Tools or Toys?" Datamation, 29(13), p. 37, July 1, 1993.

7. Michael R. Zimmerman, "Would the real PDA please stand up?" PC Week, 10(30), p. 20, August 2, 1993.

8. Michael R. Zimmerman, "Separate but equal PDAs from Apple, Tandy/Casio," PC Week, 10(23), p. 25, June 14, 1993.

9. Michael Meresman, "Trio of Tomorrow," Mobile Computing, 5(1), p. 100-117, January 1994.

10. Christopher Barr and Michael Neubarth, "Pen Pals," PC Magazine, 12(17), p. 117-138, October 12, 1993.

11. Alyson Preston, "Users cherish PDAs' calendar, scheduling, and contact database functions," PC Week, 10(30), p. 20, August 2, 1993.

12. Don Crabb, "Vertical-Market Pen Tablets," PC Magazine, 12(17), p. 157, October 12, 1993.

13. Elana Varon, "Feds Slow to Pick Up Pen Systems," Federal Computer Week, 7(15), p. 14, June 21, 1993.

14. John R. Quain, "No Tabula Rasa: Handwriting," PC Magazine, 12(17), p. 176, October 12, 1993.

15. Preston, p. 20.

16. Rob Kelley, "Personal Digital Assistants-Mild Palms," Information Week, Issue 445, p. 28, October 4, 1993.

17. Mary E. Thyfault, "The Carriers: No PDA Is An Island," Information Week, Issue 436, p. 26, August 2, 1993.

Copyright Association of Records Managers Administrators Inc. Apr 1994
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