Transcribe rules used for digitizing business cards

About the Transcribe rules Sansan uses for digitizing business cards, please refer to the following.


We digitized one side of the card on which the text is written by the language to transcribe.

Languages that can be specified are:
Japanese, English, Chinese, Korean, German, or French.

If the side which you wish to be digitized has multiple languages on it, please select only one of those languages.


1. What are considered business cards for transcribing by Sansan

<Below are cards that will be transcribed>

 -Cards with Japanese, English, Chinese, Korean, German, or French on them (Chinese, Korean, German, and French fall outside of the guarantee of quality)
 -Cards that have a name on them (Except for restaurants, shop cards cannot be transcribed)
 -Printed cards (Handwritten cards cannot be transcribed)
 -Business card sized cards
 -Cards taken with a clear image (If the image is cut off or the printing is blurred and the staff cannot determine what it is, it will not be transcribe)

<Below are cards that will not be transcribed>

 -Shop cards without names, cards that are not business cards of individuals
 -Cards taken with an image that is cut off or unclear such that the input staff cannot read it
 * If the company name and individual's name can be read, then only the portions that can be read will be transcribed
 -Cards written in a language other than Japanese, English, Chinese, Korean, German, or French

2. Business card items that will be transcribe

<Below are items that will be transcribed>

 -From the side of the card to transcribe, company name, department name, title, full name, address, telephone number, fax number, mobile number, email, and URL will be input.
(We can only make our best effort to transcribe company name kana, name kana, handwritten characters and dates)
 -If information other than the company name, name, telephone number, or email address is written on the other side, only the information on the side to stranscribe will be changed into data.

3. Contents of transcribing (how transcribing will be done)

<Below are contents of transcribing>

 -Characters that can be converted by IME will be transcribed
 -Characters will be transcribed as they appear (As for spacing, we can only make our best effort)

<Below are situations where automatic substitutions are done>

 -If there is no company name on the card, "(None)" will be input
 -About the business card which was written in Japanese, Company suffixes abbreviations will be input without abbreviation (e.g., (株) will become "株式会社")
 *Except for the company name item, everything will be transcribed as it appears.
 -Capital letters appearing in email addresses or URLs will be changed to lower case letters (Anything after the URL domain will be transcribed as it appears)
 -Addresses will be input with hyphens, not with Japanese address words such as "chome" "chi" or "go".(e.g., 1chome 2chi 3go → 1-2-3)
 -Names that are entirely in Katakana will be input as a last name, without separating the first name from the last name
 -Alphanumerics and symbols will be input as one-byte characters

<For transcribing language except Japanese>

-Departments and title(positions) will be input in the "Title" field.
-Address written by alphabet will be entirely put into the "Street" field.
Regarding handwritten characters
-Handwritten characters will only be transcribed if they are the date the card was received or a correction to an item.
* Corrected items will be transcribed only if there is a line drawn through the original item
* As it can be difficult to read handwritten characters, we can only make our best effort to input them.

4. Other

<How characters that cannot be transcribed are handled>

 -How the Non-enterable character "●" is used 
 When the staff cannot transcribe a character because it is cut off, because it is unclear, or because the Chinese character included in a name cannot be handled by the Chinese character code (see character codes below), the staff will input the Non-enterable character "●" for this. However, the Non-enterable character "●" will not be used for email addresses; they will be left blank if they cannot be read.

<Chinese character codes handled>
 We will transcribe characters that can be converted in Microsoft IME. For characters that cannot be converted, if it is in the name, the Non-enterable character ""●"" will be input instead.
 For fields other than names, a substitute character will be used instead. If the characters input are device-dependent characters, in some environments (mainly mobile phones) these characters cannot be displayed.