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Resources and Tools > Tips, Tools, and Trends
Digital Pen Technology
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Digital pen technology is a microportable form of mobile computing. While there are many consumer products for digital note capture, digital pens are an innovative technology that can be helpful in the field of child welfare. They look slightly larger than a typical pen, but possess much more than ink. The digital pen contains ink, a camera, a Bluetooth, a CPU, and a battery. It works by seeing a dot pattern that is unique to each page, and storing it electronically. As the infrared camera captures dot patterns at a rate of 75 times per second, the dot patterns create a unique map, and the pen knows where it is on the page at all times. The pen can hold about 40 completed pages and has a battery shelf life of about 2 years.
Digital pens dock into a cradle that then plugs into a USB port so that the data comes in a usable XML format for transference to a database. Overall, digital pens are used mostly for forms, a common task in child welfare with documentation requirements. The workers can pre-print forms on the special digital paper using a color laser printer. Then the workers or clients can fill out the forms with the pen, which will lead to automatic upload of the information later.
Cost Summary: Currently, the pens have a collection of associated costs. The pen itself is priced around $400. The paper is special paper with a licensing cost of about 5 to 6 cents per page. Bulk packages of about 6000 cost about $360. Additionally, a color laser printer is required for the creation of the dot patterns. The pen itself comes with software such as a form designer to automate printed forms and a standard way to enter data. Additionally, the agency using the digital pens requires technology to dock the pens to, such as desktops, laptops, tablet PCs, or other mobile computing options.
Overall, digital pens appear to be cost effective per pen and license. They are low maintenance and do not get viruses or have software versioning issues. By using a digital pen, there is a reduction in dual entry, as paper notes go to the PC and original notes are converted to data. The digital pens provide built-in data contingency with paper backups and original signatures.
Application Examples: Although some States are using tablet PCs, they are beginning to enter an era of microportable technology. Digital pens are already being piloted in some States for child welfare workers. New York reported use of digital pens, although they were not as highly rated for recommendations or satisfaction compared to other forms of mobile computing. Montana is beginning a pilot in June 2008 for use of digital pens with the Chaffee National Youth in Transition Database survey effort. The digital pens can capture data and integrate it via XML.
Digital pens can be useful in a variety of ways for State child welfare agencies. CPS intake can be aided by hotline workers recording referrals using a digital pen. The technology can also be helpful for home assessment and inspection licensing. Notes and Safety Assessment as well as drawing capabilities of indications of abuse can be written and digitally recorded for investigative purposes. For re-assessments and case reviews, digital pens can assist by printing the original forms and applying updates. Placements and home removal listings will be kept up to date with real-time data entry of placement episodes.
West Virginia uses digital pens for Safety First protection plans by Child Protective Services workers. The workers required minimal one-time training. They reported that they felt comfortable with the use of the technology from the start. They easily incorporated digital pens into their existing business practices, and because a pen is unobtrusive, the workers felt comfortable with using the pens in direct contact with clients. The users also reported that storing forms electronically for future reference was a great advantage to digital pen use.
Pros: Some benefits of the digital pen include that it is microportable and cost effective. In addition, it is more personable and less of a barrier to comfortable communication. The pen is secure and encrypted, and can work in disconnect mode. Because the technology is easy to use, training costs are reduced. Additionally, the digital pen supports multiple digital ink options, such as tablet PCs, but provides speedy form processing services that other technologies cannot perform. The pens are smaller than other modes of technology and have a longer battery life. Some may find that digital pen technology eliminates lost paperwork and enhances data accuracy.
Cons: While the technology provides close to 100% accuracy with training, some workers report concerns about time for editing and validating information. A constraint of the pen is that one must continually buy a supply of special paper and print forms with a licensing certification. Another downside is that a loss of the pen means a loss of confidential information. Digital pens cannot interact with the database like some other forms of mobile computing, although one can pair a digital pen with a blackberry or other device. Because the digital pen is working on printed forms, there are no drop-down options on the form as there are on the computer.
Conclusion: Digital pens are an upcoming trend in mobile computing and can greatly assist child welfare agencies in automating their forms and information. Because the digital pens eliminate dual data entry, they help save time for workers and encourage electronic documentation and database updates. Additionally, the pens are microportable and create no barriers with clients, while bringing modern technology to old models of recording data.
Sources
Hanapole, R. & Rajagopal, G. (2008). Underpinnings of Digital Pen Technology. PowerPoint Presentation at the 7th annual child welfare IT manager’s meeting.
Howell, B. & Dean, T. Disconnected Computing. 6th Annual National Child Welfare IT Managers’ Meeting. Accessed June 4, 2008 at http://www.state-itc.org/ntc2007/accessible/NTC2007-HOWELL_DEAN-WV/outline/index.html
Portable Information Technology Project: Preliminary Findings and Next Steps. National IT Managers’ Meeting. May 21-24, 2007. New York State Office of Children and Family Services, Division of Information Technology. Accessed June 4, 2008 at http://www.state-itc.org/ntc2007/accessible/NTC2007-TRAVIS-NY/outline/index.html
Technical Assistance: This document is part of the Tips, Tools, and Trends Series provided by the National Resource Center for Child Welfare Data and Technology (NRC-CWDT). Readers may obtain technical assistance from this Children’s Bureau’s Resource Center by emailing nrccwdt@cwla.org. More information can be found on www.nrccwdt.org. If you wish to request onsite technical assistance from the NRC-CWDT, contact your ACF Regional Office. |
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