[Spin-off] Creating an Annotation Work Environment On-site (In Our Security Room) - Aiming for Better Quality in a Better Environment -

Until now, our company has been publishing various blogs related to annotation and AI. In those, we have focused on conveying general knowledge and know-how. While the task of annotation may seem simple when expressed in words, it is a task that inevitably involves a lot of human interaction due to its inherent "ambiguity" and the fact that it is a "task that cannot be avoided by humans." Therefore, it often becomes quite messy and cannot be resolved with the neat theories that are commonly found. In order to ensure quality and productivity, a variety of experiences and know-how are actually required.

 

Therefore, understanding the specific problems that occur in the actual annotation field and how to address them can serve as helpful hints for leading to successful annotation.

 

What actually happens in our field and what specific responses and measures we take. Unlike a regular blog, we would like to share the realities of our field, including our unique features and commitments, under the spin-off blog project titled: "Annotations Supporting AI in the DX Era. The Reality of the Analog Field."

 

Support for on-site projects

Many of our clients choose remote annotation, but some have high-security data requirements. In such cases, it is common for them to prefer on-site services. Even on-site, there are various options such as working at the client's location or in our company's security room for annotation tasks. We have a wealth of experience with both methods. This time, we would like to introduce the working environment in our security room.

 

Our security room is managed to prevent unauthorized access by allowing entry and exit only through a door equipped with a passcode lock. Additionally, monitoring is conducted using security cameras.

 

We focus on preventing unauthorized data leaks by providing security training to annotators. We create security guidelines and ensure that they are reviewed at the start of each project to enhance security awareness. For long-term projects, we also conduct regular tests to check security awareness. Additionally, we exercise utmost caution regarding information leaks, not only in the security room but also by refraining from discussing project-related matters outside the room.

 

Even with these security measures in place, annotators often tend to mishandle personal belongings such as smartphones. For items not used for work, we ask that they be stored in personal lockers before entering the room, and generally, they are not allowed to be brought into the security room. Additionally, for smartphones, we strictly enforce that they be used in designated areas outside the security room.

 

In terms of security management, such matters are, in a sense, quite ordinary. However, our company believes it is important not to neglect the ordinary, to adhere to the rules, and to respond properly.

 

Prepare the machine at the desk and start working. That's not the case.

Even though it is a project that requires coming to the office, is there anything particularly necessary? You might think that as long as we prepare enough desks and machines for everyone, we can get started. However, while that may meet the necessary conditions, it does not fulfill the sufficient conditions. The sufficient condition is whether the prepared environment allows the annotators to feel comfortable both physically and mentally.

 

Due to the characteristics of the security room, it tends to become a somewhat claustrophobic space. To alleviate this, we ensure that there is ample space in the desk arrangement for each worker. Additionally, in recent years, measures for infection prevention have also become important, so we provide circulators, hand sanitizer, and wet wipes.

 

Additionally, we ensure that the chairs provided are designed to minimize fatigue even when sitting all day, thereby reducing the strain on the body. Some annotators may prefer to work with familiar devices such as a pen tablet. While it is necessary to verify security aspects regarding device connections, once that is cleared, they are allowed for use.

 

It can be quite dull to eat while sitting at your desk in front of a display. Therefore, we will also provide a break area. Additionally, it is essential to prepare a microwave (and a refrigerator if there is a request for it).

 

The above will be what needs to be prepared before the work starts. After the work begins, in addition to these hardware aspects, we will also create a comfortable environment on the software side. The software side refers to creating an environment in terms of psychological aspects. For more on psychology, please refer to our past spin-off blogs.

[Spin-off] What Influences the Productivity of Annotations: What is Its Surprising True Identity? ~Management of Group Psychology in Annotations~

 

The biggest advantage of onsite work is that it is easy to ask questions. This is very effective for annotation. Right after starting work, annotators often feel the need to ask questions because they haven't fully understood the work manual. Onsite, if they raise their hand and say, 'Excuse me, Kitada-san!' the PM, Kitada, can be by the annotator's side in three steps and directly answer questions while looking at the screen together. In remote projects, using chat tools requires a process like 'take a screenshot → mark it up with circles or arrows → type the question in chat → send,' which can be surprisingly cumbersome.

 

However, some annotators may be the type who find it difficult to casually approach others even on-site, so it is very effective for the PM to check in with questions like, "How are you doing?" Creating a comfortable environment through such "casual communication" is also an important task for the PM.

 

Furthermore, to raise awareness of quality and productivity, we hold regular meetings to share insights, from understanding specifications to tips on using work tools, encouraging everyone to approach their tasks with a mindset of improvement.

 

Summary

To perform annotation work on-site, it is important to pay attention to various aspects, from the hardware preparations such as machines and desks to the communication methods during the work process. You might think that annotation can be done without going that far. However, we believe that if the people working are not happy, we cannot expect annotation that ensures good quality and high productivity. This is one of the most important aspects for us, as we started from manufacturing, such as manual creation. Since it is a workspace where you will spend weeks, and sometimes months, we believe that having a comfortable working environment greatly contributes to the quality and productivity of annotation.
If you are looking for an external vendor to perform annotation on-site for a high-security project, we would appreciate it if you could consult with us once.