[Spin-off] Creating an annotation work environment at the on-site (in-house security room) to aim for better quality in a better environment.

Our company has been publishing various blogs about data annotation and AI. In those blogs, we have mainly shared general knowledge and know-how. Data annotation may seem simple at first glance, as it involves putting the content into words, but it is actually a task that cannot be avoided by humans and contains a lot of "ambiguity". Therefore, there is a lot of interaction between people involved in the process. As a result, it requires a lot of experience and know-how to ensure quality and productivity, which cannot be achieved by just following clean theories.

 

Therefore, we believe that understanding the specific problems and solutions that occur in the actual data annotation process can serve as a helpful guide to success in data annotation.

 

In our company, what actually happens and what specific responses and measures are taken? Unlike regular blogs, in our spin-off blog project titled "Data Annotation: Supporting AI in the DX Era. The Realities of the Analog Field", we would like to share the realities of the field, including our unique features and commitments.

 

On-site project support

Many of our clients choose remote data annotation, but some may have high security requirements and need to handle sensitive data. In those cases, it is common for them to request on-site work. There are various options for on-site work, such as working at the client's location or in our security room. We have a proven track record with both methods. In this case, we would like to introduce our work environment in our security room.

 

Our security room is managed to prevent unauthorized entry by using a door with a passcode-locked key and only allowing access to authorized personnel. Additionally, we also monitor the room with security cameras.

 

We are committed to preventing unauthorized data leaks by providing security education to data annotators. We have created security guidelines and conduct a reading session at the start of each project to raise awareness of security. For long-term projects, we also conduct regular tests to check for security awareness. In addition, we take great care to prevent information leaks by refraining from discussing projects outside of the security room.

 

Even with these security measures in place, one thing that data annotators tend to do is mishandle personal belongings such as smartphones. For items that are not used for work, we ask that they be stored in individual lockers before entering the room, and they are not allowed to bring them into the security room. In addition, we strictly enforce the rule of using smartphones only in designated areas outside of the security room.

 

In terms of security management, these things are somewhat natural. However, at our company, we do not neglect the obvious and believe it is important to follow the rules and respond properly.

 

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

Is there anything special that needs to be done even for projects after coming to the office? You may think that you can start with just preparing desks and machines for the number of people, but that alone does not meet the necessary conditions. The sufficient condition is whether the environment provided is comfortable for the data annotators both physically and mentally.

 

Due to the nature of the security room, it can easily become a cramped space. To alleviate this, we ensure that there is enough space for each worker's desk placement. In addition, with the recent importance of infection prevention measures, we also provide circulators and supplies such as hand sanitizer and wet wipes.

 

In addition, we make sure to provide chairs that are comfortable to sit in all day and reduce the burden on the body. Some data annotators prefer to work with familiar devices such as a pen tablet. While security checks are necessary when connecting devices, once cleared, they are approved for use.

 

It is also unappetizing to eat while sitting at your desk in front of a display. Therefore, a break space will also be provided. In addition, preparation of a microwave (and refrigerator if desired) is essential.

 

The above will be prepared before starting the work. After starting the work, we will also create a comfortable environment in terms of software, in addition to the hardware. The software aspect refers to creating a psychological environment. For more information on psychology, please refer to our past spin-off blog posts.

[Spin-off] The Surprising Truth Behind What Determines the Productivity of Data Annotation - Managing Group Psychology in Data Annotation -

 

The biggest advantage of on-site work is that it is "easy to approach and talk to". This is extremely effective for data annotation. At the beginning of the task, the data annotator may not have a full understanding of the work manual and may frequently have questions. In an on-site setting, if they raise their hand and say "Excuse me, Mr. Kitada!", PM Kitada can quickly go to the data annotator and answer their questions directly while looking at the screen together. In remote projects using chat tools, the process of taking a screenshot, marking it up with circles or arrows, typing out the question, and sending it can be quite time-consuming.

 

However, some data annotators may be the type who are "difficult to approach casually" even on site, so it is also very effective for the PM to ask "How are you doing?" or something similar. It is also an important job for the PM to create a comfortable environment on the software side by making "casual communication" a priority.

 

In addition, in order to raise awareness of quality and productivity, we regularly hold meetings to share knowledge from understanding specifications to small tips on how to use work tools, and encourage a mindset of improvement in approaching tasks.

 

Summary

To perform data annotation on-site, it is important to pay attention to various matters, from hardware preparation such as machines and desks, to soft aspects such as communication during the work progress. You may think that you can do data annotation without going to such lengths. However, we believe that data annotation cannot guarantee good quality and high productivity if the person performing the work is not happy. This is also the most important aspect for us, who started from creating manuals and other products. As the work space where we spend several weeks or even months, we believe that having a comfortable working environment contributes greatly to the quality and productivity of data annotation.
If you are looking for an external vendor to perform on-site data annotation for a highly secure project, please feel free to consult with us.