data capture services from Pro-Doc

Data capture services to help you increase storage and improve efficiency

The advantages of making the move to digital document storage

Traditional form of document storage can pose real problems for businesses and organisations. Keeping large volumes of paperwork not only involves finding space to store it all, searching for individual documents or key pieces of information can prove problematic too. However, despite the difficulties of holding on to large volumes of paper documentation, when it comes to making the switch to a digital or virtual form of document storage, many businesses are concerned about the security of such a move. Here at Pro-Doc we know that the benefits of transferring data into a digital format far outweighs the minimal risks and with this in mind, we thought we’d explain what data capture is and how it could help you transform your business processes.

What is data capture?

Not only are paper documents difficult to store; they can also be very difficult to search – even those that are well organised! Data capture resolves these issues and the process starts with document scanning, followed by the digitisation of the documents. It is then possible to use a number of different approaches to capture the data from theses digital files, ensuring the information you need is easily accessible as and when you need it.

Data can be captured in varying levels of detail; you might, for example, simply need capturing, or it might be necessary to capture a number of different fields within documents. Capturing data in this way allows for efficient forward processing through a wide variety of business applications, including accounts processing for example.

There are occasions where the automatic recognition of the content of documents is difficult impossible and in situations such as these, our data keying bureau has the expertise to manually extract data to exceptionally high levels of accuracy. Manually keying in data, although it is a more time-consuming process, still means that you’ll be able to access the captured data in seconds.

Optical character recognition (OCR)

Our data capture service includes full document optical character recognition which offers the facility to convert physical documents into a highly searchable format, providing you with accurate digital information you can rely upon. In addition, OCR also allows for previously paper documents to be turned into editable formats, converting your paperwork and archives into responsive, active documents.

Contact Pro-Doc on 01274 883459

We work with a wide range of businesses and organisations throughout Yorkshire, helping them transform the way they work through our data capture and document storage services. If you would like to find out more about how we can help you or to talk through your requirements, please don’t hesitate to get in touch.

pro-doc document management services

Is shredding the best way to destroy out-of-date data?

Electronic document management systems from Pro-Doc

The answer to this question is no, not necessarily! Thanks to advances in the technology behind scanning and document management technology, there’s been a significant shift from our reliance on paper to regular use of electronic document storage. However, despite the fact that paper documentation can be lost or damaged, they can also be used if absolute proof is required. With this in mind, many businesses – especially those in the legal sector – find having an archive store of paper documentation extremely comforting and it’s this reliance upon paper which deters them from taking advantage of the wide range of document storage solutions available.

Granted the prospect of an entirely paperless office is still some way off, the move towards paperless document storage systems seems unstoppable. However, even in this new age of cloud storage and electronic filing, destroying paper documentation can feel very drastic, making many companies reluctant to move towards an entirely digital system.

Most paper documents are shred because they are no longer needed and with the intention of freeing up what is usually much needed storage space. However, there are documents to which the normal rules don’t apply and title deeds, tax documents, leases, wills etc. must be kept. On the other hand, there is a general misconception that this type of important documentation has to be stored in its original paper format but this is not the case. If digital documents are captured, stored and managed correctly, they are just as valid as their paper counterparts.

Solve storage problems and streamline processes

Moving to an electronic document management system is a sensible decision for several reasons. Not only does efficient document management mean so much than scanning and storing documents digitally, it also offers the capability to capture data to drive fully automated electronic processes. There’s no doubt that electronic document management is an excellent way to help solve problems of physical storage, it can also prove revolutionary when used as to track payments, for example, or to automatically approve a range of legal documents.

Contact Pro-Doc for further information

Whether you decide to move your business onto a cloud based storage solution, or to make use of a bulk scanning service, electronic document management is transforming from a state-of-the-art luxury to a business essential. To find out more about the benefits of electronic document management, or to talk through the best solutions for your business, why not get in touch with Pro-Doc today?

data capture services from Pro-Doc

How data capture could help your business

What is data capture?

Data capture is a process which is designed to capture and extract the data from electronic files and paper documents, allowing you to search or share information at the touch of a button, helping to streamline business processes, free up time and reduce storage space.

How does data capture work?

Before the data from paper documents can be extracted, the documents have to be scanned and converted into a digital format. This scanning process can be carried out quickly and efficiently – specialist document scanning companies such as Pro-Doc use powerful scanners which have the capability to scan many thousands of documents in a single day. Regardless of its age, size or type, virtually any document can be scanned, from architectural drawings and plans, through to legal documents, correspondence, invoices and even historical artefacts.

Once documents have been scanned they can be quickly converted into the digital format you require, with the most commonly used being HTML and PDF file formats. Optical character recognition – OCR – is then used to convert the scanned version of a document into a fully searchable format.

Can any data be captured?

The simple answer to this is yes. OCR allows for the conversion of most types of printed text, regardless of how the page has been laid out or how the text is placed upon the page. OCR produces incredibly accurate results and once a document has been converted, you’ll be able to share its data quickly and efficiently.

Intelligent Character Recognition (ICR) offers a way to take the data capture process even further. Designed to interpret and capture handwritten text; this incredibly powerful software has the ability to interpret handwriting of any size or style from purely handwritten documents or documents with a combination of handwriting an typed text. As with OCR, ICR offers an exceptionally useful way to capture, search and share data from written records, archives and historical documents.

Using data capture to free up storage space

One of the most significant benefits of data capture is the reduction in document storage space it can offer. Once documents have been scanned, a wide range of online document storage solutions are available, offering safe, secure storage.  Designed to help you streamline your business processes and free up valuable storage space, storing documents electronically, rather than in a traditional filing cabinet (or a pile on your desk!), can help you revolutionise the way you work and run your business. Online data storage facilities are actually pretty simple and once the original, paper versions of your documents have been scanned, the digital versions are stored electronically, ready to be accessed as and when you need them. It’s even possible to request copies of the original, paper documents, or to have the paper versions shredded, all at the touch of a button.

Data capture solutions from Pro-Doc

We offer a range of data capture solutions, designed to help businesses and organisations reduce their reliance on paper, streamline their systems and reduce storage. If you would like to find out more, or talk through your requirements, please don’t hesitate to get in touch.