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?

document scanning services from Pro-Doc

Could your business benefit from document scanning?

Professional document scanning advice from Pro-Doc, the document management specialists

We’ve all been there; searching for an important piece of information that you know is hiding somewhere in an old document, only to end up spending hours searching through filing cabinets for an elusive folder that you’re certain you filed in the right place…. Or it might be that you know which information you need but can’t remember which of your vast collection of documents it stored in. It’s frustrating, time-consuming situations such as these which can be easily solved with the use of a document scanning service.

When carried out correctly a document scanning service has the potential to bring significant benefits to your business; helping you save time, streamline your systems and cut costs.

What does documents scanning mean?

Put simply document scanning (sometimes also known as document imaging) is the process of capturing a digital image of a paper document. This digital image can then be converted into a searchable, electronic image. In addition, digital images can also be processed using OCR (optical character recognition) software which turns these digital images into text documents which can be searched for keywords.

What’s does the document scanning process involve?

The term ‘document scanning’ is used to describe the entire scanning process, including scanning and then capturing the image using OCR software to identify words, before the digital file is stored securely, ready to be retrieved as and when it’s required. The document scanning process includes four main stages: input, identification, storage and retrieval.

Secure document storage and retrieval

Once paper documents have been scanned and digitized, it’s important they are stored safely and efficiently: this can be in an off-site storage/archive facility or the paper documents can be destroyed using a confidential waste disposal service and in line with data protection regulations.

Storage of the resulting digital documents must also be secure and efficient and it’s important to take into account how regularly the documents will need to be accessed as part of your business’s workflow.

Retrieval is the term used to describe the process of searching for the digital files, or specific information within a file, that you need. Once the information has been found, it can be delivered to your team in the most appropriate format for them.

The benefits of document scanning

Document scanning proves invaluable for the majority of businesses because it streamlines processes, workflows, storage and retrieval. Rather than hours wasted whilst spent searching for paper documents, document management is transformed into a simple and highly efficient process.

If you would like to find out more about how our document scanning services could help you save time and money we’d love to talk through the range of options available. Our services are suitable for business and organisations of all shapes and sizes so why not get in touch to find out more?

 

Computer keyboard with word paperwork, 3d Rendering

Could document scanning help you discover the hidden content in paper documents?

Digital document scanning offers an effective solution

It’s all too easy to get lost in data and when data is being quantified in petabytes and zettabytes, it can be very difficult to uncover the important information hidden behind huge numbers. Digital document scanning offers the solution but what’s the best way to make a start?

Huge amounts of data are still stored in the form of paper files and it’s unlikely that this information is being fully utilised. To start making sense of data on paper, these documents need to be scanned into a digital format so that information management solutions can be applied.

Alongside uncaptured documents, there’s often a wide range of unstructured or semi-structured data which can be found in a wide range of resources including: system logs, social media sites and call detail records.

Integrating paper documents into digital systems

However, effective document management in this age of digital transformation means so much more than working towards the goal of a paperless office. The data that’s held in paper documents must be integrated into business processes so that it doesn’t end up being overlooked, just as it did in its paper-based format.

So what can you do to unlock the undeveloped, potentially valuable mine of information your business is sitting on? Investing in the most effective tools, moving from decentralised to centralised scanning and streamlining your business processes using automated systems are all productive steps you can take.

Using the right tools and document scanning solutions will enable you to unlock information which might be hidden in digital and paper formats, helping you to understand and extract valuable insights from the contents, before delivering the correct information to the correct people at the right time.

However, whilst the right tools and solutions are undeniably important, businesses must also ensure that they implement best practices to help them get to grips with what can seem like an endless stream of important information and content hidden away in documents.

Making the most of document scanning solutions

The information stored in documents can depreciate quickly and the data contained inside is likely to have a ‘best before date’. With this in mind, it’s vital that the information is extracted as quickly as possible by transforming the document into a digital format.

Document scanning solutions can either be distributed or centralised and the most suitable option for your business will be determined by which fits best with your processes and existing infrastructure. Centralised document scanning involves documents being routed to a mailroom before they are digitised, classified and then forwarded into the relevant process or to an employee.

Distributed scanning is, in contrast, most suitable for organisations and businesses that have offices and employees who are scattered far and wide. Distributed scanning offers the capability to capture documents quickly, whilst improving security and reducing the cost of storage.

Document capture is just the start

Data capture is just the start of the data storage journey and the faster, securer and more accurately the data flows, the more effective the document scanning solution will be. To capture and then extract information in the quickest, most cost-effective way depends on your business choosing the most appropriate solution.

Contact Pro-Doc

Here at Pro-Doc we offer a range of document scanning solutions with options to suit businesses of all shapes and sizes. To find out more about how we can help you streamline your business processes and reduce document storage costs, why not get in touch today?