Data capture is an electronic method designed to collect and extract information from both paper and digital documents. Once completed, data capture enables the ability to search or distribute information effortlessly. Consequently, an increasing number of companies are adopting data capture to enhance efficiency, save time, and minimise physical storage requirements.

How Does Data Capture Work?

The process begins with the scanning of paper documents to convert them into a digital format. This scanning process is rapid and efficient, utilising advanced scanners capable of processing thousands of documents daily. Virtually any document can be scanned, including legal files, invoices, architectural plans, and even historical artefacts.

After scanning, documents are swiftly converted into your desired digital format, typically HTML or PDF. Optical Character Recognition (OCR) technology then transforms these scans into fully searchable files.

Is Any Data Suitable for Capture?

Absolutely. OCR technology can convert most types of printed text, irrespective of the layout or text arrangement on the page, producing highly accurate results. Once converted, you can quickly and efficiently share document data.

Intelligent Character Recognition (ICR) takes data capture further by interpreting and capturing handwritten text. This powerful software can process handwriting in any size or style, whether from entirely handwritten documents or those containing both handwritten and typed text. Like OCR, ICR is invaluable for digitising, searching, and sharing data from written records, archives, and historical documents.

Utilising Data Capture to Optimise Storage Space

A significant advantage of data capture is the substantial reduction in the physical storage space required for paper documents. Following scanning, various online document storage solutions are available, providing safe and secure archiving. These systems are designed to streamline your business operations and liberate valuable space, transforming how you manage and operate your business.

Online data storage is straightforward. Once the original paper documents are digitised, the electronic versions are stored and ready for access whenever needed. You can even request copies of the original paper documents or arrange for their secure destruction, all with a simple click.

Data Capture Solutions from Pro-Doc

To explore more about how data capture can benefit your business, contact us to discuss your specific needs.