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with OCR, ICR offers an exceptionally useful way to capture, search and share data from written records, archives and historical documents.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.