What is data capture?

Data capture is simply an electronic process which is designed to capture and then extract the data from paper and digital documents documents. Once the process is complete, data capture offers the capability to search or share information at the touch of a button. As a result, increasing numbers of businesses are using data capture to help them streamline business processes, free up time and reduce physical storage space.

Before the data can be extracted, paper documents have to be scanned and converted into a digital format. Scanning is quick and efficient and we use powerful scanners which have the capability to scan many thousands of documents in just one day. Regardless of the age, size or type, almost any document can be scanned; from legal documents and invoices, through to architectural drawings and even historical artefacts.

Once scanned, documents 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 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 and 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with OCR, ICR offers an exceptionally useful way to capture, search and share data from written records, archives and historical documents.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 biggest benefits of data capture is the reduction in physical storage space needed for paper documents. 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!) has the potential to 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

To find out more about the benefits of data capture for your business, get in touch to discuss your requirements.

The past 10 months or so have clarified what we already know: being able to access your data regardless of where you are is vital to the continuity and even survival of your business. Those organisations which still rely upon working with on-site system found themselves facing real problems in accessing information remotely; either because it was locked in a physical filing cabinet, or stored in an unreachable app on a local server.

As a result of having to embrace home working at such short notice, even organisations and businesses which tend to rely upon ‘traditional’ workflow systems are embracing remote working teams and turning to the cloud.

The benefits of cloud working are something that we often talk about in our blog posts: from gains in efficiency and universal access, through to a reduction in costs. However, getting to the point where you’re ready to switch involves thinking about the technology you need. Remember that for remote working to be effective, the right information has to be in the right hands at the right time in order to facilitate decision making or improve efficiency. Making all this happens is where document management services come in.

Although document management might feel like a relatively new concept, in layman’s terms it is simply the integration and aggregation of content from a number of different sources; it’s far easier to do this when documents are stored in the cloud rather than in a physical filing cabinet.

So where next? Moving to a cloud-based document management system will give you the capability to make sure content can flow and be easily shared between different applications, without duplicating, replicating or emitting any data. Unfortunately, seamless content sharing such as this simply isn’t possible with on-premises systems which can keep up with ever-changing legislation and technological developments.

Document management and storage solutions from the document management experts

Here at Pro-Doc we specialise in providing our clients with highly secure cloud-based document storage and management solutions designed to help them work smarter. We understand that you may be apprehensive about the possible disruption and cost of getting to grips with new technology. Our team are experts in working closely with businesses and organisations of all sizes and we can help you choose a system which meets your budget and requirements, whilst providing you with the support and guidance you need.

If you would like to find out more about how we can help your business save time and money whilst improving efficiency, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

Document management and storage solutions from PDM

A New Year is the ideal time to make a fresh start and maybe try a few changes! With this in mind, the last few months have been incredibly challenging for many businesses who’ve had to cope with finding ways to management working from home, whilst maintaining normal levels of production or service.

At PDM we are experts in helping businesses to work smarter by providing a wide range of cost-effective document management and storage solutions including scanning services, data capture, PIQNIC archive management and mail room services. Here is an overview of how we can help your business:

• PIQNIQ is an innovative smart software platform which is designed to manage everything in one place: files, tasks, project, teams, communications and decisions. Where PIQNIC differs with other planning/management software is that it also offers highly secure and incredibly powerful document management. PIQNIC comes highly recommended by our team because it enables businesses to work in a way that meets current and future challenges, information is stored safely and safeguarded but ready for instant access, whilst replacing the need for multiple apps or software. In addition, PIQNIC also enables businesses to work smarter by reducing reliance on distractions such as emails and meetings.
• Scanning is idea for any business which needs to be able to access documents and records on a regular basis. Designed to offer a great solution to finding room to store large quantities of physical documents, scanning documents into a digital format makes them easily accessible.
• Not only do physical document archives require lots of space, they are also difficult and time consuming to search, regardless of how well organised they are. Data capture is used to extract information and files from physical documents, making them readily available for immediate access.
• We offer a range of hybrid mail services, designed to take the hassle out of sending and receiving business mail. Our PDM-Post service is highly cost effective; offering significant savings on printing, paper and mailing costs.

Get in touch with PDM to find out how we can help you transform the way you run your businesses

We offer a wide range of services, including specialist services for legal firms and schools, designed to help you run your business or organisation in a why that’s cost effective and efficient. To find out more, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

Cost-effective scanning services from a leading document imaging company in Yorkshire

Not only do paper documents take up significant amounts of office space, they’re time consuming to search and are at risk of theft, loss or damage. Filing cabinets and paper documents are rapidly becoming a thing of the past and if you still rely on them, now is the time to start thinking about a smarter solution. With this in mind, digital imaging is one of a number of cost effective document management solutions available which could help you improve efficiency, security and work smarter, whilst reducing the amount of physical storage space you need.

Document management services from PDM

We use high speed duplex colour scanners which have the capacity to scan over 100,00 documents each week. In addition, we also have the expertise to scan on demand everything from invoices and legal documents, through to architectural plans and historical archives. Size isn’t an issue as our equipment can be used to scan tiny, postage stamp sized documents, through to large format documents or drawings larger than A0 size. Perfect for businesses and organisations of all shapes and sizes, digital imaging and scanning is now widely used by accounts payable departments, human resources, legal firms and schools and colleges as a cost effective solution.

 What happens after scanning?

Once documents have been scanned and digitised they can then be saved in a range of digital formats. The format you choose is up to you and will depend on your individual requirements. Data capture comes next and we offer a number of options, designed to make the information within your digital documents easy to find. Following data capture we can then offer you a choice of different document management software solutions, depending on how you’d prefer to access the information. Digital document managements systems are safe and secure and will help you free up storage space whilst providing you with instant access to information as and when you need it.

To take the next step and start working smarter, please get in touch with our team by calling 01274 883459 or email info@pro-doc.co.uk

Whether you’re looking for strategies to help you cope with the new way of working, or simply want to find a simple approach to streamlining your business, PIQNIC is an archive management solution which brings teams, workflows and information together into one place.

PDM -PIQNIC certified partners

So, what is PIQNIC? In short, it’s basically a smart platform which is highly innovative and beautifully deigned to manage everything from files, tasks and projects, through to teams, communications and decisions. However, the difference between PIQNIC and other work planning and management software, is that is also provides highly secure and incredibly powerful document management. We’re incredibly proud to be certified partners with such an innovative product and increasing numbers of our clients are turning to PICNIC because it offers them a way to:

• manage and approach work in a way that meets the challenges of the current working environment, both in the short term and long term
• store their information in a way that is completely secure but enables instant access
• eradicate the need to use multiple apps or software
• keep everything under one ‘roof’ – project management, files, documents and key decisions
• spend less time on distracting emails and meetings
• make sure that information, data and communications are fully secure yet instantly accessible
• future-proof the way they manage their business

Get in touch to find out how PIQNIC can help you manage your business with ease

To find out more about PIQNIC, or to book a demo, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk