Data capture – what does it mean?

Data capture is an electronic process designed to capture and extract the data from paper and digital documents documents, offering the capability to search or share information at the touch of a button. Using data capture can help you to streamline business processes, free up time and reduce storage space.

How does the data capture process work?

Paper documents have to be scanned and converted into a digital format before the data can be extracted. Scanning is incredibly quick and efficient and here at Pro-Doc we use powerful scanners which have the capability to scan many thousands of documents in a single day. No matter the age, size or type, almost any document can be scanned, from architectural drawings and postage, through to legal documents, correspondence, invoices and even historical artefacts.

Once they’ve have been 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 digital format.

Is all data suitable for capture?

The simple answer to this is yes. OCR allows for the conversion of the majority of printed text, regardless of how the page is laid out or how the text is placed upon the page. OCR produces extremely 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 to the next level. ICR is designed to interpret and capture handwritten text; this powerful software has the ability to interpret handwriting of any size or style, including entirely handwritten documents or documents with a combination of handwriting and typed text. As with OCR, ICR provides an exceptionally useful way to capture, search and share data from written records, archives and historical documents.

Data capture can help to free up storage space

One of the most significant and cost effective benefits of data capture is the reduction in document storage space it can offer. Once documents have been scanned, a range of online document storage solutions are available, all of which offer 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 could transform the way you work and run your business.

Online data storage facilities are very 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.

Contacting Pro-Doc is easy: simply call 01274 883459 or email info@pro-doc.co.uk