Document Capture

The document capture process is the first step in converting paper-based documents to electronic or e-documents. Document capture is also often referred to as document imaging because it converts a paper or word processor based file into an electronic image, usually Tiff or PDF.

Document capture is the core component of document workflow automation. Document capture begins with the scanning process. When the scanning is completed, data is extracted from the document which triggers automated workflows. It is through these automated workflow processes that your organization will see increased operational efficiencies and provide savings directly to your bottom line.

What does it do?

When a paper-based document is captured electronically the result can be as simple as an image that can be emailed, faxed or stored. In addition, this document can be converted to a text document using OCR (optical character recognition), added to a document management database with automatic indexing of search fields or even automatically applying data to accounting systems.

Automated document indexing

Utilizing OCR (optical character recognition) technology or 1D and 2D barcodes, a document that is to be added to an electronic document management database can be automatically indexed. This technology allows for documents to be immediately and readily available for search and retrieval across a network.

Document capture is the foundational technology for workflow automation. When scanning is complete, the extracted data is immediately available to trigger automated workflows to streamline business processes.

Automated application data entry

Whether your documents are structured (same format every time like survey forms), semi-structured (similar format every time like vendor invoices), or unstructured (format is different every time like correspondence from customers), data entry can be automated to streamline your processes. Extracted data can be automatically transferred to business applications such as accounting and inventory systems or CRM (customer relationship management) systems.

To learn how capture technologies can increase your productivity contact us today.