Document Capture

Document capture is the critical first step in building your document management system and converting paper-based documents to electronic documents. To be effective, document management systems must allow for easy, high-quality capture of paper documents and conversion to electronic images.

What Does Capture 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. This document can also be translated to a text document using OCR (optical character recognition), added to a document management database with the automated indexing of search fields or even automatically applied to data in accounting systems.

Automated Document Indexing

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

Workflow Automation

Document capture is the basis for workflow automation. The extracted data is immediately available after scanning completes to initiate automated workflows and streamline business processes. Your organization can begin to see improved operational efficiencies and provide savings directly to your bottom line through these automated workflows.

Data entry can be automated to enhance your processes 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). Extracted data can be automatically transferred to business applications such as accounting and inventory systems or CRM (customer relationship management) systems.

Document capture also allows for easy routing. By capturing information in a digital form, it becomes simple to send information to email addresses, folders, databases or external destinations.

To learn how Document Management Systems can help your business, contact us now.