DOCUMENT SCANNING AND DATA CAPTURE

Paytec's document scanning facility helps to capture information from hardcopy documents and forms

What is Document Capture?

Document capture is the process of scanning paper documents (such as invoices or proof of delivery documents) and hard copy documents (such as books, ID cards, driver licenses etc.) and capturing electronic forms, documents and, increasingly other forms of unstructured content in order to extract the relevant data and transforming them into actionable information that serves a specific business goal or purpose. 

The capture of paper documents includes the creation of digital images (with scanning or document imaging), in different formats (PDF, TIFF, JPG or CAD) and are converted into uniform readable, editable and searchable files, often to trigger a myriad of potential processes, workflows and outcomes.

 

What is Data Management?

Data management is the practice of collecting, keeping, and using data securely, efficiently, and cost-effectively. The goal of data management is to help people, organizations, and connected things optimize the use of data within the bounds of policy and regulation so that they can make decisions and take actions that maximize the benefit to the organization. 

Managing digital data in an organization involves a broad range of tasks, policies, procedures, and practices. The work of data management has a wide scope, covering factors such as how to

  1. Create, access, and update data across a diverse data tier
  2. Store data across multiple clouds and on premises
  3. Provide high availability and disaster recovery
  4. Use data in a growing variety of apps, analytics, and algorithms
  5. Ensure data privacy and security
  6. Archive and destroy data in accordance with retention schedules and compliance requirements

What technologies are used for automated document capture?

  1. Optical character recognition (OCR). OCR software reads machine text and converts it into readable text for computer programs
  2. Intelligent character recognition (ICR)
  3. Optical mark recognition (OMR)
  4. Optical barcode recognition (OBR)
  5. Free-form extraction.
  1. Preservation of Company Data – Even the smallest company has important records that must be preserved.  Paper files are the least stable of all record forms.  Microfiche and microfilm are more stable, but have fallen out of favor.  Digital documents provide the greatest stability as well as ease of format conversion going forward.
  2. Easy Access and Distribution – Digital documents can be easily found via search functions, easily distributed electronically and they don’t need to be filed after each use. 
  3. Improved collaboration -- Digital documents enable teams to work on projects across geographic areas by collaborating on single documents.  Each scanned document becomes a living record that can be mined for valuable information and easily updated.
  4. Save Employee Time/Make Better Use of the Employees You Have – Employees waste a great deal of time looking for records. They can be on their desk or in the official company records. Electronic records are more easily found via search functions. Electronic records also don’t require time to file after they are used.  You're able to process more tasks without additional hires.  
  5. Meet Security Requirements – Privacy laws require businesses to keep control over individuals’ private information. Electronic document management systems can provide sophisticated methods of control and authorization for access.
  1. Better Compliance and Disclosure – Nearly every industry has compliance and disclosure regulations that require businesses to quickly find all relevant documents requested.  Scanned documents make this process easy. 
  2. More Certain Disaster Recovery – When was the last time you spilled coffee on your desk and ruined a paper document?  Now, imagine the flooded basement that destroys all your company records.  How would that affect your business?  Scanned documents can be backed up to a remote server on a regular basis, virtually eliminating loss from burglary, flood, fire, and, yes, even the spilled cup of coffee.   
  3. Reduction of  Carbon Footprint – Cut back on paper and ink for printing. Electronic records also require less energy to store than climate controlled records storage facilities.  Original paper documents can be shredded and recycled once they’ve been scanned and stored electronically.
  4. Better Use of Office Space – Millions of scanned documents can be stored in a server. To store a similar number of paper documents would require rooms and rooms of filing cabinets.  As the economy improves, you can use your office space for activities that generate revenue, rather than for storage.
  5. Legality of Digital Documents  – The Electronic Transactions Act was enforced in 1999 and established electronic signatures in Australia. Under Australian law, contracts are held enforceable whether it's verbal, or the parties have signed the document with a wet-ink (physical) or electronic signature.

Consult with a Solution Specialist

Call today and see how the Foldr can help whether in Education or Enterprise by bringing your cloud and on-site storage together in an easy-to-use interface, collaborate on projects and save back without ever downloading your files.

Call Paytec on:

MELB: +61 3 8804 1303

ADL: +61 8 8464 0333

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