Document Capture and Who to Choose?

Gathering scattered papers, do you find it helpful having all of your data in one place? Easy to access and manage.

Now, with the assistance of FotoCapture, you are able to design your very own document management system in a way that is both speedy and simple.

With the help of FotoCapture, you will be able to quickly and effortlessly import any paper document into your SharePoint account. 

With a data entry, indexing, and verification interface that is simple to use, businesses have the ability.

To reduce or eliminate their dependency on paper while simultaneously improving their level of data protection.

You might have time-saving features that make it possible for you to automatically transfer your physical data.

In an easy manner using document management scanning, with document capture software transferring your documents easier.

By digitizing paper documents and converting them into digital assets, the capture solution will free up space in your physical storage facilities.

What is document capture software? 

Document capture refers to the process of scanning and uploading paper documents to an electronic repository or uploading materials that were already digital to the repository. 

The submitted documents become eligible for facilitated retrieval and usage once it is determined that the uploaded documents include relevant data.

Paper documents and digital documents in a variety of formats (PDF, TIFF, JPG, or CAD).

Can be turned into consistent files that are legible, editable, and searchable thanks to the integration of document capture software with a document management solution.

How do you capture documents?

Document capture is the process of opening the mail, distributing the document to the right person in your business.

Then having that person file the document if your company does not have a document management system. 

In the context of document management, refers to the process of scanning paper documents using an online document scanner. 

When everything is done properly, these digital copies have the potential to serve as the original copy for legal purposes. 

At a later time, we will go through the legal implications of storing documents digitally.

What are the stages of document capture software?

1.Importing.

The document capture program receives the imported files of the documents.

2.Processing. 

Text can be converted into a format that is easily readable by using document capture software. 

3.Validation. 

The program that captures documents does an analysis on the document against the tolerance thresholds that were previously defined. 

The system will automatically send a document for manual inspection and repair if it falls below the established tolerance criteria for that particular document. 

This could happen, for example, if there are indistinct characters or missing fields.

4.Classification. 

The DMS will read the papers and then automatically sort them out according to the type of document they are. 

This can include things like receipts, purchase orders, and bills of lading. 

The more sophisticated document capture solutions make use of machine learning techniques.

Which enable them to effectively classify documents after being exposed to a sufficient number of examples.

5.Indexing. 

After it has been categorized, a document will be indexed, which will make it possible to search for and retrieve it later.

6.Extraction. 

At this point, the metadata included within the papers is uncovered. 

In addition, the system makes it possible to search for documents based on their metadata by using database lookups and fuzzy logic.

7.Delivery. 

Documents after being captured and validated are then moved to a repository. 

At this point, papers have the potential to be integrated into workflows that are fully automated.

Benefits of FotoCapture

• Additional space for offices.
• Preservation of information improvements.
• Increased safety for the data.
• Enhanced staff collaborative efforts.
• Conformity with audits.
• Less paper clutters.
• A greener planet.

Why choose Fotopia?

FotoCapture offers you quick importing from any paper document into your SharePoint, with just scanning.

Fotopia and Microsoft 365 represent the pinnacle of enterprise document management software, and they are now available.

This makes it simple for you to collect documents from a variety of sources, including physical ones, index them, export them, and archive them.

In addition to digital documents, email, local files, cloud systems, and other such things, document capture software incorporates all of these things and more.

In addition to the flexibility to make edits and work with your fellow colleagues directly on the cloud, all while maintaining the security features of Microsoft 365.