Are you tired of manual document handling? Do you want to stop losing information and documents? All of this is possible now and it is extremely easy to achieve.
With all the technical improvements around us, you could now store hundreds of papers digitally with the amazing document capture solution that will make your date highly secured.
With a document capture solution, you can easily capture whatever data you want, store it on your document management system.
Contact Fotopia Technologies and stop losing your documents and data!
What is a document capture software?
The term “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.
They are legible, editable, and searchable thanks to the integration of document capture software with a document management solution.
Advantages of document capture software:
Your company’s operations ought to benefit tremendously from the use of advanced document management.
The following is a list of the advantages of document capture solution:
- Spend less time on the document capture, storage, and retrieval processes across their whole lifecycle.
- The presence of a centralized repository of documents results in an increase in safety.
- Less room for error.
- There is room for expansion.
- The size of data stored in digital space might be as small as the tip of a pin.
- Find and retrieve any data in seconds.
What are the stages of document capture?
1. Importing.
The document capture solution is a program that collects physical and digital documents through scanning and drag and drop.
2. Processing.
Text can be converted into a format that is easily readable by using document capture software and optical character recognition.
3. Validation.
The program that captures documents does an analysis on the document against the tolerance thresholds that were previously defined.
The system may automatically send a document for manual inspection and repair if it falls below the established tolerance levels for that particular document.
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 or invoices.
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.
Which technologies are used for automated document capture solution?
The following is a list of essential technologies that may or may not be applicable depending on the element being recognized:
- Optical character recognition (also known as OCR) (OCR).
The optical character recognition (OCR) software reads machine text and then turns it into text that can be read by computer applications.
- Recognizing text using artificial intelligence (ICR).
It is useful, for instance, for property management organizations that traditionally have applicants complete out forms manually.
- The recognition of optical marks (OMR).
OMR is able to record the straightforward checkmarks, groups of checkmarks, or models that individuals use to indicate their responses.
Examinations, elections, polls, and other types of research also make heavy use of the technology.
- Optical barcode recognition (OBR).
OBR is able to identify barcodes that have been included in documents and enables automated naming, indexing, and arranging of files based on the information that is embedded in barcodes.
- Extraction using a free-form method.
This piece of technology allows for the extraction of data from various forms, such as applications, surveys, and invoices.
Why choosing Fotopia Technologies?
We provide you the most advanced capabilities for automated data capture in order to cut down on the amount of manually entered data and speed up the capture process.
Our system is capable of capturing content in any format, including scanned paper documents and electronic documents.
In addition to this, it provides direct integrations with a variety of scanning devices and electronic systems, including the following:
You can scan documents directly to SharePoint, or you can simply drag and drop any files, emails, photos, PDF files, and so on directly into your Fotopia collection.
