Data Capturing is essentially the process of transforming typed, written or imaged data into a digital, computerized format. Data captured in this format is more dexterous as it can be easily attached as a part of emails, pasted in computerized documents, saved on discs and can be communicated in many other virtual formats. Most businesses have realized the virtues of data capturing and the savings it provides in the form of documents that can be saved within a few drives rather than maintaining cumbersome warehouses or other paper file storage facilities. Once data is captured and saved, it can be re-processed, formatted, edited and retrieved as per the convenience of the organization and its employees. There are no recurring costs in terms of maintaining this kind of digitalized format, and it doesn’t have a defined expiry, i.e. it can be saved and sustained for eternity. Data capturing is achieved via the use of different Data Capture Software.
Basics of Data Capture Software Explained with an Example
Optical Character Recognition (OCR) is the most common form of data capturing technology that is commonly found in workplaces where document scanning is regularly done. The use of OCR means that scanned images of text or photos can be captured in an editable and easily-searchable manner. While scanned images capture the data in the digital format, OCR software ensures that the scanned copy can be edited, formatted, indexed etc. for improving the overall quality of the scanned copy or for adding information that makes the copy more productive. The best OCR data capture software combines accuracy with precision and efficiency in an affordable manner.
Moving Beyond Basic Data Capture Software
Data capture software is also referred to as Document Capture Software. The contemporary versions of such software are offered with progressive features such as Automatic Document Classification. This means saving vital employee hours as there is no need to manually sort documents. This also neutralizes the need for data entry services. Such document capture software solutions are equipped with Intelligent Document Classification or zonal OCR features. These features are used for keying documents systematically and indexing them methodically in an automated manner. This eases the process of document retrieval and makes it possible to create an organized, digital warehouse of workplace data that can be searched, retrieved, edited and saved repeatedly with a few clicks of the mouse.
Automatic Document Classification is among the latest features offered by Document Capture Software. This means that the software can self-recognize the kind of document directed towards it. This includes documents like insurance forms, client letters or ID papers. Thus, the formatting requirements or other data capture tunings set for each type of document doesn’t need to be repeated. The software can recognize the type of document based upon its format, size and content and choose the most appropriate setting.
Another such useful feature is the Intelligent Document Separation among the latest Document Capture Software. This feature provides automated sorting of documents within bigger, mixed batches of documents. This is very common in healthcare offices, where one patient’s file can include an endless list of documents including test reports, initial prescriptions, patient progress reports, imaging copies etc. Other features associated with efficient, modern Data Capture Software for organizational usage include:
- Intelligent Document Recognition (IDR)
- OCR Recognition Technologies
- Check Radio Group Mark (OMR)
- Barcode Recognition
When these features are combined, i.e. as components of a comprehensive Document Capture Software, they function together towards doing the process of capturing, sorting and indexing data. Here, the automated data extraction functionalities help to save time, eliminating the need for inserting patch code sheets or manually labeling barcodes.