Capture

The capture process is the important first step in building your document management system and converting paper-based documents to electronic documents. To be efficient, document management systems must allow for easy, high-quality capture of paper documents and converting them 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. In addition, this document can be converted to a text document using OCR (optical character recognition), added to a document management database with automatic indexing of search fields or even automatically applying data to accounting systems.

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

Workflow Automation
Document capture is the foundational technology for workflow automation. When scanning is complete, the extracted data is immediately available to trigger automated workflows to streamline business processes. It is through these automated workflows that your organization can begin to see increased operational efficiencies and provide savings directly to your bottom line.

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

To learn how Document Management Systems can help your business request your free workflow analysis now.