What is document capture software?

Defining document capture

Document capture is the process of scanning hardcopy documentation and other forms of unstructured information to extract, edit, classify or manage data. The captured data is stored on a central repository so that users across an organization can access and retrieve information when they need it.

Organizations receive information from various locations and in so many formats daily. However, teams that are forced to scan, extract and store this incoming data manually will be buried under a mixture of paper and electronic documents. This makes everyday workflows confusing and time-consuming, especially without proper document capture systems in place.

The role of document capture software

Document capture software combines scanning, importing and integration capabilities to capture incoming documents into a central repository. This system can convert paper or digital documents (PDF, TIFF, JPG, CAD, etc.) into editable and searchable files. From there, employees can locate the documents through their identifiable metadata.

Document capture systems accelerate your teams’ access to information by reducing the manual work that goes into collecting, scanning, enhancing and classifying different categories of files. Often, document capture solutions are supported with mobile capture, optical character recognition (OCR), automation and more forms of intelligent machine learning technology to facilitate faster search and retrieval processes.

How does document capture work?

Document capture technology is a valuable addition to organizations that need to process large volumes of documents faster and with greater accuracy. Document capture acquires, extracts and stores data taken from physical documents through document identification systems. These are some fundamental steps involved in the document capturing process:

• Importing: The documents are uploaded into the software.
• Processing: The specific document is converted to a readable format. Here, the document image is enhanced to improve quality.
• Validating: Each document must pass preconfigured tolerance levels. Low-quality documents with blurred text or missing fields will be routed to a designated user for manual correction.
• Classifying: All verified documents are analyzed so that they can be sorted according to their type (invoices, purchase orders, etc.) via machine learning algorithms.
• Indexing: The documents are indexed for search and retrieval.
• Extracting: Document capture software identifies relevant metadata in each document so users can locate information faster in a massive database.
• Delivery: The document is moved to a central repository and can be utilized in an automated workflow.

The benefits of implementing document capture

When combined with a content management system, document capture software empowers individuals to improve the way they do business in several ways, including:

Accelerated decision-making

After digitizing all documents and placing them in a content management system, every touchpoint on those documents, including all modifications, is trackable. Organizations can now optimize processes like document routing and accuracy checking. This makes review and approval processes much faster, as the right person gets notified when a document is available.

Simplified collaboration

Stakeholders can work with the same up-to-date information at once. This opens up opportunities to easily collaborate, especially if your document capture solution includes version control capabilities. Transparent document control reduces the risk of noncompliance and ensures everyone works on the same secure document. At the same time, teams can view full document activity history to ensure accountability.

Improved customer service

Disparate file systems will force your customer service teams to waste time on paper-chasing, keeping customers on hold or in a long queue. Document capture solutions take in information instantly and store it in a central location. Employees who work directly with customers now have access to the information they require as soon as it is received.

How OnBase document capture software can help digitize your organization's processes 

OnBase provides automated data capture capabilities to reduce manual data entry and speed up the capture process. OnBase captures any content format, including scanned paper or electronic documents. It also offers direct integrations with scanning devices and a variety of electronic systems, including Microsoft Office applications and other backend systems.

These document capture capabilities are available on the same platform that provides content management, case management and automated workflow – helping organizations improve their processes through digitization and central access.

Explore Hyland for data capture