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Document Capture is a process that involves extracting information from physical and digital documents and converting them into digital data that can be easily stored, processed, and retrieved. This process is used across a range of industries and sectors to improve workflow efficiency, save time and money, and enhance data security. This book will provide a comprehensive overview of document capture, including its benefits, applications, and the industries that use it.
What is Document Capture?
Document capture is the process of transforming paper-based or electronic documents into digital data. This involves scanning physical documents, such as contracts, invoices, and receipts, and converting them into digital formats such as PDFs, JPEGs, or other formats that can be stored, indexed, and searched. Electronic documents, such as email, forms, and web pages, can also be captured using specialized software and hardware. Once documents are captured, they can be easily shared, edited, and accessed across different devices and platforms.
Why Do Companies Need Document Capture?
Document capture offers numerous benefits to companies, including:
- Improved workflow efficiency: Digitizing documents allows them to be easily shared and accessed, reducing the need for physical document transfer, saving time and money.
- Enhanced data security: Digital documents can be encrypted and protected with access control measures, reducing the risk of unauthorized access or loss.
- Cost savings: Document capture can reduce the need for physical storage space, paper, and printing costs.
- Improved compliance: Document capture can ensure compliance with regulations and standards, such as GDPR, HIPAA, and ISO, by enabling the secure storage and retrieval of sensitive data.
Industries That Use Document Capture
Document capture is used across a wide range of industries, including:
- Healthcare: Patient records, insurance claims, and medical histories can be captured and stored securely to ensure compliance with HIPAA regulations.
- Finance: Financial documents, such as invoices, receipts, and contracts, can be captured and stored securely to ensure compliance with financial regulations and improve workflow efficiency.
- Legal: Legal documents, such as contracts, court filings, and briefs, can be captured and stored securely to ensure compliance with legal regulations and improve workflow efficiency.
- Government: Government agencies can use document capture to digitize and store official documents, such as tax forms, licenses, and permits, to improve workflow efficiency and enhance data security.
- Education: Schools and universities can use document capture to store and manage student records, transcripts, and other documents, improving workflow efficiency and enhancing data security.
The UK Document Capture Industry
The UK document capture industry has grown significantly in recent years, driven by the adoption of digital technology across a range of industries. According to a report by Technavio, the UK document capture market is expected to grow at a CAGR of over 13% between 2021 and 2025. This growth is being driven by increasing demand for digital document solutions, as well as the need for compliance with regulations such as GDPR.
Document Capture Solutions
There are a range of document capture solutions available to companies, including:
- Scanning hardware: Scanning hardware such as scanners and multifunction printers can be used to capture physical documents and convert them into digital formats.
- OCR software: OCR (Optical Character Recognition) software can be used to convert scanned images into editable digital formats, such as Word documents.
- Data extraction software: Data extraction software can be used to extract specific data points from documents, such as customer names, addresses, and payment amounts.
- Document management systems: Document management systems can be used to store and manage digital documents, enabling easy access and retrieval across different devices and platforms.
- Cloud storage solutions: Cloud storage solutions such as Dropbox and Google Drive can be used to
Here are some of the most popular ones:
- OCR (Optical Character Recognition): OCR is a technology that enables the conversion of scanned or photographed text documents into editable and searchable digital text. OCR software can recognize printed, typewritten, or handwritten text and convert it into a digital format.
- Barcode recognition: Barcode recognition technology can be used to capture data from a barcode on a document, such as an invoice or a shipping label. This data can then be used to automate processes such as inventory management and order tracking.
- Data extraction: Data extraction technology is used to capture data from structured documents such as forms, invoices, and receipts. This technology is often used in accounts payable automation to extract data such as vendor name, invoice number, and total amount due.
- Forms processing: Forms processing technology is used to capture data from structured forms such as application forms, surveys, and questionnaires. The technology can automatically extract data from the forms and route it to the appropriate system or database.
- Mobile capture: Mobile capture technology enables users to capture images of documents using a mobile device such as a smartphone or tablet. The technology can be used for tasks such as capturing receipts for expense reports or capturing customer information at a trade show.
These solutions can help companies improve their document capture processes, increase efficiency, reduce errors, and save time and money.