Document Capture software follows a set of rules to automatically identify and read incoming documents (eg. invoices, waybills, time sheets and just about any other kind of document) that may arrive in the enterprise as scanned documents, email attachments, incoming faxes, files stored in a folder as well as from EDI. Once identified (classified), document capture software locates and reads field data on the documents pages. If for any reason the data capture software isn’t satisfied with the reliability of what it read, the captured meta-data field information are passed to a verification station where the data is reviewed by a human for a decision. Once all the documents and fields have been captured by the system and meet or exceed the systems confidence level, the data and images (usually TIF or PDF) are exported to the next step in a document workflow – where the captured document data is exported or output to potentially multiple databases, document management systems like MaxxVault or to an ERP system like Accumatica and others.
On occasion and depending on the type of document capture system in use, verification station users may route or forward documents to reviewers that have process knowledge to complete the capture processing. Example: Invoices containing rows of captured data may need to be assigned to another user familiar with accounting system GL coding that’s completed within the capture system.
Document Capture software is for organizations that processes volumes of documents but don’t want to be burdened with the manual data entry. Document capture software is more sophisticated than simple full page OCR (optical character recognition) page recognition software. Document capture software is a highly accurate rules based system, complete with significant validation tools like database lookups and character and field lengths and operates on machine and hand print documents and provides significant controls for exporting content where and the way you’ll need it; where as OCR software simply applies best guess recognition and only works on machine print and will create a Word or PDF document and does not extract fielded data to your database. Document capture software captures specific targeted alphanumeric data that supports a business process when released for export.
Document capture software will virtually eliminate data entry after the document has entered the organization; reducing the risks associated with human error, proof-reading is reduced and manual data entry is virtually eliminated. Other benefits include: time and financial savings due to faster paper handling, document loading, eliminating the need for document storage, distribution, courier costs, postage/shipping, faxes, telephone, labour and more.
Pulling documents from scanning devices, Multi-Function Peripherals (MFPs), file system folders, email servers, Microsoft SharePoint servers, and FTP sites, Capture Solution quickly and efficiently captures and digitizes documents, forms, and faxes. Document data capture systems accurately read and extract data from machine and hand printed text, bar codes, OMR bubbles, checked boxes and more.