There are several ways by which
data capture processes can be implemented. Some of these are automated processes.
One of the most common methods of data capture is transactional data entry. The important information pertaining to all business deals are manually entered into the computer database by data entry specialists. The use of a set pattern of data entry by the use of standardised forms makes sure that the information is captured in a uniform manner, with respect to all transactions.
Another way of capturing data is by scanning paper documents. The data on the documents is scanned and processed in a way that the text is legible by the use of different technologies such as Intelligent Character Recognition or ICR and Optical Character Recognition or OCR. The former is used for recognising data from handwritten text and the later from machine printed characters.
Batch scanning or individual scanning can be selected based on the volume of the paper documents. As is evident from the name itself, batch scanning refers to the process of automated scanning of multiple documents. The scanner settings are pre-set accordingly and are frequently used for back-file scanning and high volume data capture.
If batch scanning is in progress, then it is necessary to make sure that the documents have been prepared for the process well in advance. Paper clips and staples need to be removed and the documents should be arranged in proper order, especially for duplex scanning. Duplex scanning refers to the process when both sides of the document need to be scanned. It is also necessary to configure the scanner in a way that it can be used for various paper sizes and resolutions.
An integral aspect of the data capture process is that the scanned documents have to be properly indexed so that they can be easily searched and located. Therefore, in order to facilitate prompt retrieval of documents, each of them is given a title or a unique ID, tags or keywords. There is also the option of complete text indexing which helps you while searching for it on a search engine. All you need to do is type in a word or two or a phrase from the text.
Indexing is often enabled by the use of database lookups, OCR and barcodes. The automated indexing tools are often an integral feature of document management and document imaging software. In the absence of these options, people have to resort to manual data entry.
On some occasions, scanned documents are not uniform in nature, especially when it comes down to correspondence, single or multi page invoices and attendance sheets. These may need to be sorted beforehand in order to enable automatic categorisation depending on the software used. The changes in categories are tracked by the use of separator sheets, some of which may even contain barcodes.
Data capture services also includes conversion of files from its existing format to another. Data that is created with the help of legacy systems has to be converted to prevalent formats. Data captured in XML language can, however, guarantee long-term usability. Today data capture is used for diverse processes and assists especially in tasks such as contract approval,
account opening and accounts payable.
