4 Essential Steps To Getting Started With Document Data Capture Software

Posted on: 13 August 2021

As a business owner, you know it can be difficult and tedious for a growing business to manage the large number of physical documents generated by day-to-day operations. These documents contain much-needed data. However, when that data is trapped on physical paper, it can be time-consuming to convert the data into a format that is of use to the business. Document data capture software is an effective means of automating the management and digitization of business documents. This form of business process automation has numerous tantalizing benefits for any business. Users can save physical space, instantly share any physical document digitized by the business, and more. However, the lack of a basic understanding of how document data capture works can be a major deterrent keeping businesses from getting started with it. Here are the 4 essential steps to getting started with document data capture software.


To import documents into your document data capture software, you must scan the documents with one of a variety of supported devices. These devices include multi-functional printers, TWAIN scanners, and embedded touchscreen scanners. Good document data capture software will also allow you to import existing digital documents that are in PDF, TIFF, JPEG, or BMP format.


Once imported, the documents are then automatically processed using barcode recognition, patch code recognition, optical character recognition, optical mark recognition, and intelligent character recognition. These various forms of recognition enable the document data system to understand what each document is about. The system can then convert all aspects of the original physical document into a digitized document. The resulting document can be fully modified just as you would when modifying a Microsoft Word or PDF document.


During the conversion process, document data capture software will take into consideration the overall quality of the original scanned physical document. If the document quality features missing fields, blurred characters, or errant debris, it may fall below the level of tolerance set in the document data management system. In this case, the system will automatically route the low-quality document for manual verification. On the other hand, high-quality documents automatically skip to the next step with no need for manual verification.


Successfully validated documents are automatically classified based on preset standards that are chosen when you first set up your document data capture software. You can sort documents into groups as purchase orders, receipts, contracts, communications, or any option that fits your business needs. Once supplied with a few document samples, advanced document data software can even use machine learning to sort your documents without any further human input, saving valuable time.


These are the 4 essential steps to getting started with document data capture software. Once these steps are complete, your data is indexed and searchable within the document data management system. You can then assign document permissions, share the documents, and even pull numbers directly from document data into your analytics. Remember this guide, and you'll have everything you need to get started in the world of document data management.