What is Data Capture Software?
OCR stands for Optical Character Recognition and is the technology
that allows software to interpret machine printed text on scanned images.
Data Capture Software uses OCR technology to automate data entry tasks
involving machine printed forms. When the forms all have the same format, simple
Zone OCR can be employed to convert specific regions of the page to usable data.
Advanced data extraction software is also able to locate common data elements on
forms with many different formats. The most common example of this is
but data extraction can be done with any type of document.
Data extraction software can also be used to:
Who can benefit from data extraction software?
Any organization that must enter data in a database that comes from paper
forms or electronic documents like Word, Excel and PDF files can get a very high return on investment by
automating the data entry with data extraction software.
Depending on the type and volume of documents and data you have, the cost of the
solution could range from a few hundred dollars to tens of thousands. A simple project
could justify a software purchase to save only a few days of data entry time. A complex
project with many different types of documents and unstructured data could need
to offset hundreds of data entry hours to justify the expense.
Organizations that have many separate departments that perform data entry
from documents can share the budget for data extraction software by
re-using it for other projects. Your current project may not be big enough
to justify the expense, but when combined with one or two others it would be.
How much do Data Capture Software systems cost?
As mentioned above, the biggest factor in the price of the system is the
complexity and volume of the documents and data being captured. The total
cost of a data extraction solution also includes several other items:
- Time to install and configure the software
- Recognition templates must be created for each data field
- Data exports must be defined for each document template
- User and administrator training
- Labor required to verify the recognition results
- IT infrastructure and maintenance costs
If you have an IT staff that is familiar with document scanning and OCR
applications, it is possible to do most of the configuration and maintenance
in-house. If not then it is highly recommended that you use our
to guide you through the setup process.
Contact Us to get a professional analysis of your project
requirements and a full time and cost estimate.
What is the typical data entry workflow?
The process of converting a paper document to live data you can use
is as follows:
- Paper is are prepped for scanning (unfolded, staples removed, etc.)
- Documents are scanned on a high-speed document scanner
- Scanned images are recognized with OCR
- Matching algorithms locate data elements within the text
- Fields that fail validation checks are presented to
the operators for manual review and correction
- Once all errors are corrected, data is exported to final destination
How do I find out more?
Virtually any document with data that must be keyed
in can benefit from data extraction software.
- Invoices, Purchase Orders & Statements
- Health care documents (labs, EOBs)
- Litigation support
- Scientific research
- Organize shared drive folders & files
- SharePoint document migration
- Contracts & agreements
- Mortgage & financial documents
Automating data entry using OCR technology has many more benefits than
just saving time on typing.
- Cut data entry time/costs by up to 90%
- Reduce error rates with validation rules
- Enable remote data entry
- Superior data entry ergonomics
- Improved data security & privacy
- Scanned documents are digitized and archived automatically
- Electronic files can be processed in seconds with 100% accuracy
Solutions for Simple Documents
Simple documents have data elements in the same location
on every page and can be automated with Zonal OCR.
Solutions for Complex Documents
Documents with many different possible layouts, unsorted documents
that must be classfieid, or documents with tables and line
item data that must be read.
- ABBYY FlexiCapture
is the most robust general purpose OCR data capture application available.
has preconfigured modules for accounts payable,
human resources, healthcare, mailroom and other common configurations.
- SimpleIndex uses pattern matching (RegEx)
to locate data on different documents at a fraction of the cost of enterprise data capture applications.
Solutions for Electronic Documents
Although all of our data extraction solutions can be configured to
read data from electronic documents, only SimpleIndex
does this without first converting the document to an image and performing OCR on it. SimpleIndex
is able to use the original text in MS Office and PDF files and extract data from it with complex pattern matching algorithms.
This process is lightning fast and 100% accurate, and SimpleIndex
is a low-cost application that any business can afford.
Enterprise Data Capture
Large companies with massive document capture and data
entry projects should use these enterprise solutions that are
designed to handle high volume jobs, multiple departments and workflows.
All FAQ Topics
||Can you use OCR to read data from documents if it is not in the same place on every page?
||Do OCR software applications like OmniPage, FineReader, ReadIRIS, etc. transcribe print or cursive handwriting?
||What is a product that will allow me to create forms and scan completed forms (handwritten) into a database or spreadsheet?
||Assuming a load of 500 documents per day, which Forms Processing software would you recommend in regards to value, reliability, and ease of use with a mid-volume scanner?
||We want to automatically scan different forms, recognize what form it is, and file it for later retrieval. What software do we need?
||I use QuickBooks and want to attach scanned documents to records (Invoice, PO, etc.) in QuickBooks. What do I need to do this?
||What is the least expensive document management solution?
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On-Site Support Available for much of the
Online support available worldwide!
We will perform on-site installation and
training services at any location within a 3 hour drive of one of our offices
without charging extra for airfare. However, our extensive online support
options make on-site visits unnecessary for many applications.
From our headquarters in Knoxville, TN we
are able to provide on-site service and support for East Tennessee (Knoxville,
Oak Ridge, Maryville,
Alcoa, Chattanooga, Nashville, Tri-Cities, Kingsport, TN), Western North
Carolina (Asheville, Charlotte, Winston-Salem, Raleigh, Durham, NC), North
Georgia (Atlanta, Athens, Augusta, GA), Western South Carolina (Greenville,
Spartanburg, Columbia), North Alabama (Birmingham, Huntsville, AL), Eastern
Kentucky (Louisville, Lexington, Georgetown, KY) Southern Ohio (Cincinnati, OH),
and Southern Virginia (Bristol, Roanoke, Richmond, VA).
From our branch office in Boston we are able
to provide on-site service and support for Massachusetts (Boston, Worcester,
Springfield, MA), Rhode Island (Providence, Newport, RI), Connecticut (Hartford,
New Haven, Bridgeport, Danbury, CT), Southern New Hampshire (Nashua, Manchester,
NH), Eastern New York (New York City (NYC), Yonkers, Long Island, Albany, NY),
New Jersey (Newark, Trenton, NJ) and Eastern Pennsylvania (Philadelphia,
Allentown, Scranton, Wilkes-Barre, PA).
Data Capture Software
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