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How To Capture Data Guide
What is How To Capture Data?

What is How To Capture Data?

OCR stands for Optical Character Recognition and is the technology that allows software to interpret machine printed text on scanned images.

How To Capture Data 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 Invoice Processing, 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?

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 How To Capture Data systems cost?

How much do How To Capture Data 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 Consulting Services 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?

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?

How do I find out more?




 
Common How To Capture Data Applications

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
Benefits of OCR Data Capture

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
 
How To Capture Data & Capture Solutions

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.
  • IRISXtract 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.

Search Results for How To Capture Data

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Featured ABBYY Forms Processing Software

FlexiCapture - Standalone- Fixed Form - 60K Pages Item Details
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ABBYY FlexiCapture -  Standalone- Fixed Form -  60K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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IRISCapture for Invoices - Unlimited Images per Year Item Details
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IRIS IRISCapture for Invoices - Unlimited Images per Year

Overview:

Invoice reading

Various studies show that the cost of processing an invoice through its life cycle can be as much as $17 and that the use of modern digitisation, archiving and automatic encoding techniques can deliver considerable productivity gains, reducing costs by up to 50%.

IRISCapture for Invoices is a powerful invoice processing and recognition application.  All key information of your invoices are automatically detected the data are extracted, checked and ready for import in your Accounting, ERP or Workflow package

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IRISCapture for Invoices - 100,000 Images per Year Item Details
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IRIS IRISCapture for Invoices - 100,000 Images per Year

Overview:

Invoice reading

Various studies show that the cost of processing an invoice through its life cycle can be as much as $17 and that the use of modern digitisation, archiving and automatic encoding techniques can deliver considerable productivity gains, reducing costs by up to 50%.

IRISCapture for Invoices is a powerful invoice processing and recognition application.  All key information of your invoices are automatically detected the data are extracted, checked and ready for import in your Accounting, ERP or Workflow package

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IRISXtract for Documents - up to 30K Pages per year Item Details
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IRIS IRISXtract for Documents - up to 30K Pages per year

click on the Solution Package, and you will be linked to the details for that Solution Package.

The Architecture of the IRISXtract product is graphically displayed as:


Overview:

Invoice reading

Various studies show that the cost of processing an invoice through its life cycle can be as much as $17 and that the use of modern digitisation, archiving and automatic encoding techniques can deliver considerable productivity gains, reducing costs by up to 50%.

IRISCapture for Invoices is a powerful invoice capture, indexing and recognition application. All key information from the header of your invoices and the totals, are automatically detected the data are extracted,
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ABBYY Forms Processing Software

Recognition Server Upgrade -Discount on Upgrade order Item Details Add to Cart
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FlexiCapture - Standalone - Fixed Form - 60K Pages Item Details
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ABBYY FlexiCapture -  Standalone - Fixed Form -  60K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Standalone - Fixed Form - No Page Count Item Details
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ABBYY FlexiCapture  -  Standalone - Fixed Form - No Page Count

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 120K Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form -   120K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Standalone - Unstructured - 60K Pages Item Details
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ABBYY FlexiCapture  -  Standalone - Unstructured -  60K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 60K Pages Item Details
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ABBYY FlexiCapture  - Distributed - Unstructured -   60K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 300K Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form -   300K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 120K Pages Item Details
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ABBYY FlexiCapture - Distributed - Unstructured -   120K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Standalone - Unstructured - 120K Pages Item Details
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ABBYY FlexiCapture -  Standalone - Unstructured - 120K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 600K Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form -   600K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 1.2M Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form -  1.2M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 300K Pages Item Details
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ABBYY FlexiCapture - Distributed - Unstructured -   300K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Standalone - Unstructured - 300K Pages Item Details
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ABBYY FlexiCapture  -  Standalone - Unstructured - 300K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 3M Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form -  3M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 600K Pages Item Details
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ABBYY FlexiCapture - Distributed - Unstructured -   600K Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 6M Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form -  6M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 1.2M Pages Item Details
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ABBYY FlexiCapture  - Distributed - Unstructured -  1.2M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 10M Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form - 10M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 3M Pages Item Details
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ABBYY FlexiCapture - Distributed - Unstructured -  3M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Fixed Form - 25M Pages Item Details
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ABBYY FlexiCapture  - Distributed - Fixed Form - 25M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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FlexiCapture - Distributed - Unstructured - 6M Pages Item Details
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ABBYY FlexiCapture - Distributed - Unstructured -  6M Pages

Overview

ABBYY FlexiCapture is a powerful data capture and document processing solution from a world-leading technology vendor. It is designed to transform streams of documents of any structure and complexity into business-ready data. And its award-winning recognition technologies, automatic document classification, plus a highly scalable and customizable architecture, mean that it can help companies and organizations of any size to streamline their business processes, increase efficiency and reduce
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On-Site Support Available for much of the Eastern US
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).

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