Document Capture stands for the process of converting a paper document to a digital format.
Scan software that comes with a consumer scanner can fulfil this task already,
the letter received by mail is converted into a Word document.
This last application is especially useful in converting a magazine picture into an editable document.
We focus on paper correspondence that we make machine-readable using OCR.
OCR stands for ‘Optical Character Recognition’
This is where Document Capture really starts for business applications.
When only indexing documents using OCR for instance, a search will yield a multitude of documents.
This puts you right back where you started.
Or at least, there is no difference between a stack of paper or a hard drive full of documents.
There are many manufacturers who, each in their own way, create digital lookup systems.
By defining queries, search results become realistic and a workable archive is created.
This method is still not optimal, however.
A large quantity of documents means difficulties looking things up even with clever queries.
This is because of the large number of results produced.
Think of that one e-mail between all other correspondences…
A system is desirable where CRM (Customer Relationship Management) provides solutions.
In order to make this a reality, classification of document type takes place during the process.
With this set-up, we are slowly turning from Document Capture to Data Capture.
Document types can be infinitely split into separate models.
Think for instance of different types of contracts, with each their own specific subdivision.
At a Fruits and Vegetables wholesalers, contracts will be less frequent.
There, a distinction between export certificates or veterinary certificates will be an important aspect.
For split documents such as invoices, a separate workflow can be created.
Following from these classifications, other data can be read.
Based on these outcomes, document-related actions can be taken.
This brings us to the intersection of Document Capture and Data Capture:
The moment we start interpreting digital information, we call it Data Capture.
Our own Data Capture software is designed to directly and fittingly react to individual people.
The CRM system used can also be controlled from our Document Capture software.