The right document capture hardware and software can help you organize your digital records while extracting valuable data

You can learn a lot from past paperwork. Think about how many detailed invoices and comprehensive customer contracts you’ve accrued, or how much information you have about your clients’ buying habits. But you can’t gain any worthwhile insights if your records are trapped in file cabinets or on hard drives. To organize your files and extract useful data from them, you’ll need proven document capture solutions.

“Document capture” refers to the process of turning physical or scanned documents into organized, searchable digital files. It requires specialized hardware and software, but the benefits are worth the effort. With document capture solutions in place, you can expect simpler workflows, more accurate data, and better information retrieval overall. This blog will tell you which features to look for in document capture tools as well as how to streamline your workflows once you have a system in place.

Document capture tools

Document scanner

If you have a huge backlog of physical records, you’ll want to start with some document scanning solutions. That means investing in a powerful document scanner. Look for a high-speed scanner that can handle dozens — or hundreds — of pages per minute. You’ll also most likely want a device with an automatic document feeder (ADF) that holds at least 50 sheets of paper. A higher capacity ADF will help you process more documents, faster, in fewer batches. Look for scanners with image resolutions of at least 300 dots per inch (DPI), as lower resolutions may not capture text as clearly. Finally, make sure that your scanning software has optical character recognition (OCR) and intelligent document processing (IDP) features.

Optical character recognition (OCR) features

When you scan a document, your scanner will produce an image file — even if that document contains text. OCR identifies that text and converts it into a digital format. From there, you can copy, paste, and edit text in a scanned document, just as in any other digital file.

A worker might need a few minutes to type up all the information contained in a physical record. Scanning software with OCR features can accomplish the same thing in seconds. OCR lets you digitize thousands of records per day rather than dozens. It also lets your staff focus on more interesting and challenging work that can’t be automated.

Intelligent document processing (IDP) software

After OCR identifies text, IDP can use that information to organize files. An IDP system automatically tags, routes, and sorts files based on the information they contain. For example, suppose you scan a stack of assorted paperwork. IDP recognizes one document as an invoice because it contains vendor and transaction amount fields. The software tags the file with the relevant metadata and sends it to your Invoices folder. IDP also names and dates the file for easy reference.

Working in tandem, OCR and IDP can also extract and index data. This allows you to search for keywords, numbers, and dates without having to read through hundreds of individual files. IDP can also add extracted information to databases or use it to generate new documents.

Did You Know?: The RICOH fi-8170 can scan up to 70 double-sided pages per minute and comes with a 100-sheet ADF. Proprietary Clear Image Capture (CIC) technology ensures accurate colors and clean, readable text. Click here to learn more.

Benefits of document capture solutions

Streamlined workflows

Without dedicated document capture solutions, digitizing records and extracting data can be a long and tedious process. A worker might start by scanning a batch of records. From there, they have to open each file, read through the contents, and type up the data in a separate program. Afterward, they must name the file and move it to the appropriate folder. This process takes a few minutes per record, at best.

Now, imagine how the process would look with a high-speed scanner and powerful software. A worker could digitize thousands of records an hour with a few simple button presses. Efficient workflows like this give employees more time to focus on the specialized work they were hired to do.

Better data accuracy

Typing up records is monotonous. Given enough time, even the best worker will eventually lose focus. That means typos, missing fields, duplicate files, misplaced folders, and other everyday office oversights. The best-case scenario is that you’ll have to spend valuable time finding the original record and fixing the mistake. The worst-case scenario is real-world harm — a missing medication on a patient intake form, for example.

Scanning software, on the other hand, can’t get bored or tired. It will parse the ten-thousandth document exactly as well as the first. Every file will get an appropriate name and go to a specified folder. With better-organized, more accurate data, you can retrieve information faster and be fully confident in what you find.

Integrated tools

Document capture can digitize and organize records, that’s not all it can do. Smart document imaging solutions can also integrate with your existing software and tools. If you scan and extract invoice data, for example, you can then import that data directly into a spreadsheet or accounting software. From there, you could pay vendors faster or file taxes more efficiently. Importing records into database software gives you easy access to names, addresses, phone numbers, and other clerical information. You could even use artificial intelligence (AI) and machine learning (ML) software to analyze your data for business trends and insights.

Invest in Ricoh’s document capture solutions

Implementing document capture solutions at your business means finding high-quality hardware and robust software. Ricoh produces both. Our fi Series and ScanSnap Scanners can digitize thousands of documents each day, thanks to rapid scanning speeds and efficient ADFs. High image resolutions ensure that text remains readable, while intuitive interfaces let any employee can take charge of a scanning project.

These scanners also support our powerful PaperStream Capture Pro software. This program handles both scanning and document management. As PaperStream Capture Pro scans documents, it can extract data and export that information to the proper workflows. When the scan is complete, the software can tag files with the correct metadata and route them to the appropriate folder.

If you’re ready to set up an effective document capture system, book an appointment with us today to learn more.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.