Comparing two AI-powered document management solutions to help you figure out which one is right for you

Manual data entry is a tedious, time-consuming process, whether you’re reporting personal expenses or updating digital patient records. Plus, doing it by hand often introduces inaccuracies into your digital workflows, making information less reliable over time.

That’s why many businesses turn to intelligent document capture (IDC) solutions. These tools reduce the manual lift required to get information from physical paperwork sources into digital systems.

But how do they work? And how are they different from other, more powerful options on the market? Here’s what intelligent capture is and how it differs from intelligent document processing so you can pick the best option for your needs.

Looking for more information about intelligent document processing? Our Comprehensive Guide to Intelligent Document Processing can answer your questions.

What is intelligent capture?

Intelligent capture, also known as intelligent document capture, is the process of digitizing a physical image or document and making its content available in a business context. For example, intelligent capture could start by scanning a legal contract and converting it into a digital file. Then, the IDC solution would make the text within that contract editable, copyable, and usable within other digital systems.

Intelligent capture differs from standard document capture because it uses artificial intelligence and machine learning algorithms to capture data more accurately. Intelligent document capture platforms use tools like optical character recognition (OCR), which can convert images of text into editable and extractable content with minimal quality degradation. IDC is also better at recognizing patterns within its own documents, as well as the database of documents it’s already processed. This allows the platform to classify and tag data more effectively for enhanced searchability.

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How is intelligent document capture different from intelligent processing?

Intelligent capture is only one half of the document management process. To get the most out of your data, you need to be able to make that information available and place it correctly within your workflows.

That’s where intelligent document processing (IDP) comes in. These solutions can tag the documents your document management systems ingest. It then places them within your integrated systems to ensure they’re available and used through every step of your automated task chains.

Many intelligent document processing systems have a symbiotic relationship with IDC. They’ll often rely on intelligent capture processes to extract and classify the information they use. For example, a manufacturing company’s IDP systems will use intelligent capture to create detailed and interactable digital copies of its numerous invoices. IDC will examine each line item and its associated cost and classify them accordingly. Once the data is captured, the IDP system will use the classifications found during the capture process and automatically place each line item and cost into relevant business systems, like accounting or inventory software. That way, department heads can use this information to make more informed decisions about the money the company spends or receives.

Which option is best for my business?

When searching for a document management solution, it’s important to ask yourself, “What do I actually need to get the most out of my data?” Do you need a holistic solution to automate task flows and apply extracted information to systems throughout the organization? Or do you just need something to convert physical documents to a digital format while ensuring they’re as usable as possible when needed?

If it’s the former, an intelligent document processing solution is likely the best fit. It’ll sort all the documents your systems ingest into their proper digital folders, tag them with relevant data so they’re instantly searchable, and apply them to the relevant workflows based on your internal policies. Many IDP systems also include intelligent capture, so you can ensure your extracted data is as accurate and accessible.

Organizations that could benefit from an integrated IDP solution include:

• Medium-sized businesses or enterprises that want to streamline processes and improve productivity.
• Businesses in industries like healthcare, finance, or legal that need their document usage and storage policies to adhere to security and compliance requirements.

If you just need a solution to convert your physical documents to a digital format, intelligent capture is probably the way to go. It’ll maximize the quality and usability of your scanned data while giving you the freedom to choose what you want to do with it once it’s digitized.

Organizations that could benefit from a standalone IDC solution include:

• Small businesses or sole proprietors who can manage document workflows on their own.
• Libraries, archivists, and other organizations strictly looking to process and store documents for potential future reference or use.

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Need advice? Ricoh is here to help

Unsure whether you should stick with intelligent document capture or whether a full-blown IDP solution is the right pick? Give Ricoh a call — we’ve got decades of experience assisting businesses like yours with solutions that can make your digital journey a success. We’ll connect you with the best hardware from our range of award-winning document scanners and the best software from one of our many third-party technology partners. Together, they’ll work to ensure that your digital data is clear, accurate, and accessible wherever you need it.

Ready to discover what you need to elevate your digital processes? Contact us today to book an assessment with one of our digital transformation experts.

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