Document capture software relates to programs that possess the features to automate the procedure of scanning the paper documents. This essential functionality is then augmented by the application known as document capture software that adds efficiency as well as standardisation to the whole procedure.
Some of the common characteristics of document capture software are:
- Barcode recognition
- Separation
- Patch code recognition
- Optical mark recognition
- Optical character recognition
- Quality assurance
- Migration
- Indexing
The basic objective of this is to lessen the timing of scanning and the capturing procedure and create Meta data together with any image file or OCR text. Then this data is migrated to document management or Enterprise Content Management System for example Marex FileBound, FileNet, Cabinet NG and Microsoft SharePoint. Microsoft SharePoint is used and followed by several organisations as corporate document management system for Microsoft office documents as well as other electronic files.
Two of the major ways to accommodate the records with document capture management are:
- Linking the accounting system to bring in data and information from the records
- To have accounting system link to document management system and then avail the required information
Generally some of the essential tasks done by document capture systems are:
- Create
- Capture
- Preserve
- Manage
- Store
- Deliver
They combine all these procedures and go for “active” electronic objects, for example work processing documents, scanned images, voice files and photos. Let’s now have a look at some of the benefits of using document management software:
- Collaboration
- Efficiency
- Security
- Access
- Compliance
- Savings
- Simplification
- Disaster Recovery
Thus, go for document capture software to protect all your files and folders from damage and also maintain a soft copy of all the relevant documents.