9 Tips For Effective Data Capture Management in Business

Rohan Mathew




What place does data capture management and OCR occupy in your business? Is it somewhere close to the edge? If so, it’s time to move them to the central stage. No business process can accelerate without a thoughtful data management strategy. But what is it based on? An effective automated data capture approach is the answer. If you’re in search of tips on how to make the most of the business information that comes into your hands, follow the article.

Lay the Cornerstone of Data Capture Management

Automatic processing of high volumes of customer info and getting a pack of benefits as an outcome sounds perfect. But to make it work this way you’ll have to establish real-time data capture and management strategy, choose a solid data capture and extraction vendor, and set out an objective goal for the data scientists to follow. A good plan ensures 50% of success.

Go Digital

The times when documents existed on paper only have come to an end. The variety of methods of data capture for business and availability of smart automated OCR solutions now make data capture more efficient and cost-effective than ever before. The obsolete paper-first method has proved its long-term inconsistency and has convinced thoughtful business to go digital. Systems that use a digital-first way of data capturing implement OCR methods, deprived of recognition faults, and preserve full context coherence.

Benefit From the Variety of Converting Technologies

Effective data capture is only possible if you’ve gone for the capture technology that matches the type of documents your business processes. If your company works with handwritten texts, there’s Intelligent Character Recognition system; marketing and healthcare organizations mostly benefit from Optical Mark Reading that deals with hand-filled forms; Magnetic Ink character Recognition that reads cheques and other value papers is a key-tool for the banking niche.

Analyze Your Data Structure

The choice of a converting technology also depends on the structure of your data. In structured document extraction, simple OCR systems can be used. Structured information doesn’t need to be analyzed during the capture process. While with unstructured or semi-structured data the use of smart OCR technologies could be justifiably applied. Such a method of data extraction is based on AI that reads the contents and saves your time and money on correcting errors or setting document templates again and again.

Think The Converting Methods Ahead

Businesses use information differently. Some digitize it for quick and accurate analyses and storage, others use extraction systems for further intel usage. But the need for accuracy and productivity is the same. Companies that work with hand-written texts should always keep in mind the later stages of text usage and choose the capture technology accordingly, to be able to continue the capturing process.

Mind the Further Data Users

Capturing data it’s essential to focus on its initial goals and main users. Extraction often involves labeling, using measuring systems and scales. To ensure the accuracy of the information, mind the people it is targeted at. Adjust all the questionable parameters according to the people who will receive your converted data. 

Shorten the Process

It’s obvious that the more document contents are processed, the more details get lost in between the conversions. To achieve the most accurate copy, shorten, and simplify the extraction process. The point is to avoid re-digitalization of texts and keep an eye on the quality of the files if multiple scanning is needed.

You Don’t Need All the Data

When it comes to real-time data capture and management it may seem that all the information that enters your business is new and valuable. But in fact, not all of it needs to be captured and complemented with the already extracted information to avoid redundancy. Smart OCR systems are just right for this kind of job.

Never Stop Improving

People say that electronic data capture will run the future and this is the reason to stay alert. The existing techniques for accurate data extraction may be great for today, but not enough for tomorrow. Thus never stop looking for better and more efficient methods of collecting your business information.

Summing Up

The automatic capture process is something that every business needs nowadays. The number of benefits it brings to an enterprise, including enhanced data security, disaster recovery, and cost reduction is already impressive enough to adopt a solid data capture management solution. The thing is to find the best fit for your particular business type and keep in mind the general data capture tips to see your company evolve.