Software Investigate

5 Phases of Capture

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Executive Summary

Document capture systems have evolved from simple solutions for basic scanning into sophisticated systems for enterprise-wide document automation. This paper serves as a guide to understanding document capture solutions - as well as the value they deliver - along a five-phase document capture continuum.

The goal of current best practices is the fully automated extraction of all relevant data from any data source. However, not every company needs such a comprehensive state-of-the-art solution. The real question is where your needs fit on the "capture continuum" and how document capture can best help your organization reduce reliance on paper, improve efficiency, lower labor costs, and integrate data and documents across key business activities.

The five phases start with simple Phase One document scanning and digital storage. Phase Two scanning technologies enable you to automatically read data via OCR from document images and implement that information for basic indexing functions. Phase Three involves pulling more detailed data from documents through intelligent data extraction tools. Phase Four does away with shipping documents to a central scanning facility and allows for the intelligent scanning of documents wherever they originate, an approach known as distributed capture. Phase Five establishes a universal capture portal where all documents that arrive in an organization in any form are intelligently captured and stored with the least amount of manual labor.

The business environment has shifted away from physical delivery of hard copy documents to include a multiplicity of email, attachments and electronic data; a confluence of paper and digital documents that must be managed. Read this detailed report to identify where your needs lie in the real world of document management and the steps you can take to take full advantage of the document capture solutions available to you today.

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