Document Capture

The term “Capture” covers the combined processes of document scanning, image correction, recognition of text, barcodes, form fields, etc. and finally, output to an appropriate format for subsequent processing or archive storage.

For 20 years or more, capture has been the entry point for document store-and-retrieve systems and increasingly for forms processing, workflow and Business Process Management (BPM). Capture may also be applied to faxes, emails, electronic documents, images and messages, but our focus here refers to document scanning.

Saving on office costs is still one of the primary justifications of a scan-to-archive project, but research shows the longer-term benefit of improved information access and easier knowledge sharing is the strongest single driver.

In a recent Industry Watch Report conducted by AIIM entitled The Paper Free Office – a dream or reality they share key findings and recommendations as it related to data capture.

Key Findings

There is less paper floating around the office – especially in the biggest organizations. The consumption of paper and the number of photocopies is decreasing in 35% of organizations, whereas it is increasing in 32%. In the largest organizations, the net proportion of respondents posting a decrease is 15%.

Electronic-only filing would halve the storage space needed for paper in 5 years. The average proportion of office space taken up by paper is now 15.3%, and it would drop to 7.4% with an all-electronic filing policy, a saving of nearly 8% in overall office costs.

On average, 45% of documents that are scanned are 100% “born digital” – just as they came from the printer.  And many of the rest would be all-digital if not for the added signatures.

77% of invoices that arrive as PDF attachments get printed. 31% of faxed invoices get printed and scanned back in. On average, 30% of invoices arrive as PDF attachments, and 15% as faxes.

41% of organizations in the survey are using some form of digital-mailroom, either as a centralized operation or distributed at branch offices. 4% are outsourced.

20% of organizations scan half or more of their inbound mail at or before entry. A further 20% are more likely to scan at the point-of-process, and 29% scan-to-archive after the process.

Improved sharability and searchability is the biggest driver for investment in scanning and capture. Followed by improved productivity and reduced storage space.

On average, respondents using scanning and capture consider that it improves the speed of response to customers, suppliers, citizens or staff by 6-times or more. 70% estimate an improvement of at least 3-times, and nearly a third (29%) see an improvement of 10-times or more.

Document Management Solutions has multiple front-end capture solutions to choose from which allows us to customize a solution based on your organizations unique business processes and budget.

If your organization is interested in optimizing the capture of your business critical information and improving your key business processes and workflow, call us to schedule a free assessment.

Capture Enabled BPM Benefits

  • Reduce costs
  • Creates more agile and adaptable processes
  • Automates and speeds processing
  • Improves customer service
  • Enhances regulatory compliance
  • Provides 12 -18 month ROI
  • Reduces errors and improves information quality
  • Increases productivity and efficiency
  • Speeds exceptions resolution
  • Increases transparency into business processes and performance
  • Improves integration between document management and CRM/case management