How to Improve Document Processing with Intelligent Data Capture

Document processing might seem like a simple task, but it’s actually very time-consuming for those who have to manually input data. Where this might work for businesses who are especially small, organisations of a certain size may find that implementing intelligent data capture (IDC) for the purposes of document processing rather advantageous, and for a number of reasons. We’ll discuss those benefits, together with how you can implement IDC for document processing in this article:


What is intelligent data capture (IDC)?

Intelligent data capture (IDC) is, essentially, a combination of the following processes:

  • Scanning traditional documentation, including long-form and electronic pages, automatically
  • Extracting specific information and data, regardless of the format, document type or structure
  • Integrating the data with workflow systems and processes seamlessly

It’s essentially an effortless way of extracting data and information quickly and efficiently without the need for your workforce to spend countless hours manually sorting through all of the documentation and paperwork that is filtered through to your organisation. This is especially useful for particularly large businesses, but it’s just as beneficial for smaller or even start-up companies where time needs to be spent on value-added tasks. Some of the benefits that will be had by implementing IDC include the following:

  • Improved customer service
  • Manual data entry is heavily reduced, therefore enhancing data quality
  • Greater security controls and increased data protection 

How to successfully implement IDC for document processing

Intelligent data capture (IDC) is useful for many different programmes and operations that a wide range of organisations need. Regardless of the industry or sector you work in, there are several ways in which IDC can help, and one of those processes is document processing. 

Document processing is paramount to the smooth-running of operations within a business, so it’s imperative that it’s carried out with the utmost attention and precision. With this in mind, here’s how you can successfully implement IDC for the purposes of document processing:

Centralise the intake of information

Arguably one of the most important steps in the entire process, centralising the intake of information is something that needs to be done initially. It kick-starts the rest of the process, making it all worth your while in the end. Much of this process involves understanding, not just how, but where information is being received, together with what formats they’re in. 

Whether IDC services are outsourced or done in-house, IDC allows you to consolidate information streams to ensure all relevant and useful data is handled by the new-and-improved workflow. It also makes sure that duplication risks are eliminated. IDC can do all of this when it comes to document processing, without disrupting any other ongoing processes that you, as the business, might want to retain.

Automate the document capture process 

IDC can be used in combination with Optical Character Recognition (OCR). When implemented together, it allows you to automate the data capturing and information extraction process. It’s considered to be an investment for businesses, but it eliminates the need to have members of staff manually extract and sort data from documentation. 

This means that you can reduce your overheads or redistribute workers throughout other areas of the company. It also reduces the workload of staff members who have a long to-do list, therefore allowing them more time to focus on more time and value-added tasks. By automating the IDC process, you will have nothing to lose and everything to gain.

Virtually eliminate manual document sorting 

We’ve already touched on this, but it gives you the option to eliminate the manual processing of documentation and information. It’s a complex, time-consuming task which can be automated easily with the implementation of IDC for document processing. Its benefits and abilities are elevated even higher when used in combination with OCR. 

This means that everything can be left down to automation, reducing human error and reducing overheads simultaneously. Once you have successfully implemented your IDC and OCR processes, the next thing you should do is cease the manual processing of data from the documents you receive. Not only can IDC and OCR, when used in conjunction with each other, extract data, but it also has the capability to send that data to the relevant departments within your organisation.

Extract data as cost-effectively as possible

IDC allows for the quick and efficient extraction of relevant data. Although these programmes are considered to be somewhat of an investment for businesses, it’s still considered a cost-effective data extraction method. 

This is because you won’t have to pay your workers for the same work that can take a considerable amount of time to complete. It also means that they can perform more value-added tasks, as already touched upon. You’ll reap the financial rewards within just a couple of weeks when investing in IDC and OCR in combination with each other.

Export the extracted to relevant & necessary areas of the business 

Not only can IDC and OCR extract data and information from all of your documentation and paperwork, but it can also process that data and then subsequently send it to other areas and departments within the business. 

It has the ability to send information for legal teams to the law department, but it can then send financial information to the accounting department, all at the same time. There’s no need for a manual workforce to go through and do this for you, let IDC and OCR do all of the work for you.

Cleardata is on hand to implement outsourced IDC and OCR processes and programmes on behalf of your business. No matter the industry you work in, you’ll be able to count on Cleardata to help with data extraction when it comes to document processing. As a document management firm with many years’ experience to draw upon, you’ll be able to rely on our dedicated team of document management specialists. If you would like further information about our intelligent data capture services and OCR services, then get in touch with a member of our friendly, professional team today – we’re always pleased to hear from you.