While the general term DOCUMENT CAPTURE
TECHNOLOGY has been around for quite some time (for instance scanning a
document to send to someone etc.) the added word SMART has catapulted the
usefulness of this category to a whole new level. Simply put, SMART DOCUMENT
CAPTURE TECHNOLOGY can completely change the way you handle existing documents
and make many tasks almost completely automated.
To understand just how helpful this
technology can be, lets first break down just what it is and how it works.
Smart document capture technology refers to
a type of software that can recreate a document, enhance it, recognize what
type of document it is, extract the data from the document, then allow editing
to be done or continue with processes that are pre-programmed and automated.
Here is the process as outline in 6 steps:
- Input, document collection– This step refers to how you input the document into your computer
system. It could be scanned, photographed, emailed etc.
- Processing of the image– No matter what format you introduce to the software, it will then
digitally recreate the document, increase the resolution, and then allow all
aspects of the document to be edited.
- Classifying– During this stage of the process, the smart software will use its
processor to determine what kind of document it is working with. For instance,
a job application, a work order, an inventory list etc. Using OCR (Optical
Character Recognition) and AI (Artificial Intelligence) it only needs 1 or 2
samples of a document to be able to recognize the type and later identify it
again. This helps speed up the process as the software will apply rules that
are specific to a document.
- Extraction– Using OCR technology the data from the documents can be
automatically extracted. This data can be uploaded directly into the admin
system without having to retype it manually. This reduces the time needed and
the risk of errors during the transfer dramatically.
- Validating– The software will then VALIDATE the document to ensure it meets a
minimum specified standard that has been established. For instance, is an
identity card really an identity card and not a holiday picture, is this
identity card from the right person, is the photo clear enough, is the document
still valid. Or let’s say a document had ink that smeared when it was made, or
a soft drink spilled on it. Those scenarios might make it difficult for the
software to identify and manipulate data that was affected by such errors so
the validation process will notify the user and allow them to make any needed
- Exporting and Delivering– Finally, as the process is finished, the software will then allow
the finished document to be exported and delivered to any place you desire.
This could mean saving it to a hard drive, emailing it to an internal or
external contact, saved via cloud storage etc. It is possible to give the
documents a structured naming using the existing nomenclature, even by
extracting data from the document to be used in the name, as a date, name or
type of document.
As you can see, smart document capture
technology can completely change the way you deal with documents in the future.
If your office is not utilizing such software, well then, that just isn’t