Monday, September 16, 2013

Why extract data from documents?

One of the keys of a smart document management process is data extraction: using advanced capture software to read and save part or all of the information contained in a document to be used for other purposes. So why do businesses undertake the work of extracting information from document? What can they do with it?

Below, we’ll talk about some of the uses which, according to the AIIM, businesses have for captured data:

  • Indexing: making documents more accessible; or, put another way, making recovery and searching easier to do. Indexing  a document’s content means that we can search for words included in the body of the text. Indexing its metadata means that we can look for documents by using distinct values which those metadata can take on. That’s the reason why most businesses capture data from their documents.
  • To use the information in business processes: One of the most obvious examples of why businesses extract information from documents is so that it can be used as a starting point for procedures for account payments, processing checks, etc. There are countless examples: let’s take that of the sales people who have client information on businesses cards -- but the business might need that information to be available to the whole team in a CRM system, and not in a card file. In that case, client information can be extracted from the cards and sent to an application like Sugar CRM.

The following image shows you more specific uses that businesses have for the information that they can get out of their documents:

Taken from the AIIM white paper, "Forms Processing - user
experiences of text and handwriting recognition (OCR/ICR)".)

Discover how a smart document capture process it

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