Data capture or electronic data capture is the process of extracting information from a document and converting it into computer-readable data.
More generally, data capture can also refer to the collection of relevant information, whether on paper or in electronic documents.
Optical character recognition can also be an integral part of data capture, involving extracting text from scanned or digital documents (receipts, contracts, books, etc.) and converting the results into data for editing and processing.
What is Data capture?
Data capture definition is any method of collecting information and then changing it into a format that a computer can read and use.
Why is data capture so important?
A good data capture strategy determines how dealers collect and manage information about their customers. Customers and potential customers.
The goal should be to provide high-quality customer data that allows you to better understand your customers in order to improve your relationship with them and generate more sales.
Obtaining as much customer data as possible is crucial for car dealers, especially when they plan to get more profits from after-sales activities such as repeat sales, MOT, accessories, and annual service.
Why should my entire company buy data collection?
If the distributor wants to maintain an effective data collection strategy, the entire company must accept the importance of the process. If your salespeople take shortcuts instead of entering similar data in the same way as your account team, this may cause inconsistencies in your database and reduce the availability of collected data.
The data they receive for each telephone consultation is registered in their dealer management system. This makes it easy to track potential customers and add them to the list of prospective potential customers to sell your vehicle in the future.
Make it easy for customers to send their data with a data capture
Distributors should make it as easy as possible for customers to submit information. The number of website visitors who provide data will be affected by the user’s browsing of the website.
The ease of navigation, logical call-to-action flow, and simplicity of data entry forms will help ensure that you maximize the number of people who record personal data.
Will an effective data capture strategy will help me sell more vehicles?
Many dealers often tell us that they will never sell cars over the phone, the key is to get people into their yards. Good query management can attract people to your dealership in droves, and then your sales staff will do business.
Once you get the contact information of potential customers, you are half done. From financial advice to mailing list subscriptions to contact forms, these are simple and effective datacapture tools that can help your business take it to the next level.
Once distributors have mastered the key details of consumers, they have the right to offer discounts. And provide services in front of them at any time, which in turn can be used as bait to attract them to your front yard.
So, overall, effective data capture is the answer to generate more traffic, more revenue, and in turn accelerate your profits by generating more sales!
Types of Data capture
There are a variety of data capture methods that can be used to obtain key information from surveys, invoices, claim forms, unstructured documents, and other types of documents.
Thanks to innovative technology, the data collection process can be automated to reduce manual data entry and improve data accuracy.
The level of automation usually depends on the document type. Forms designed for automatic datacapture purposes can be highly automated and eliminate time wasted on printing, scanning, and manual data entry (click here to learn more about printing and design services) from Cleardata.
Datacapture method that simplifies the process. Below we have compiled a list of techniques used to capture different types of data.
Types of Capturing Data
Optical Character Recognition (OCR):
OCR technology is used to capture data from structured documents, usually those that have undergone text processing. The working principle of the software is to convert documents into machine-readable files.
Once this happens, you can search for the keywords contained therein, which is very suitable for files containing large amounts of data.
Intelligent Character Recognition (ICR):
ICR technology is an adjusted rendition of OCR. The difference is that ICR can read handwritten text and convert it into computer-readable information.
It is commonly used for unstructured documents, such as letters, unstructured documents, and other handwritten business letters.
Automatic data collection:
After scanning documents using OCR or ICR, automatic data collection software can identify and extract key information from the form. This has become very popular for companies that want to automate processing tasks such as billing, purchasing, and claims processing.
The software can search for specific types of information, such as reference numbers, names, and addresses. The extracted information is generated in the preferred format for import into existing systems, the most commonly used are csv, excel or html.
Paperless Forms:
Paperless forms allow you to capture information on the spot, thereby changing the way data enters and leaves the enterprise.
Data is captured using mobile devices and can be transferred directly to the office system without paper processing or delay.
Barcode Technology:
Barcode technology is a data collection method that allows metadata (such as customer name, address, and contact phone number) to be pre-populated into the barcode.
Format before submitting the form. This form of datacapture significantly reduces the need to manually enter data when returning.
Double-blind data entry:
Double-blind data entry is a form of manual data entry that uses two operators and verification software to improve accuracy.
The software will flag any differences between the two data sets and errors must be corrected before moving them.
Data capture technology
Today, the logistics business is also an information business because it is about moving goods. If your business does not have shipping data where and when it is needed, the shipment may not exist. Maybe your data is stuck in a printed document waiting to be processed.
These piles of documents are a big trouble for many logistics managers. If your company is stuck in a manual process, such as entering a freight bill or printing a document to fill out and then scan it into the system, then it’s time to find a new way of doing business.
Quickly grasp the intelligent data capture technology of the bill of lading. By using automated and semi-automated processes, DDC FPO uses DDC smart solutions to digitize and automate the freight invoice entry process.
The power of intelligence
Traditional OCR solutions are based on rules, categorizing documents and fields in standard template layouts. Apply the power of machine learning by leveraging unstructured context recognition capabilities.
The more it is used, the smarter the system will intelligently automate the historical manual billing process.
Advanced OCR technology reads BOL and converts the information into searchable and editable information. The system can recognize fuzzy, faded, and incomplete characters better than most people.
DDC Intelligence provides accuracy and throughput, speeds up your process, and reduces billing data entry costs.
The working principle of data capture technology
The partner can use any source to receive document images, including email, fax, FTP, or your customer’s delivery method. The intelligent system can deal with any configuration, including TIF, PDF, DOC, and XLS.
DDC Intelligence then categorizes the documents based on the intelligent reading of the context. This step again reduces the manual workload. The data in related fields and line items will be automatically extracted and populated into the corresponding fields.
Then check the extracted information with known sources to ensure its accuracy and validity. This higher level of accuracy verification overcomes the challenges of spelling and OCR errors to provide high-quality results.
Finally, the data output is exported and seamlessly integrated into any business application and architecture you like without interrupting your process. Commercial advertisements that have been established.
If you wish, we can continue to use manual freight invoice entry in your current system. The following are some of the reasons:
- Better invoice input accuracy
- Faster BOL data input
- Immediately reduces costs and long-term savings
- In standardized processes to meet quality indicators
To adapt to your unique business needs Toward future use with intelligent datacapture solutions for freight invoices The entry process of DDC Intelligence. For more information, please contact us immediately.
Automated datacapture systems technology
Automated datacapture systems is a technology that automatically recognizes objects, collects relevant data, stores data, and enters the data directly into a computer system. AIDC is also called automatic identification or or automatic datacapture.
In most cases, the automatic identification and data collection (AIDC) system works without human intervention. If human intervention is required, it can be the user’s scanned items.
With automated datacapture systems , you have a barcode and can enter. Electronic data in computer systems. The information associated with the object is called identification data.
These data can be in different forms, such as images, voice, or fingerprints. These data will be converted into digital files before entering the computer system.
Therefore, using transducers to perform this task means converting raw data into digital files. The stored data files are analyzed by the computer after the database is entered into the computer system or compared with other files in the database to provide access to the security system. AIDC technology consists of three main parts. They are as follows:
- Data encoding: Here, alphanumeric characters will be translated into a form that can be read by the machine.
- Machine Scanning: The machine scanner reads the coded data and converts the data into electrical signals.
- Data Decoding: Electrical signals will be converted into digital data, and then converted into alphanumeric characters.
Different types of automated data capture systems:
Various automatic identification and data acquisition (AIDC) technologies are as follows:
- Barcode
- Radio Frequency Identification (RFID)
- Biometric
- Magnetic Stripe
- Optical Character Recognition (OCR)
- Smart Card Recognition
- Voice
- Electronic Item Surveillance (EAS)
- Real-time Positioning System ( RTLS)
What is information capture and how does it benefit the organization?
Information capture is the process of capturing images and data from content. In most circles, this is called the scanning, indexing, and data entry process of paper documents, but it can often include other sources such as web submissions, faxes, emails, mobile application submissions, etc.
Many companies aim to improve data flow, but have encountered obstacles when it comes to inefficient manual data entry and verification steps. This is where proven automated information capture solutions from experienced vendors such as PaperFree can eliminate bottlenecks and make your data work for you. Research shows that approximately 80% of business data is trapped in documents.
Unstructured and unmanaged, the most difficult types of documents are automatically captured and digitized. However, PaperFree’s advanced capture solution overcomes this obstacle by automatically searching the content of keywords and phrases to establish context, and then accurately extracting important business information.
Then use multiple sources to validate the data, such as database searches, regular expressions, direct integration with other systems, etc. The end result is refined data that is quickly, efficiently, and cost-effectively transferred to your core business applications.
In addition, PaperFree provides professional solutions to expand the functionality of your information collection system, from online drawing, check processing, and even system monitoring.
PaperFree provides solutions that use technologies such as Intelligent Document Recognition (IDR), Advanced Extraction (ICR / OCR), and template-less free-form processes to extract mission-critical information from almost any type of incoming document.
How does it work?
- The information capture workflow needs to run raw data. Usually, these raw data arrive in hard copy by mail or courier, but they can also be obtained from email inboxes, faxes, or other configured electronic entries, and then scanned paper documents are used to input the data into the system and import the electronic files.
- Once the digital image of the file exists, its information will be analyzed, and key business information such as account number, name, and address will be extracted and digitized.
- This digital information is exported to a custom automated workflow, where it is processed and routed to the appropriate operator when necessary.
- After processing, the scanned invoice image and information about your transaction will be exported to the repository.
- Here, it can be stored to comply with regulatory requirements, or it can be easily retrieved by the operator for customer service, management, or training needs.
The best electronic data capture software in 2021
What is electronic data capture software?
Electronic data capture software enables field teams, surveyors, researchers, and others to collect and submit data through mobile handheld devices.
It can refer to a mobile application used by financial institutions to collect digital signatures. It can also refer to applications that clinicians and researchers use to collect observation or subject data during clinical trials.
These tools are called EDC systems. The EDC system allows researchers or surveyors to collect data immediately after the inspection, thereby increasing the validity of the data. IDP software is the evolution of remote data entry (RDE) software.
Electronic data capture software functions. Electronic data acquisition software provides the following functions: Camera integration for collecting image data Includes or integration of form generator for collecting input data Checklist, data verification Workflow Data collected from mobile or handheld devices
- Catchtrial
- Ennov EDC
- Clinical Studio
- Dacima
Conclusion
This article provides readers with a basic understanding of the data capture and its technology and its limitations and advantages. What information does this row contain? Is it just to read the information or copy the encoded information? Why do these technologies appear in the most routine tasks in our daily lives? To get answers to such questions, please leave a comment below and contact us.