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Data Capture & Indexing

Most organisations have found that outsourcing their data capture functions will save both time and money. The accuracy levels that Storetec can provide are typically far superior to those of an internal business department. Many businesses have chosen Storetec to become an extension of their business to complete their data capture requirements.

The most common types of materials that are subcontracted for data capture and indexing are:

  • Invoices
  • Medical & dental claim forms
  • Company standard forms
  • Application forms
  • Banking documents
  • Surveys
  • Mail order forms
  • Mailing Lists

 

Storetec offers data capture and indexing from hard-copy documents, microfilm or scanned images with results guaranteed up to 99.98% (at the character level) for verified, double-keyed data. In all cases, the output data is formatted to your specifications and can be transmitted either electronically via secure encrypted file transfer (SFTP), email, USB stick, USB hard drive or disc.

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Contact us for a free no obligation quote for your data capture and indexing requirements.
 
The History of Data Capture & Indexing

All businesses house data in many different forms whether it be clients records, financial records or company logs that need preserving for the good of the company and are filed using a system unique to their business.

Traditional filing systems of paper files are often filed in a filing cabinet using a filing code system. To retrieve the file human resource is required to extract the correct file from the correct place. With human resource there is always room for human error and missing files may cost businesses more than staff remuneration; if the missing file is related to a contract or legally binding document it may cost the company a client, or at worse involvement in a litigious matter.

More recently companies have opted to scan documents and file according to the name of the document hosted on a local server (usually a computer in the office). The retrieval of this document then relies on the correct input search of the file name; if done incorrectly any searches for this file will not match and will not be found as retrieval relies on a limited search capacity.

Many companies with large amounts of Data are now opting to use data capture and indexing for their businesses. Automatic Identification and Data Capture (AIDC) refers to the methods of automatically identifying objects, collecting data about them and entering that data directly into computer systems (without human resource). This form of data capture services and indexing allows multiple parts of the data to be captured so the retrieval system can be obtained by a much wider search parameter. The data is hosted so can be accessed from anywhere in the world.

To read more articles in this series please click the link below:

The History of Document Scanning

The History of Invoice Capture

The History of Document Hosting 

The History of Box Storage 

The History of Microfilm & Microfiche Conversion 

The History of Archive Scanning

Data Capture & Indexing - A Bluffers Guide

Data capture is the process of extracting data from a document, whether it be handwritten or created on a computer and filing an image of the original document. The data can then be presented back to the client in a bespoke format in which to import into their own systems. This takes away the expensive job of data entry human resource and removes the margin for error associated with it.

Indexing is the process of naming a scanned image so that it can be easily found in an electronic document management system (EDM). The information attached to the documents, known as ‘meta data’ can be one piece of information from the document for example a unique reference number or a range of fields; date, invoice number, Surname etc dependant on the clients requirements.

Storetec perform data capture for a wide variety of clients from Stock Brokers to Heating Engineers.

To read more articles in this series please click the link below: 

A Bluffers Guide to Document Scanning

A Bluffers Guide to Invoice Capture

A Bluffers Guide to Box Storage

A Bluffers Guide to Document Hosting

A Bluffers Guide to Microfilm & Microfiche Conversion

A Bluffers Guide to Archive Scanning

Data Capture & Indexing Industry Sectors

Data capture and indexing can be beneficial for a variety of companies from SME’s to blue chip organisations.
Storetec provide bespoke data capture and Indexing solutions for the following industries and understand why each has their own unique requirements:

•    Medical and Healthcare
•    Public Sector, Councils and Government
•    Construction and Architects
•    Education
•    Legal and Law Enforcement
•    The Leisure Industry
•    Aerospace
•    Financial Services
•    Charities and not for profit organisations

Below are a few examples of specific sectors and why data capture and indexing with Storetec is the ideal solution for their business needs.

Medical and Healthcare:

To move a medical organisation from paper based to an electronic document hosting system, there will first be the requirement to import the information already held on paper documents, such as patient records, capture the data that is extracted from the documents and import it into a database from where it can be easily extracted. To do this manually for such a large amount of documentation would cost heavily in human resource.

Storetec tailor make each data capture and indexing solution to suit each client. Fields of data can be extracted from each document to match and automatically populate the database. This service provides a seamless transition from paper to electronic formats.

Financial Services:

The FSA (Financial Service Authority) have strict compliance rules and regulations that financial service organisation must adhere to. These compliance rules include strict confidentiality of documents and the requirement of keeping certain information in their original format.

Storetec understand these regulations and ensure all protocol are met for each service they provide. Data Protection, confidentiality and reducing risk are upmost priority. All documents at Storetec are scanned onsite and an NDA must be signed before entering the building; only visitors with a prior arranged appointment are allowed to enter.

Industry Sectors Document Scanning

Industry Sectors Invoice Capture

Industry Sectors Document Hosting 

Industry Sectors Box Storage 

Industry Sectors Microfilm & Microfiche Conversion 

Industry Sectors Archive Scanning

Data Capture & Indexing Legislation

The ISO 15489 in relation to records management lays out the framework for best practice when companies are dealing with data. Records and information now constitute one of the most important business assets in today’s society. Poorly managed records and information systems can have a phenomenal impact of the success or failure of individual businesses.

All businesses are unique in relation to the data they handle and the ISO 15489 lays out the framework to incorporate best practice for all businesses. It is more than just a guideline but details the methodology, processes and the resulting data storage or ERM System (Electronic Records Management System).

The aim of the ISO 15489 is that record keeping will become more effective resulting in efficiency savings, reduced costs and increased profits no matter what type of Organisation.

Most companies when looking for a solution to records management have three main objectives:

•    Data Protection
•    Authenticity of documents for legal compliance
•    Fast and easy retrieval system

Storetecs data capture and indexing process ensure that all documents are stored according to their governing body’s legislation, and the all data is protected in their highly secure onsite processing facility.

Storetec understand the best practice detailed in the ISO 15489 and have created processes and systems that comply with this code of practice. Using Storetec for Data Capture and Indexing gives you peace of mind that all compliance is adhered to.

To read more articles in this series please click on the link below:

Legislation Governing Document Scanning

Legislation Governing Invoice Capture

Legislation Governing Document Hosting 

Legislation Governing Box Storage 

Legislation Governing Microfilm & Microfiche Conversion 

Legislation Governing Archive Scanning

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