How intelligent data capture can help reduce university and college document processing

It must a busy time now for universities and colleges processing thousands ofCleardata Dec2011 60 300x200 How intelligent data capture can help reduce university and college document processing  student applications and entries.  Manual data processing and capture from paper based forms can be a costly overhead for these organisations.

Many organisations use multiple paper based forms, often capturing similar information for various purposes, which can be frustrating for the users and people capturing the data.

Forms processing issues such as inaccuracy can also cause data management problems.  Data entry errors sometimes occur due to incorrect translation from handwritten forms or simple human error.

So how can scanning and intelligent data capture help?  

The latest scanners can work in conjunction with intelligent software to capture and automatically extract key fields from university application forms e.g. name, surname, date of birth, course name and reference number.  Once scanned, data can be extracted into any required format and indexed by field, making the data instantly searchable. It also provides a digital backup, protecting data from fire or flood.

Document Scanning companies like Cleardata can also help universities and colleges design their forms for optimum scanning capture. Similar to a passport application form, handwritten application forms can be designed to capture individual letters and optimised for ICR (Intelligent Character Recognition).

Applications can be diverted to a digital mail room, scanned on arrival, intelligently captured and processed using the latest document scanning and capture software.

Outsourcing and digitising manual forms processing provides multiple benefits for universities and colleges,  including significant cost reductions, reduced time spent processing and searching through paper records, increased data accuracy and improved data protection.

For further information, visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081 and speak to one of our intelligent data capture specialists.

 

Achieve a paperless office with digital mail room services

Achieving a paperless office can help your business reduce costs and improveScanning Indexing 300x200 Achieve a paperless office with digital mail room services efficiencies.  Many businesses have started the digitisation process, scanning old archives and records,  but still receive large amounts of paper on a daily basis.

A digital mail room can help to make your office completely paperless. Document Scanning Bureaus like Cleardata, offer a complete business process outsourcing service for incoming mail.  Mail can be diverted via a PO Box to a secure scanning bureau and digitised on arrival.

Once digitised, documents can be found quickly and accessed from multiple locations, providing flexible and secure access to your information.

Clever technology is also available to recognise and capture key information from various document types. For example, Cleardata offers ReadSoft software which recognises, captures and extracts information such as invoice number, supplier name, amount and line item details from financial documents and invoices. Once extracted this data can be uploaded via a secure ftp site for you to import directly into your financial systems.  This sort of automated capture can significantly reduce manual processing costs and can also provide  up to date information for your existing systems.  Enabling faster processing and more accurate financial and management reporting information.

This software can help many different types of businesses who regularly receive large amounts of mail.   For example, a claims handling company may have letters for different types of claims, application forms and stages of documentation.   The software can recognise different documents, extract the data and automate the process and routing for the various documents e.g. claims letters can be recognised for different companies and automatically sent to different departments to be handled and processed.

For further information please visit http://www.ukdocumentscanningservices.co.uk/Paperless-Office.htm or call 0800 046 8081 and speak to one of our paperless office specialists.