Data Capture Examples

Do More with Less

BI Dashboard ScreenshotSo, you’ve got loads of data, but how easy is it to access it to make reports? ProcessFlows BI Dashboards hook in to all your databases, spread-sheets and documents, enabling real-time reporting, in an easy to read graphical format. For more information, please click here.

All organisations, no matter their size, send and receive huge amounts of important documentation. This can be in a huge variety of differing formats; Post, Fax, Email, Voice, SMS, Web Forms, even XML feeds and data transfers from external systems. These documents could be anything from marketing materials to important contracts and the essentials for an ongoing business such as; purchase orders, invoices, remittances, delivery notes, timesheets, application forms, insurance claims, to name just a few.

Many important business processes are dependent on the data contained in these documents being routed to the appropriate individuals or teams quickly for them to be actions. The information contained in these documents is then used to make a decision or entered into an internal system so a decision or action can be taken further down the line.

Ultimately, an organisation’s ability to act on the information it receives affects;

  • Customer Service
  • Ability to meet Service Level Agreements
  • Cash Flow
  • Deadlines imposed by industry or Government regulation

Whilst these documents are critical to a business, they also generate high volumes of work. Many companies are forced to employ extra staff just to manage the process of routing documents to the right person and manually entering the key information stored in these documents into internal systems. The task of entering information from a document into a system is a mundane and time consuming, and can result in human error in keying when handled manually. There is often a high staff turnaround due to the fact that these roles are often low paid and offer the employee little in the way of stimulation. The Management overhead therefore is high because staffing levels need to be maintained, new employees need to be adequately trained and extra effort is required to increase morale all contributing to higher costs for simply getting the right information in the right place or in front of the right person.

In cases where an organisation is distributed in regional offices either across or country or internationally, documents are initially received by a regional office and forwarded to a central location. This in turn leads to further delays and increases the risk of losing important business documents especially if they are being posted, not to speak of the delays in actioning the related tasks. If documents are being re-faxed, the quality of the data will deteriorate seriously. This leads to incorrect information being entered into your systems and further problems down the line. Even email isn’t an ideal way of moving these documents between offices as it is so easy to lose them in the hundreds of other emails we receive every day.

Just some of the problems with Manual Data Capture:

  • High costs for staff and training
  • Motivation and morale
  • Error Prone
  • Business Critical Tasks are delayed
  • Difficult to prioritise tasks
  • Hard to measure and manage productivity

Increasing the speed and accuracy at which you process important documents with data capture technologies and techniques could benefit the business in the following ways:

  • The ability to “do more with less” allows your business to grow without the added overheads
  • Faster order processing with fewer mistakes
  • Improved debtor days due to fewer invoice discrepancies
  • Better customer service with faster turnarounds
  • Less resource dedicated to data-entry means lower costs

More information

If any of your business processes rely on large volumes of paper being received and manually entered keyed into line of business applications, we would be happy to discuss the benefits of capture technology could have in improving this process, please call us on +44 (0) 1962 835053, or email

Latest Case Study

Holme Valley Covid Mutual Aid – a 123-txt case study

Cloud SMS Platform, 123-txt enables a local volunteer group to support vulnerabl...

View Case Study

Next Event

Enhancing Productivity for the remote worker with Unified Messaging Webinar

Event: 26th November Time: 10:00 Join ProcessFlows and OpenText to learn how...

Book a Place

Latest News

OpenText™ CX-E Voice Version 20.4 is now available

CX-E Voice delivers secure enterprise voice applications - Unified Messaging, Tr...

Read More
Quick Contact
T: 01962 835053