Data capture is a simple procedure where in paper documents of texts or images are scanned and converted into files of digital nature. Paper management is a tedious job and so more and more people opt for capturing digital data. Paper files are difficult to deal with. Just on storage itself it can prove to be a burden to a person or a company. In the office setting, if a paper document is highly confidential there is no other way to protect it than physically. Putting it in a cabinet with probably a number combination lock is as far as security can go. Admit it; it’s not a very practical thing to do. Going digital means there is no way to physically steal confidential information. With a password and firewalls to protect the file, it is fool proof and effective.

Basically, data capture is merely turning a paper document into an image file. Now from that single image file you get the liberty to further turn it into any type of file. You can turn it into text or have it as is. Having the digital copy now gives you the freedom to make changes in it. You can change the font, the color, which parts to highlight or underline and pretty much anything you want to do. You can make it fit the function where you intend to use it.

You can ask around and countless people will tell you how much data capture can save a person or a company in a day a month or even a year. Turning digital is highly cost effective and here’s why; it lowers any cost involved in duplicating or printing. It also does not call for storage. No need for cabinets, locks or pedestals. If you are also wise enough to build a database, you also limit the time wasted in searching for a specific file. Type the file name in the database and it gets retrieved in a few seconds. Going digital reduces the need for folders, staplers and staple wires and other office supplies.

Of course for data capture to be truly efficient a lot of people live by these tips;

-Be weary of the scanning process. If error occurs in the scanning process, it is likely that you’ll get a bad digital copy. Common mistakes include not aligning the paper document to the scanner’s edges.

-If the file is for personal use, opting for a black and white copy speeds up the process. This is because your scanner needs less time to process and convert the plain image.

-If the file is for official use, it may take longer but always opt for the highest resolution. This will show great detail when reproduced, printed or distributed. The key for this type of usage is quality.

If these tips are followed, there’s a great chance that you’ll be one of those who will truly benefit in capturing data.

These tips are simple yet they can greatly influence the quality of your scan jobs. And if you take care of your scanner, you can make sure that you can enjoy its benefits for more years to come.

If you are looking for information on Document Scanning and Data Capture, click on the links.

If you are looking for information on http://www.tallega.com/products/software/abbyy-flexicapture/ Document Scanning and http://www.tallega.com/products/software/abbyy-recognition-server/ Data Capture, click on the links.

Author Bio: If you are looking for information on Document Scanning and Data Capture, click on the links.

Category: Computers and Technology
Keywords: Document Scanning, Data Capture