Data Capture Steps

Automating the extraction and dissemination of data in 4 steps

Hyland data capture solutions transform the documents entering your organization into the information that drives your processes — automatically. But what exactly does that look like?

First, documents enter the solution – whether electronically or as a scanned-in hard copy. Next, the solution automates the extraction and dissemination of data through the following steps:

  1. Document classification
  2. Data extraction
  3. Data validation
  4. Data and document delivery

This creates a framework of automation that reduces manual data entry and directs documents and information into the appropriate core business applications and organizational processes.

To fully understand all the benefits a Hyland data capture solution can provide, you need to understand each step in its process.

Document classification

After capturing the documents, a Hyland data capture solution automatically identifies the document type through intelligent document classification. That means staff members no longer need to manually sort and route documents – the solution does the thinking for you.

Documents can be automatically classified in several ways, including:

  • Bar code recognition: Bar code values on a document identify the document type
  • Image identification: An image, like a logo, can identify a document
  • Single word/phrase identification: If a single word or phrase – like the document title – is always on the document, it can be used to identify the document

Once classified, these documents progress to the next step: Data extraction.

Data extraction

After classification, Hyland data capture tools automatically and accurately extract critical information - including machine printed, hand-printed or bar coded values. To do this, the solutions leverage the following technologies:

  • Optical character recognition (OCR): Used to extract machine-printed characters
  • Intelligent character recognition (ICR): Used to extract hand-printed characters
  • Optical mark recognition (OMR): Used to determine a selection from a list of choices (i.e. check boxes and filled circles)
  • Bar code recognition (BCR): Extracts data from bar codes located on the document

Hyland data capture solutions are entirely flexible to fit your needs, allowing you to configure the capture process for each document type – giving you full control over data identification and collection.

After extracting the data, the system moves onto the next step, data validation.

Data validation

Data must be correct from the moment it is ingested into your systems to avoid costly mistakes down the road. But asking staff to jump between systems and manually review related information wastes time and money.

Hyland data capture uses the format of the data to check the validity of what it extracts – such as date or an identification number – based on easily configurable rules per data field. It performs mathematical functions, as well as other configured rules in accordance with your business processes, to help further validate lifted data. Finally, the solution can compare lifted values with those already existing in your other systems and databases to make sure the information matches.

After automated validation is complete, the solution flags any exemptions and presents them to verifiers alongside the document. This allows them to review the data field in question quickly and easily.

Once validation complete is, the data capture system delivers the documents and data to your other core business applications.

Data and document delivery

After validating the extracted data, Hyland data capture solutions send both the data and connected documents to your back-end systems. There, the system routes the document for approval or for retention in your information management systems. Through powerful integration tools, the solution seamlessly and immediately passes accurate data to whatever systems you work with.

With the process complete, Hyland data capture solutions ensure you quickly have access error-free, usable information that drives your organization’s day-to-day work. And because the solution is built on the Hyland content services platform, you can scale your solution and expand it to fulfill digital transformation goals across your enterprise.

Discover Hyland’s intelligent capture solution, Brainware, here.