Data Capture Services

Get rid of your paper headaches by implementing our smart Data Capture Solution using IBM Datacap Capture software. Fairfax has the experience and technical knowledge to leverage the Datacap software to implement a streamlined and intelligent paper capture solution.

What is Data Capture?

Data Capture is the first and most important step in implementing an ECM Solution in your organization. Simply put, it is the process of converting documents into an electronic format and committing them into an ECM Solution for Content Management and Workflow

Business Challenge

Processing paper quickly, efficiently and accurately is always a challenge in a very paper centric world. Keeping that in mind, we found that manual processing of paper has the following limitations:

• Costly: Studies show that typical organizations of about 1,000 people waste over 11-million dollars per year in manual document handling and management.
• Laborious: The manual processing, transporting and maintaining of large volumes of paper is a multi-step, slow and labor intensive process.
• Inefficient: Misplaced or damaged paper causes set-backs and issues in processing. Retrieving documents in storage and filing systems further reduces efficiency.
• Duplication of Data Entry: Many times the same data is being entered into multiple systems causing inaccuracies and slow turn around.
• Storage Space Requirements: Paper archiving requires large amounts of space as well as staff to manage those documents.
• Accountability and Security: Many paper-based operations make copies and pass along paper in folders which can easily be lost or misused.
• Difficult to Scale: The hiring, training, cost and space limitations make it nearly impossible to quickly scale a manual paper based process.

A Successful Data Capture Process Involves:

• Automating the Process: Automation reduces cost, labor and inaccuracies, increases speed and reliability in processing documents.
• Optimized Use of Scanning and Indexing Operations: The scanning and indexing process is the most labor intensive process of Data Capture. Optimizing this process through the use of technology, such as batch/document separation, OCR/ICR/OMR, forms recognition, barcodes and patch codes can reduce labor and increase efficiency and accuracy.
• Scalability: Most organizations need the ability to start small and scale up as the organization grows. The solution can be implemented in a decentralized manner across many departments, or centralized, implementing it all at once.
• Quickly Commit Documents to an ECM Solution for Content Management and Workflow: Data Capture extends Content Management and Workflow by providing meta-data information for faster processing and retrieving of information.

Features and Benefits of IBM Datacap Software

DataCap is IBM’s Premier Data Capture software that integrates with IBM FileNet P8. DataCap provides rich features that can help paper-based organizations to streamline and quickly process documents into an ECM Solution.

• Forms Recognition to Auto Classify Documents: The ability to identify forms and automatically classify them allows customers to dramatically reduce the document preparation and enhances meta-data extraction by automatically identifying the documents.
• Barcode and OCR Technology to Extract Meta-Data: The ability to automatically extract data using OCR and other technologies increases accuracy and efficiency.
• Distributive Data Capture Process for Scalability: DataCap is a software that incorporates rules and process flow technology to streamline the Data Capture process. The distributive model allows for scalability by adding or reducing components necessary to handle your organization’s workload.
• Web-Based Remote Scanning Capabilities: Web-based scanning allows remote locations, which normally have limited connection to the main Data Capture area, to scan and transfer documents to a centralized location. This feature creates cost efficiencies while providing real- time scanning bypassing traditional mailing and scanning processes.
• Image Enhancement Technology: DataCap provides many image enhancement technologies, such as deskew, black border elimination and blank page detection, to clean up the image for better viewing.
• Highly Extensible Through Scripting: Scripting allows the data process to push / pull extracted meta-data to and from another data source.