Enterprises handle too many documents daily, and it can be almost impossible to manage invoices, contracts, records, and forms all at once.
The real issue comes when you have documents scattered through different systems.
The only solution is having a document management system with solid document capture.
Document capture goes beyond simple scanning. It uses automation and AI to speed up workflows, reduce errors, and help organizations meet compliance requirements in industries like finance, healthcare, education, and government.
What Is Document Capture?
Document capture is the process of bringing documents into your document management system in a structured and usable format.
You capture documents through scanning, emails, uploads, or downloads. Essentially, any system you have in place to import documents into your DMS.
Document capture also includes classification, indexing, and metadata tagging. This process will automate your document workflows and improve data accessibility.
The best DMS and ECM solutions will use OCR (optical character recognition) to convert scanned images and PDFs into searchable and editable text.
OCR analyzes the shapes and patterns of characters in the document image and translates them into its corresponding digital text.
In addition to OCR, AI and machine learning automatically extract important data and classify documents. This means the system can tell if a document is an invoice, purchase order, or insurance form without manual sorting.
This helps speed up indexing and makes it easier to route documents through business workflows.
Document Capture Features
Document capture involves importing documents, however, there is more to the story.
Document capture systems handle the initial conversion of paper or digital files into their final format but also classify them with advanced indexing, and data extraction.
In order to successfully import and use your documents, your document capture system needs a series of features that will make the process seamless.
A system that can only extract documents through one method (scanning, for example) is completely ineffective. IT will require you to join several systems and can result in lost data.
Document capture accepts documents from scanners, multifunction devices, email, fax, network folders, and mobile apps.
This ensures that all incoming information, regardless of source, is funneled into a consistent capture process.
- AI-powered data extraction
Through machine learning and OCR, document capture tools can identify and extract data fields, including invoice numbers, names, or amounts.
By extracting data automatically, you can ensure that the data is accurate and by not having to extract data individually, you can drastically reduce manual work.
- Batch processing and barcode reading
As enterprises grow so does the amount of documents you have to handle on a daily basis. Batch capture will help you process and manage all of them at once.
Tools can identify and separate documents using barcodes, QR codes, or predefined templates, allowing automated sorting, indexing, and routing.
You can choose to deploy your document capture system on-premises, in the cloud, or in a hybrid setup so it can fully adapt to your IT strategies and comply with data governance and security policies.
Seamless integration with ECM systems, ERP platforms, CRM tools, and other business applications ensures that captured data flows directly into downstream processes, therefore increasing productivity and reducing bottlenecks.
Document capture tools include security features such as encryption, role-based access controls, and audit trails.
These capabilities help businesses stay compliant with regulations including HIPAA, GDPR, and FINRA.
Why Automate Document Capture?
Handling your documents manually is extremely time-consuming, and even worse, is prone to error. Introducing data fields one by one can be tedious and lead to mistakes.
However, document capture solves these issues head-on by automating document processing, whether they arrive in paper form, via email, or through digital uploads.
Organizations report up to 60% faster processing times after adopting intelligent capture systems.
Automating document capture improves efficiency and cuts costs.
By replacing manual data entry with automated recognition and extraction technologies, you can reallocate resources and staff to other activities that bring more revenue such as invoicing, onboarding, claims processing, and contract management.
This will allow a better and quicker flow that leads to a more solid relationship with your clients.
Automation also improves data accuracy. AI-powered document capture tools can detect anomalies quickly to ensure data integrity before it enters enterprise systems. This will allow you to speed up approvals and reports and offer accurate and up-to-date information throughout the entire enterprise.
Additionally, automating document capture increases security and compliance. With built-in encryption, role-based access controls, and comprehensive audit trails, document capture helps your organization stick to regulations like HIPAA, GDPR, SOX, and FINRA.
Automation ensures that sensitive documents are stored, processed, and transmitted securely.
Ultimately, automating document capture is not just about digitizing paper, it's about transforming the way you manage your data.
Best Practices for Document Capture
Your document capture system will completely change they way you import and classify your documents.
However, there are several points you should take into consideration before diving into the deep end.
- Understand your documents
Start by assessing the types and volumes of documents your organization processes daily, weekly, and monthly.
It is important to understand whether you're dealing with invoices, contracts, claims, employee forms, or customer records in order to help you define the specific capture needs, such as classification, indexing, and field extraction.
- Choose solutions that can handle growth and different formats
Your document capture solution should be able to handle a wide variety of formats, including paper, PDFs, emails, images, and structured forms.
Additionally, it must be scalable so you can easily adapt your system as your enterprise grows.
Look for systems that support scanning, batch imports, and future-proof integrations with cloud storage or content management platforms.
- Use AI extraction and validation to reduce manual fixes
Modern document capture systems use AI and machine learning to extract data fields and validate them against pre-set business rules.
By incorporating these capabilities, organizations reduce manual intervention, reduce errors, and guarantee data consistency.
For example, AI can automatically identify and verify invoice numbers, dates, and vendor information.
- Pick systems that fit your IT infrastructure and security needs
Every document capture solution should be evaluated against your existing data stack and toolkit, including compatibility with cloud services, network configurations, and storage protocols.
It's essential to choose platforms that integrate seamlessly with your enterprise systems, such as ERP, ECM, and CRM platforms, while meeting internal cybersecurity requirements.
Hybrid and cloud-friendly options can offer an extra layer of flexibility.
- Implement strong security and compliance controls
Document capture often involves handling sensitive data such as personally identifiable information, financial records, or protected health information.
To protect this data and meet regulatory requirements like HIPAA, GDPR, or SOX, your solution should include strong encryption (both at rest and in transit), role-based access controls, and detailed audit logs.
These features help prevent unauthorized access and provide clear traceability for audits.
- Train your staff and track performance
If your entire team isn’t onboard or aware of the new system, you might as well keep an unorganized folder with loose papers.
By training your team you can ensure they all understand how to use document capture tools efficiently and in line with organizational standards.
In addition, establish KPIs and reporting dashboards to monitor accuracy rates, processing speeds, and exception handling. Regular reviews and feedback loops can help you make improvements where needed and optimize your system.
Dokmee Document Capture
Dokmee Capture is an AI-powered document capture solution built for enterprises with strict compliance and workflow needs.
It accepts documents from multiple sources: scanners, email, fax, and mobile devices.
Its AI extracts data and reads barcodes to automate sorting and classification, saving time and reducing errors. Batch processing helps handle large volumes efficiently.
With flexible deployment (on-premises, cloud, or hybrid), Dokmee Capture fits your security and infrastructure requirements. It also integrates tightly with Dokmee’s ECM platform for a complete document management system.
Learn more about Dokmee Capture.
Document capture is a key part of managing enterprise documents. Automating it with AI helps improve speed, accuracy, and compliance while reducing manual effort.
Solutions like Dokmee Capture let organizations handle document workflows with less hassle and better results.
Request a demo to see how Dokmee can help your business.