Data capture
Gain control over your data
In the process of digitalizing company operations, it is crucial to establish control over the communication and data that the company receives daily. Nobly offers a comprehensive approach to data capture that transforms passive documents into active elements in the company’s digitalization strategy. A well-thought-out data capture process results in a more data-driven company, lays the foundation for more automation, and thus higher productivity in case processing, document management, and customer service.
Activating Data
Companies face a large volume of documents daily from various channels and in many different formats. There is a significant difference in formats and file types, readability in documents, and a great variation in document structures. Documents can be received as physical paper, through email clients, uploaded to a portal, or on an FTP server. Typically, the received information is passive, meaning that documents provide recipients with specific information about a particular situation, entity, person, financial status, etc.
Modern companies are far from the paperless and perfectly digital world. Only when the complexity of data capture is acknowledged can the digitalization work begin. This work may consist of the following steps:
- Mapping the landscape for the received documents (where, how, who, and the frequency of these).
- Mapping file types (photos, PDFs, drawings, etc.) and/or the need for scanning physical papers.
- Incorporating desired validations/controls of content.
- Embedding processes and policies for each document.
- Adding access rights and company governance to each document.
- Monitoring the document throughout its lifecycle, from cradle to grave.
Benefits of Implementing a Thoughtful Data Capture
The organization becomes more data-driven, enabling users to make decisions based on factual data.
Lays the foundation for greater automation, thereby increasing productivity in case processing, document management, and customer service.
Improves data quality, resulting in fewer errors and optimizing the bottom line.
Breaks down silos as data is collected centrally, creating the basis for better internal collaboration and a better end-customer experience.
“Transforming a document from a passive format into an active element in the company’s digitalization strategy is essential for thoughtful data capture and is a prerequisite for successful digitalization.”
Digitalization Process
To digitalize the company’s processes, it is a prerequisite that the company puts the passive document in motion, i.e., brings the document’s information and message into the right context, for example, by automatically transferring it to the company’s defined process. Thus, the document is archived with other relevant documents and given the necessary policies. This could include requirements on when and how the document should be deleted and accessed. Information becomes searchable on all relevant data, creating the basis for a clear audit trail, versioning, and similar. It also ensures that information is displayed to the right person at the right time, with current and comprehensive information in the preferred client.
A natural choice
OnBase embraces all document types and has several suggestions on which module in the platform the company should consider. Does the more pragmatic data capture solution suit your company, or do you need the use of algorithms in reading and processing documents?
Whatever your needs, Nobly is ready to help you start a thoughtful and successful data capture.
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