Data Capture : Forms Capture : Document Scanning : Survey Questionnaire Scanning : OCR Conversion : Document Scanning Software

Pearl Scan Solutions provides state of the art Data Capture and Forms Capture Services to organisations and businesses throughout the UK who want to streamline their data management.

With data capture it allows you to electronically control, edit and search through data which has been extracted from hard copy documents with the aid of our specialist data scanning and capture services.

Pearl Scan have achieved our ISO 9001:2000 accreditation and have completed many high quality, large data capture and form scanning projects over the years for clients in both the public and private sector. These range from Medical organisations, Universities and Local Councils to Market Research and Construction companies.

Our document scanning and capture services offer a quick, efficient method of extracting data from forms and efficiently converting this into electronic format. This eliminates the time consuming data entry process and can also save you thousands of pounds per year!

Many Universities, Colleges and Hospitals in the UK have already benefited greatly from our data capture, data scanning and OCR conversion services for their enrolment and registration forms. This process accurately captures the registration details from the forms, then processes it into our data scanning systems, we then convert this data into your required electronic format.

Data capture

Data Capture for Forms

There are many useful situations where a data capture solution is ideally used. The following forms are often captured and converted for immediate data analysis:

• Surveys and Questionnaires

• Customer application forms

• Student enrolment forms

• Health services using data from patient records

• Building maintenance records and health and safety files

• Multiple choice questions
  
  

The Data Capture process

Forms are collected from your office by our driver and returned to our main scanning bureau in Manchester. Before this collection is scheduled, a data protection and confidentiality agreement is agreed which ensures the long term safety of your data and all documents involved in the scanning process.

All documents are always scanned in at high resolution and with our quality control checks we can offer a 99.95% accuracy rate when electronically converting this data.

This offers an excellent accuracy rate and is proven to be much more reliable than manual staff data entry. Our quality control staff will also double check these results afterwards to ensure their accuracy.

Data Capture Recognition

Our systems capture this data using three different forms of recognition:

• OCR (Optical Character Recognition) conversion for typed text
  
  
• ICR (Intelligent Character Recognition) this is a more advanced version of OCR which detects different fonts while scanning
  
  
• OMR (Optical Markup Recognition) which can recognise written handwriting and convert this to editable text.

Once all this data is read, our experienced staff will run checks to ensure the data that has been captured and scanned is the same data that which appears on the original page.

These documents are later indexed to your preference and the scanned data can also be converted to any preferred format such as MS Excel, MS Access or CSV which automatically gives you a database of the information taken from the documents.

These files are delivered back to you on CD and the original documents can either be stored with us or returned to you. Projects can range in terms of time, with low volume data capture projects normally completed within 48 hours. This applies to projects with up to approximately 10,000 forms.

Benefits of our Data Capture Service

By having your forms available electronically it enables staff to use the information for analysis reports and transfer the data into records and statistics. There are numerous other advantages that come with using data capture for forms:

• Electronically text searchable documents that were previously kept in filing cabinets
  
  
• Reports and charts can be produced from the statistics that are captured
  
  
• Help the environment by reducing paper flow in the office
  
  
• Remote access is available to all scanned documents
  
  
• Reduce document storage units by managing documents electronically

The idea is to use this powerful tool to streamline your document management and free up more time for more important things in the office. Our experienced scanning staff will advise you which areas of your business can benefit the most and help reduce your overall running costs.

For enquiries or further information on data capture, forms capture or document management services call Pearl Scan on 0161 832 7991.