Once an enterprise content management system is in place, every new document that comes in can be uploaded to the system. This saves time, effort, and money. Many businesses don’t have the best ECM system in place from day one. For businesses that get into the enterprise content management system late in the game, modes of capture become an issue. There are years, perhaps even decades, of data that has to be digitized, scanned, and put into the system. In the simplest form, the mode of capture is scanning each item as a picture and tagging it with relevant data. Even more time consuming, data entry from a paper can be used. This is riddled with potential for error. This is why most businesses employ Optical Character Recognition (OCR), Intelligent Character Recognition (IRC), and Optical Mark Recognition (OMR) software.
Optical Character Recognition is the most commonly used software. It can scan images and extract information from them. It eliminates the standard problem with scanned images. Have you ever tried to highlight on a PDF? OCR is an enterprise content management all-star because it takes these forms and totally digitizes them. There can be a second stage of conversion, depending on the best ECM practices for your business. OCR typically creates either a plain text file or a hidden text PDF. These may not be the most useful forms. Either way, OCR saves a great deal of time.
Intelligent Character Recognition software takes over where OCR fails. Intelligent Character Recognition can recognize both hand printed text and handwriting itself. This allows for the digitizing of vast volumes of official, but personal notes. Doctor’s notes, patient admittance forms, a lawyer’s notes on a case, and so on should all be retained once the system becomes digital. OCR would not be up to the challenge. ICR proves very accurate, especially with hand printed text. Handwriting can be distinguished, but the program may need several samples before its translations can be completely trusted.
The last major issue that arises between handwriting and typewritten text is the subject of textboxes. Patient intake forms, symptoms lists, or maintenance checks often contain long columns of check boxes. This software is able to distinguish between a blank box and a box that has been checked off. It uses a base reading to determine the difference. OMR is often included with one or both of the other modes of capture for ECM. In fact, all three of these software processes are often bundled together. Many industries have an equal need for all of them, so a package makes a great deal of sense.
The modes of capture for enterprise content management focus on saving time while removing human error. No one is perfect, and large data entry projects are often riddled with mistakes. The modes of content capture OMR, ICR, and OCR work together to capture information so that meaningful content management can begin.