4 Proven Ways To Reduce Data Capture Costs...
Optical Character Recognition (OCR) can be applied to the capture of structured data (e.g. forms), semi-structured data (e.g. invoices, PODs, etc) and as a means of improving the efficiency of document indexing for storage.
When appropriately used, it is an extremely useful tool to minimise labour hours. This technology can make an enormous impact on productivity but it isn’t a panacea in all cases.
To find out whether OCR is appropriate for your documents and data, check out our downloadable report Understanding OCR Technologies
Visibility and Control
Data capture is a production process. There are service levels to be achieved and deadlines to be met. But matching available skills and resources to actual workloads is a perennial problem for managers.
Get it wrong and you have too many staff when they’re not needed or not enough staff to complete daily workloads, leading to expensive overtime. Either way it’s unnecessary cost.
You need to know the volume, type and mix of documents to be processed as soon as they arrive, not once they have been scanned and queued for attention.
You need to know, minute by minute, how documents are progressing through the process, if there are any data problems preventing completion, or whether a bottleneck is building at any point in
the process.
Only then can attention and resource be directed where it is most needed.
For more information, you can download our Process Management report HERE
Process improvement can only be achieved when detailed performance statistics are available and meaningful.
Without such information it is impossible to evaluate the relative performance of particular departments, groups and individuals. Managers cannot know definitively whether quality and performance for document ‘A’ is better or worse than document ‘B’, or whether it is better than last month.
Root 3’s process management tools can give you quality and performance information that puts control back in your hands and supports you to continuously improve the efficiency of your process
and the accuracy of your data.
For more information, you can download our Process Management report HERE
Changes to the format and layout of documents will always happen, but how do you manage this? Your data capture function may be dependent upon outside departments (or third party suppliers)
for resource to set up new tasks and make changes to existing ones.
Often this is because of the complexity of the systems in use and their reliance upon IT developers to make any changes. The predictable result is expense and delay.
The answer is to have resources available where it can best be used to deliver effective solutions and respond to rapidly evolving requirements – in the hands of the data capture department, backed by technical helpdesk and support services that can be called upon instantly.
To find out how your document set-up could be simplified, and brought back under your direct control, talk to one of our data capture experts.
During this informal discussion, they will ask you some key questions to help identify the best way
to develop a more flexible and economic document set-up process. Simply call 01275 378010.
