Category Archives: Document Processing

How can barcodes help with Document Capture?

Though not easily interpreted by people, bar codes are easily ‘read’ by computers.They are a great way of capturing paper based information into electronic format, for importing into your document management system.

Barcodes are used prior to scanning in several ways:

Pre-printed on the document to give a unique ID
Pre-printed on separator pages to indicate that a document is ending and a new document is beginning
Printed on labels (either pre-printed or printed on demand) and affixed to documents with unique values.
Data Capture software is able to read barcode information really quickly with amazing accuracy. Reducing the number of errors means you can get the job done speedily, and no more manual indexing!
What exactly is a barcode?

A barcode symbol consists of a series of vertical bars and spaces of various thicknesses.These are broken down into groups of bars and space patterns which represent individual human recognisable characters (0-9/A-Z).

Example barcode Construction (Human Readable) * 1 2 3 4 5 *

Each barcode character consists of five black bars and four inter-spaced white spaces.The information contained in a barcode is converted back into human readable text by a barcode scanner or specialised software. This process takes a fraction of a second.


do what you do best, outsource the rest

The Top Five Reasons to Outsource

Whether or not to outsource is one of the more important decisions companies face in today’s tough economic climate, with proponents and detractors alike making good arguments. Whatever your viewpoint, it is undeniable that a professional and competent outsourcing partner can make a huge difference to your bottom line. Below are our top 5 reasons to outsource:

1) By delegating responsibilities to external agencies companies can wash their hands off functions that are difficult to manage and control while still realizing their benefits.

2) Freeing up internal resources that could be put in to effective use for other purposes is also one of the primary benefits realized when companies outsource or offshore.

3) Some companies also outsource to help them expand and gain access to new market areas, by taking the point of production or service delivery closer to their end users.

4) Lower operational and labor costs are among the primary reasons why companies choose to outsource. When properly executed it has a defining impact on a company’s revenue recognition and can deliver significant savings.

5) Outsourcing and offshoring also enable companies to tap in to and leverage a global knowledge base, having access to world class capabilities.


do what you do best, outsource the rest

3 Ways to Organise your Small Business better

When you’re a small business owner, every day feels like a 12 hour day. However, with the right tools and business processes, there’s no reason you can’t start to free up some time to enjoy your evenings and weekends. Here are a few ways we recommend you streamline your business:

– Organize Your Inventory
You’re likely already organizing your inventory, but how efficient are you? If you’re like many small business owners, you’re likely using an Excel spreadsheet. The first thing to do is to stop. There are multiple reasons why Excel is bad for inventory tracking. It’s inaccurate and will cost your business time, money and unwanted stress. What’s the solution? Automate your inventory tracking with an inexpensive inventory control system.

– Manage Your Email
Responding to emails is an essential task for a small business owner and his or her employees. Many people find this task daunting, and it adds unnecessary stress to their daily work routine. By downloading a mail manager programme, you’ll be able to prioritise tasks and feedback quickly and efficiently.

– Outsource, outsource, Outsource
If there’s a process or business requirement that needs fixing and it’s not within your skillset, outsource it. Tasks like Data Capture, HR, or even Payroll are easily outsourced, and with the right set of partners, your life will immediately become easier.

We understand that the daily tasks of running a business can be time consuming, but hopefully with a few of our tips, your small business will be on its path to efficiency.


do what you do best, outsource the rest

Document Processing: What is it?

Document Processing is one of those terms we often hear about, but what does it mean exactly, and more importantly, how can it help your business?

Wikipedia defines Document Processing as the following:

“Document Processing involves the conversion of typed and handwritten text on paper-based & electronic documents (e.g., scanned image of a document) into electronic information utilising one of, or a combination of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and experienced Data Entry Clerks.”

All of this makes sense, but how does it help your business? Well it all boils down to one word: Accessibility.

Your business depends on information. But can your employees easily locate the information they need when they need it? In most companies, documents are stored in a variety of places – on networks, on individual PC hard drives, CDs, and zip drives, in file cabinets and in desk drawers. To complicate matters, the people who need to access these documents are often situated in different locations as well.

The answer for an increasing number of businesses – large and small – is a document management system. By processing all documents in a uniform way, and through a uniform system, your workforce should have access to all the data they need, whenever they need it.


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4 Business Processes You Can Outsource Right Now

In the age of minutely optimised business processes, identifying whether or not your business is in the right space for outsource data processing can be a tricky process.

Every company understands that some of their data is sensitive and can only be handled with utmost confidentiality and security. To ease workload, a few of the services can be outsourced to professional BPO firms, here are our top 4:

Data Processing

Taking care of business and personal requirements can eat up a lot of your precious time. Processes such as insurance claims, surveys, forms, checks, customer document processing and image processing need experienced hands. Recruiting and training new personnel to handle this can take time and the results might not be efficient. Outsourced data entry companies have the relevant experience and can handle this to your satisfaction.

Data Entry

If you have data in hard copies that you need converted into soft copies, then outsourcing to data processing companies could the right option to take. Typing data from scanned images into computer applications can require a team of people who are experienced, especially if you are looking at huge volumes. The advantage outsourced data entry companies provide is that of ready and experienced staff.

Data Capture

It is not easy to find tailored data capture services especially when you are dealing with less established outsourcing firms. Offshore firms in BPO optimized countries evolve with new data processing technologies.

Indexing and Scanning

Companies with large volumes of documents that need to be scanned and indexed can require high-speed scanners that are expensive and may not be affordable to small-scale businesses. This process can be outsourced to data processing firms that can do it at affordable costs. The result will definitely be high resolution and neat documents. Indexing on the other hand is very tedious. Categorization, retrieval of information, conversion and archiving need experience as well and advanced technologies.

For both SMEs and established businesses, outsourcing to data entry companies can be a feasible choice especially if the documents and the data involved is not too sensitive to be handled by outsourced companies. In a general sense, it is a way of getting your data processed quickly at an affordable cost.


do what you do best, outsource the rest

Setting up a paperless office: What you need to know

Paperless offices are rapidly becoming the norm, and while the benefits far outweigh the negatives, the transition period can be an intricate and lengthy process if not planned properly. With over 20 years of collective experience in the Data Capture and Document Management industry, we’ve learnt some valuable lessons about planning a paperless office. Here are some of the questions you should be asking:

  • How much of your paper do you want to convert? How far back do you want to go in converting paper files?
  • How will you handle the paper that still comes in from vendors, partners or customers? Or, that you can’t convert, like legal or tax-related documents?
  • How expensive is new equipment or software, or both, and how does that fit your budget?
  • What’s your proposed process for going paperless and your time frame?
  • How will you inform staff and get them to buy into the process so they accept the changes you want and don’t slide back into heavy paper use?
  • How much help do you need from outside? (This could be a consultant to manage the conversion process, a vendor for new equipment and software, a firm to do actual data conversion, a hosting service to move electronic files off site, security experts or employee trainers.)


While many of these may seem obvious, it’s also important to look at taking these basic steps during  the transition process.

  • Commit to going to a paperless office,  convince staff to go along with it by explaining the advantages for each of them individually, and as a group, involve them in the process.
  • Check your existing computer hardware to make sure it’s robust enough to handle added applications and file storage. Make sure you have a reliable backup system for all the files you will be adding.
  • Analyse what you need and plan to accomplish. Think about what you’re likely to need in the future with a growing business, as well as now. Think about which documents need to be accessed often or quickly, which need extra security, and which could be removed after a certain time.
  • Develop a transition plan and a timetable.
  • Start small with just a single department or area of our business so you can address any problems before broadening your scope.
  • Do a small test project; make any needed changes; and then move to the transition in your first department.
  • Develop a plan for ongoing company-wide use. Include a document storage plan for employees with specific guidelines.
  • Gradually take your paperless transition through the company.


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7 Reasons Your Business Should Go Paperless

As the technically savvy continue to innovate, and with businesses seeking ways to improve their operations, the way we work naturally changes. While many businesses are still reluctant to reduce their dependence on paper, factors such as considerable improvements in technology, coupled with the rising costs of raw materials will progressively drive more and more companies into the digital age. Here are our 7 reasons your business should be looking at going paperless:

Create Space

Utilise space in your office for a more effective purpose by getting rid of cluttered and unnecessary filing cabinets or any other storage devices.

Save Time

No more searching through piles of documents as all your data is stored in one location: your server.

Storage Simplified

The ability to scan and store documents immediately through a Digital Mailroom allows you to store everything electronically.

Cut Costs

A reduction in employees’ hours spent sorting documents and less capital is required.

Customer Service

With the scanned images of documents at your employees’ fingertips, this gives them the capability to make a quick response to the enquiry.

Managerial Control

The digitalisation of inbound communication means employees’ workloads can be fairly distributed and monitored.


You can restrict access where appropriate with all documents stored electronically, whereas, stopping a piece of paper from falling into the wrong hands is more difficult.


do what you do best, outsource the rest