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Data export and archive

Once verified, automated data capture software will export data and images directly to third-party databases or common file formats (e.g. SQL, Excel, CSV, XML etc.).

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How automated data capture works

  • Step 1

    Survey and form design

    Build new structured form templates optimised for accurate recognition in an easy-to-use interface.

    Print-merge variable information to forms and distribute to recipients.

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  • Step 2

    Scan paper surveys

    Load the document scanner with returned paper surveys and commence scanning.

    Automated data capture (ADC) software will automatically receive the images directly from the high-speed scanner and begin classification.

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  • Step 3

    Document recognition and data extraction

    ADC software automatically identifies scanned images and extracts handwritten (ICR), machine print (OCR), optical marks (OMR) and barcode data.

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  • Step 4

    Data verification

    If ADC software is unable to evaluate a data entry field with sufficient confidence, it is highlighted to a user for manual confirmation or correction.

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  • Step 5

    Data export and archive

    Once verified, ADC software automatically exports data and images directly to third-party databases or common file formats (e.g., Excel, CSV, XML).

    eStore, our document storage and retrieval system, is available for organisations seeking to archive data/scanned images for regulatory compliance.

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    Exporting data

    Once the process is complete, each form image – and all verified data - is exported to third-party document management systems (DMS), records management systems (RMS), and databases via a powerful API or to standard file formats including:

    • Comma Separated Values (CSV)
    • Extensible Mark-up Language (XML)
    • Microsoft Excel or Access
    • SPSS SAV files
    • Any ODBC compliant system
    • Microsoft SQL, Oracle, MySQL etc.

    If the data needs to be exported to a legacy, in-house database such as a patient database or payroll system, our team have great experience in developing integration components, making it easy for you to access and update information.

    Archival and retrieval

    Following the data export, it is important to archive the images of the scanned forms for future reference or compliance reasons. Some of the key benefits include:

    • Reduced ongoing paper storage costs and space
    • Digital copies of the forms are stored as compressed images, making backups easy
    • Paper originals can be destroyed when verification is complete
    • Instant search and retrieval based on your captured field data

    To assist you, we have an optional add-on module for image archival; eStore.



    ePC have developed eStore to provide indexing, storage, and retrieval of scanned images and metadata for future reference or compliance reasons.

    Using only a web-interface, your users can quickly and efficiently search, find, and view electronic images of your original forms. Images can be downloaded if required and reports can be generated of specific zones from within a form. For example; a report of all the “Other comments:” fields of forms rated below “Satisfied”.

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    Intelligent data capture software

    We select the best data capture systems to meet your requirements.

    OpenText TeleForm

    OpenText TeleForm

    TeleForm automatically captures and indexes data and images from any form type, using handprint (ICR), machine print (OCR) and checkbox (OMR) recognition technology, ready for export to a database.

    It aims to reduce manual data entry time by 90% or more and can eliminate hundreds of operator keystrokes.

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    ABBYY FlexiCapture

    ABBYY FlexiCapture

    ABBYY FlexiCapture is a highly scalable forms processing solution for intelligent and accurate extraction of data from structured, semi-structured and unstructured forms and documents for input into backend applications for further processing and archiving.

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