Document capture is the process of collecting, digitising, and importing documents into a digital system using scanners, email, uploads, or automated tools. It converts paper and unstructured files into searchable, manageable digital records.
What Is Document Capture?
Document capture is the first step in the document management lifecycle. It enables organisations to bring documents from multiple sources into a central system where they can be stored, indexed, processed, and governed.
What Is Document Capture?
Document capture involves acquiring documents from physical or digital sources and converting them into structured electronic records. This may include scanning paper documents, importing PDFs, capturing emails, or automatically ingesting files from business systems.
Why Document Capture Is Important
- Eliminates paper-based processes
- Creates a single source of truth for documents
- Improves searchability and retrieval
- Supports automation and digital workflows
Common Document Capture Methods
- Scanning paper documents
- Email and attachment capture
- File uploads and drag-and-drop ingestion
- Automated capture from ERP or business systems
Where Document Capture Is Used
- Document and records management systems
- Accounts payable and finance processes
- Quality and compliance documentation
- Enterprise digitisation initiatives
Manual Capture vs Automated Capture
- Manual capture: Time-consuming data entry and scanning
- Automated capture: OCR, metadata extraction, and rule-based ingestion
How Document Capture Supports Compliance
Document capture ensures records are digitised accurately and consistently at the point of entry. Metadata capture, audit logs, and validation controls help maintain document integrity and traceability for audits.
Next Steps for Organisations
- Identify document sources and capture requirements.
- Define indexing and metadata standards.
- Use a document management system with automated capture tools.
Learn how modern document management platforms support document capture by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is document capture used for?
Document capture is used to collect and digitise documents so they can be stored, managed, and processed electronically.
Is document capture the same as scanning?
No. Scanning is one method of document capture, but capture also includes email ingestion, uploads, OCR, and automated imports.
Does document capture support automation?
Yes. Document capture is often combined with OCR and metadata extraction to automate workflows and processing.
Can document capture be automated?
Yes. Modern document management systems automate document capture using rules, OCR, and integrations.
