How Form Processing Helps in Efficient Data Management?
Form processing can be defined as the process of capturing data from forms and entering into a digital file. The data in paper forms is converted into a digital format like MS Excel for convenient management of information. It can be done either manually or through automated tools. The manual method of form processing consumes a lot of time and needs an experienced typist for entering information into the computing machine. On the other hand, the automated process is swifter but requires special software. Some of the most preferred software for recognizing text in the forms are Optical Character Recognition (OCR), Barcode Recognition (BCR), Intelligent Character Recognition (ICR), and Optical Mark Reading (OMR). Organizations that have to deal with a great volume of forms or invoices can team up with a professional form processing company to maintain a digital record of all the information collected through forms.
Data stored in digital formats offers convenient storing and indexing, making it very easy to use the information. Finding a particular piece of information in physical documents is time-consuming and can irritate the person as going through a lot of files is involved in it. And the same data in a digital form offers quick and convenient searching as and when the need arises. But doing this is not something that anybody can try, it needs good experience and in-depth knowledge of the tools and applications meant for it. Converting information available in paper into a digital format needs professional expertise. Even if you choose to get it done manually, only professionals can key in the data accurately. You can't rely on just anybody for it. However, the automated process is preferred being quicker and more convenient than the manual one.
Benefits of Form Processing
No Requirement of Physical Space for Storage- When you have your data in a digital format, it will occupy only digital space, excusing you from arranging for big physical space for storage of bulky paper files.
Convenient Access- Accessing your data in a digital format is very convenient. In fact, if you store it in an online location, you can access it from just anywhere.
Easy Retrieval of Information- Data stored in digital files allows easy retrieval of intended pieces of information through keywords.
Easy Sharing- In case you want to share the information collected through forms with anyone, you can do it easily with digital files.
Economical- Storing data digitally is way cheaper than keeping physical files for it. Apart from the hefty cost of paper, you also need huge investment in physical storage for the files.
Cheap and Easy Duplication- In case you want extra copies of your digital files, that's not a big issue. You can have duplicate files very easily and it doesn't require any money. Besides, the files are copied accurately.
Simultaneous Sharing- Sometimes different members of an organization require to access a file from different locations, Digital files allows such sharing conveniently.
Who can Take Form Processing Services?
Efficient document management is a prime requirement for organizations in many industries like healthcare, banking, education and training, insurance, and finance. All of these organizations have to maintain records of various types of information and easy access to such information can add to their efficiency. The forms and other documents maintained by them are generally in physical form and looking for a certain piece of information in paper files is very annoying and time-consuming. That's why a number of organizations from such industries are getting their data converted into digital files. They hand over their paper files to form processing specialists and get their data in digital formats so that the information stored within can be used whenever required.