DATA CAPTURE SERVICES
Convert Source Documents Into Structured, Usable Business Data
Global Data Entry Solutions provides data capture services for organizations that need information extracted from paper documents, forms, receipts, images, scanned files and other approved sources and converted into structured digital records.
From Source Documents to Structured Data
Data capture projects often begin with information that is difficult to search, compare or import because it exists in paper files, scanned images, PDFs, handwritten forms or inconsistent document layouts. The first requirement is to identify the fields that matter and define how those fields should appear in the final dataset.
Our workflow can support manual data capture, OCR-assisted processing, document classification, indexing and validation depending on the source quality and client-defined requirements.
Structured Around Client-Defined Rules
Each project can be configured around required fields, document types, validation rules, duplicate criteria, file naming, exception handling and output format. Unclear or unreadable records can be separated for review instead of being completed through unsupported assumptions.
Data capture can be combined with scanning and OCR services, document indexing or data entry services when a project requires broader document digitization or structured processing support.
WHAT WE CAN CAPTURE
Common Data Capture Sources
Paper Documents
Capture structured information from printed records, reports, correspondence and other paper-based source documents.
Forms & Questionnaires
Extract responses, identifiers, dates and client-defined fields from structured or semi-structured forms.
Receipts, Vouchers & Coupons
Capture approved transactional and reference information from receipts, vouchers, coupons and similar business documents.
Images & Scanned Files
Process JPEG, PNG, TIFF, image-based PDFs and scanned documents that contain business information requiring structured capture.
Archived Records
Convert historical files and document archives into searchable records with structured metadata and indexing fields.
Handwritten Content
Capture readable handwritten information where the project requires manual review beyond automated OCR capability.
COMMON USE CASES
Where Data Capture Services Add Value
Document Digitization
Convert information from paper and scanned records into structured digital fields for ongoing business use.
Forms Processing
Capture form responses and administrative fields into spreadsheets, databases or client-defined templates.
Backlog Processing
Process accumulated document volumes when internal teams need additional data-capture capacity.
Database Migration Preparation
Capture legacy information into structured fields before migration to a new system or database.
Document Indexing
Create metadata such as document type, date, customer, reference number or category for easier retrieval.
Recurring Administrative Workloads
Support ongoing capture tasks where source types, field rules and delivery formats remain consistent.
PROCESS
A Controlled Data Capture Workflow
Assess
Review source types, volume, required fields and output expectations.
Classify
Group documents by approved type, batch or processing rule.
Capture
Enter or extract required data into structured client-defined fields.
Validate
Review field completeness, formats and source-to-record consistency.
Exceptions
Separate unreadable, incomplete or conflicting records for review.
Deliver
Return structured records and review files in the agreed format.
QUALITY CONTROL
What We Review Before Data Delivery
Required Field Completeness
Check that mandatory fields are populated where the source document provides the required information.
Format Consistency
Apply agreed date, number, category and text formatting rules across the captured dataset.
Source-to-Record Review
Compare captured information against source documents where manual or visual validation is part of the workflow.
Duplicate Review
Flag potentially repeated records using client-defined identifiers or matching criteria.
Indexing Accuracy
Review document type, date, reference and metadata fields used for retrieval and classification.
Exception Handling
Move unreadable or ambiguous records into a review queue rather than forcing unsupported values.
INPUT & OUTPUT
Flexible Source Formats and Structured Deliverables
Common Inputs
- Paper documents
- Scanned PDFs
- JPEG, PNG and TIFF images
- Forms and questionnaires
- Receipts and vouchers
- Client-provided document archives
Typical Outputs
- Excel spreadsheets
- CSV or delimited files
- Client-defined database templates
- Indexed document metadata
- Searchable or structured digital records
- Exception and review files
SERVICE EXPLAINED
Data Capture vs Data Entry vs OCR
Data Capture
Focuses on extracting information from source documents and converting it into structured, usable records.
Data Entry
Focuses on entering information directly into spreadsheets, databases, applications or client-defined systems.
OCR
Uses optical character recognition to convert printed or scanned text into machine-readable text. OCR output may still require cleanup, validation and structured field mapping.
RELATED SERVICES
Related Data Capture and Document Services
WHY OUTSOURCE DATA CAPTURE
Add Capacity for Repetitive Document-to-Data Work
Data capture can become time-consuming when document volumes are large, source formats vary or historical backlogs must be processed. Outsourcing can provide additional capacity while keeping field definitions, validation rules and exception handling consistent.
- Support high or fluctuating document volumes
- Standardize capture rules across source types
- Reduce repetitive manual processing
- Prepare data for downstream systems and databases
- Separate unclear records for review
- Receive structured output in client-defined formats
PROJECT SETUP
Have Documents or Forms to Capture?
Share a representative sample, approximate volume, required fields and preferred output format. We can review the requirement and discuss an appropriate workflow.
Request a Project DiscussionFREQUENTLY ASKED QUESTIONS
Data Capture Services FAQs
What are data capture services?
Data capture services convert information from paper, forms, images, scanned files and other source documents into structured digital records.
What types of source documents can be processed?
Projects can use paper documents, PDFs, forms, receipts, vouchers, scanned images, JPEG, PNG, TIFF and other approved document sources.
Can data capture include OCR?
Yes. OCR can assist with printed or scanned text, while manual review and cleanup can be used where source quality or field structure requires it.
Can you capture handwritten information?
Readable handwritten content can be processed where manual review is included in the project scope.
Can the output be prepared for our database or system?
Yes. Output can be aligned to client-defined Excel, CSV, database or import templates where the required fields are provided in advance.
How are unreadable or incomplete records handled?
Unreadable, incomplete or conflicting records can be placed in an exception queue rather than being completed through assumption.
What information do you need to review a project?
Useful details include source types, approximate volume, required fields, target format, validation rules, indexing requirements and exception-handling instructions.
CONTROLLED DOCUMENT-TO-DATA PROCESSING
Defined Fields, Review Rules and Structured Delivery
Our goal is to make data capture easier to manage by applying agreed field structures, separating exceptions and delivering organized records for downstream business use.
CONTACT US
Discuss Your Data Capture Requirement
Tell us the document type, approximate volume, required fields and target output. Our team can review the requirement and discuss the next step.
Address: Sarkhej - Gandhinagar Hwy, Ahmedabad, 382470, India
Phone: +1-572-221-3171
Email: info@globaldataentrysolutions.com
Request a Project Discussion
Talk to us about document digitization, forms capture, OCR-assisted data capture, indexing or backlog processing.
Contact Our Team