What is Document Data Extraction software?5 Benefits of Document Data Extraction SoftwareHow Does Data Extraction Software Works?Data Extraction Software Use CasesWhy ScanDoc?
Best Document Data Extraction Software
Jan 13, 2025
Document data extraction software such as ScanDoc eliminates manual data entry, reduces errors, and improves daily operations. It also increases efficiency by speeding up the process. With automated ID and passport data extraction, you’ll improve customer satisfaction.
In this article, we’ll explain the benefits of document data extraction, how it works, and the use cases.
What is Document Data Extraction software?
Document data extraction is a process of extracting specific information from different types of documents. Data is extracted from scanned documents, cards, images, and PDFs.
We also differentiate content for data extraction. It can be structured (IDs and passports), semi-structured (invoices), or unstructured (healthcare records, legal and finance documents).
The idea behind document data extraction is to capture only the data you need.Extracting this information can be done manually or automatically. Manual data extraction entails a human typing in document information into a database.
It’s more time-consuming, prone to mistakes, and expensive than automated data extraction. On the other hand, automated data extraction is an efficient solution for processing large volumes of documents.
Automating document data extraction can bring various benefits to your business. In this portion of the article, we’ve highlighted the five key benefits. Read on to learn more about how data extraction can improve your business.
Eliminating Errors
Repeating the same tasks over extended periods can exhaust employees. According to a research article, exhaustion can result in employees losing focus and making more errors.
Consequently, redoing the same work and repairing the mistakes costs businesses more money. Frequent errors can damage your company’s reputation and lead to dissatisfied customers and clients.
Document data extraction software such as ScanDoc can help your business avoid mistakes. With more accuracy, your company will have significant cost savings. ScanDoc extracts ID and passport data with 99% accuracy. It supports IDs and passports in multiple languages, ensuring correctly captured data from international customers.
Save Time
Automated ID or passport data extraction takes only a few seconds. Manually typing in customer data can take more than a few minutes. It takes even longer if you’re working with international customers. Customers from abroad can have different ID documents or more complicated names. Your employees might need more time to process them.
With data extraction software, each ID document is processed simultaneously, regardless of country or language. Introducing data extraction software to your business will improve daily operations efficiency and save time.
Improving Employee Satisfaction
90% of employees are often overwhelmed with repetitive tasks, according to a 2021 Clockify study. Manual document data extraction is one of those tasks. It’s a low-level and dull work that is easy to automate.
As a result of doing such tasks, employees feel less productive and even experience burnout. The problem goes further. Dissatisfied employees have 37% higher absence from work, 18% lower productivity, and 15% less profitability (Gallup).
Implementing data extraction software for your business will improve employee satisfaction. Employees can focus on customer experience and other less repetitive tasks. According to the 2017 survey, 37% of respondents choose automation because it improves employee motivation. With fewer tasks, employees are more motivated to do their work.
Organizing Data
With automated data extraction, you can reduce paperwork. Paperwork takes up storage space, and it can get easily damaged. Plus, it’s time-consuming to search for needed information.
Almost 50% of employees have trouble finding documents. Data extraction software helps minimize paperwork by transferring it into digital files, which are easy to search through and store.
You can also connect data extraction software to an existing system. ScanDoc can be integrated within existing systems using Open APIs and SDKs. It can transfer ID data into hotel property management systems, CRMs, or other locations.
Expanding Business
Incorporating data extraction software comes with significant cost savings, allowing you to expand your business. For instance, you’re saving on not hiring additional staff. Instead of having multiple employees at reception manually processing IDs, you can reduce the number of employees with automated data extraction.
Also, data extraction software such as ScanDoc is easy to use, so you won’t have to spend money on extensive employee training. It’s an intuitive solution accessible to anyone, and your employees don’t need advanced technical knowledge.
How Does Data Extraction Software Works?
ID and passport data extraction works in five simple steps.
Step 1: First, a person takes or uploads an image of the ID or passport. Ensuring that the entire document is visible, well-focused, and in the frame is crucial.
Step 2: As a second step, data extraction software automatically processes over 500 types of documents, identifying their specific structure and content. It recognizes the document structure and content with high accuracy.
Step 3:Data extraction software extracts all relevant personal details from the document in this step. Extracted information includes name, address, date of birth, ID number, etc.
Step 5: Lastly, data extraction software delivers data information with 99% accuracy.
ID Scanning OCR
Data Extraction Software Use Cases
We can find data extraction use cases in different industries. Online and hotel reception check-in is one of the most common examples of document data extraction. More hotels are choosing automated data extraction because it speeds up the check-in process.
Also, it allows hotels to process more guests without hiring additional staff.
Guests can perform an online check-in by taking or uploading photos of their IDs or passports. They can also check in at a hotel by providing their documents to the receptionist.
Data extraction software such as ScanDoc connects with the hotel property management system (PMS). In both cases, guests’ data is automatically extracted and transferred to the hotel PMS. There’s no need for human intervention except to scan, upload, or capture the ID document.
Data extraction is also used for financial and bankingservices. Banks implement document data extraction for account openings, loan applications, or credit card issuance.
It’s convenient for car rental services. The car rental process can be simplified with data extraction from the customer’s driver’s license. Similarly, data extraction can be implemented in insurance to capture driver’s license details for policy issuance or claims.
Why ScanDoc?
ScanDoc data extraction software quickly processes large volumes of IDs and passports with 99% accuracy. It reduces waiting times, optimizes operations, and saves resources.
ScanDoc is also easy to integrate into any new or existing systems via Open APIs and iOS and Android SDKs. Implementing it into your business will increase employee and customer satisfaction. Automated data extraction will digitally transform your company, leaving paperwork behind.
ScanDoc is not only data extraction software, but it also offers other solutions:
Document scanning software utilizes OCR and MRZ methods to extract information from the documents. Automation of document scanning eliminates manual data entry, reduces waiting times, and avoids data errors. Find out what OCR and MRZ technologies are and why they are crucial parts of document scanning solutions. Get a better understanding of OCR and MRZ extraction. Lastly, explore how OCR's key benefits and features can transform your business. What is OCR and why it is important for document scanning? Optical Character Recognition (OCR) converts text from images into readable, editable text. It extracts important information like full name, addresse, expiration date, and birth date from documents. With the addition of Machine-Readable Zone (MRZ) extraction, the process becomes even more accurate by validating the data. The extracted information can then be transferred to other systems using APIs, making integration straightforward and efficient. One of the key benefits of OCR is that it removes the need for manual data entry, which can be slow and error-prone. Automating this process saves time, especially when processing large numbers of documents. OCR is particularly useful in reducing waiting times for customers and easing the workload on employees. A common use case is hotel check-ins, where OCR speeds up both online and reception-based registration, improving the experience for everyone involved. [caption id="attachment_2606" align="aligncenter" width="1024"] ID Scanning OCR[/caption] What is MRZ Extraction? The Machine-Readable Zone (MRZ) is a unified and globally recognized format structure on identity documents. It consists of three lines of alphanumeric characters at the bottom of the document. MRZ is usually a standard element of passports, IDs, and driving licenses. MRZ data typically consists of these elements: Character code indicating document type The country or organization issuing the document Unique document number in an alphanumeric string Nationality of a document holder Holder’s first name and surname Date of birth in a six-digit format A single character representing gender OCR extracts alphanumeric characters from the MRZ on identity documents. MRZ technology is an essential element of ID scanning solutions. Software such as ScanDoc scans documents by comparing OCR and MRZ elements and extracts data to any system using APIs. The data extraction process has use cases in hospitality, finance, travel, and other industries. For instance, it’s a crucial element of digital customer onboarding for financial institutions ensuring the smooth and accurate opening of online accounts. [caption id="attachment_2595" align="aligncenter" width="656"] OCR and MRZ Extraction[/caption] How does OCR and MRZ Extraction Work? In this part of the article, we’ll review the document data extraction process, including MRZ extraction. When the OCR is implemented in your business, it’s easy to validate IDs in five simple steps. Step 1: Firstly, a customer or an employee takes or uploads a photo of the ID document. The photo needs to be taken ensuring the entire document is visible and adjusted to fit the frame. Alternatively, photos can be uploaded in multiple formats such as PDF, PNG, JPG, and other formats. Step 2: OCR accurately identifies a specific document template and its data. In the process, it compares over 350 document types. Step 3: In this step, ScanDoc document scanning software automatically extracts all the personal information from the ID. Extracted data includes name, address, date of birth, ID number, etc. Step 4: To ensure data accuracy, ScanDoc cross-checks extracted data using Optical Character Recognition (OCR) and Machine-Readable Zone (MRZ) technologies. Step 5: As a last step you’ll get a data output with 99% accuracy. 5 Key Benefits of OCR and MRZ in Document Scanning OCR improves customer experience, facilitates workflow automation, opens your business to international markets, and much more. Read what are the other ways OCR extraction will transform your business operations. 1. Improved Customer Experience The OCR extraction takes about 1.5 seconds. It’s a simple process, even for less technically advanced employees and customers. Using ScanDoc documents scanning solution significantly reduces waiting times for customers. Plus, it eliminates any need for manual data entry for employees. Employees' satisfaction gets improved, too. They don’t have to do repetitive tasks of writing ID data into the system. Instead, they can focus on providing better customer service to clients. 2. Workflow Automation OCR solutions like ScanDoc are implemented into different applications and systems. Developers can easily integrate OCR through APIs and SDKs. ScanDoc provides clear documentation, sample code, and support to developers creating tailored solutions. For instance, in the hospitality industry, hotels are optimizing their workflow automation with our solution. ScanDoc extracts and transfers the guest’s ID data directly into a hotel property management system (PMS). There’s no need for manually copying the data, the whole workflow is automated. 3. Scalability for High-Volume Scenarios ScanDoc OCR can process a large number of IDs in a short time with 99% accuracy. Imagine working at the event and needing to manually check and record each member of the event staff. In a scenario with hundreds of staff members, it’s crucial to spot any unauthorized personnel. Similarly, in the case of hotel reception check-in, it’s important to quickly process guests. ScanDoc allows your reception staff to move fast, eliminating any overcrowding or delays. 4. Remote Digital Customer Onboarding OCR extraction works with ID documents from international customers. ScanDoc supports over 350 documents globally. It’s compatible with multiple languages and alphabets. With the combination of document scanning and face recognition, you can provide safe digital customer onboarding. Onboard customers regardless of their time zone with 24/7 accessibility without the need for human intervention. 5. Digitizing ID Records Using OCR is an eco-friendly solution. ID paper copies are replaced by searchable digital files. There’s no need for physical storage allowing you to save space. Additionally, all the digital files can be secured with a backup. ScanDoc facilitates your digital transformation. Electronically stored ID records are easy to integrate into digital workflows. Key OCR and MRZ Features ScanDoc OCR can have cloud or on-prem hosting. Cloud hosting is a convenient option for smaller and medium-sized businesses without extensive in-house IT support. It’s also a more affordable option, considering there’s no installation and configuration costs. On the other hand, larger companies and corporations with in-house IT teams can opt for on-prem hosting. On-prem hosting ensures control, ownership, and compliance for enterprises in highly regulated industries such as healthcare or finance. Due to Open APIs, Web, Android, and iOS SDKs implementing OCR substantially reduces development time. ScanDoc is easy to integrate. It’s already tested, and with clear documentation, developers save time on code fixes. Plus, there are automatic updates on new features. You can speed up development time for new apps or improve existing apps by adding OCR extraction. Overall, additional functionalities can positively influence user experience. As mentioned before, ScanDoc uses multiple technologies for cross-validating data - OCR and MRZ. Additionally, ScanDoc has an AI-powered solution – face recognition. Face recognition adds another layer of security to the identity verification process. Using AI active and passive liveness detection it ensures that there’s a real human from the ID on the other side of the screen. Why ScanDoc? ScanDoc provides a set of ID scanning solutions applicable to different industries. Whether you need a document scan, a credit card scan, or a face recognition solution, we have you covered. All the solutions are easy to implement in existing apps or systems. It’s important to note ScanDoc doesn’t store any data, it simply provides solutions that can be customized for your business needs. It’s convenient for events, guest check-in, or other high-volume ID processing onsite scenarios. Contact us to set up a demo or try it out now.
Manual data entry often leads to inaccuracies, especially when dealing with international customers and complex names. ScanDoc's document scanning solution minimizes the need for manual input, ensuring more accurate and efficient data processing. In this article, we’ll explore the key benefits of automated ID and passport data extraction for businesses and how it can streamline your operations. [caption id="attachment_2521" align="aligncenter" width="810"] Data Extraction Example[/caption] What are the Benefits of Automated ID and Passport Data Extraction? Some of the key benefits of using document scanning solutions include a faster digital customer onboarding process, reduced paperwork, and lower employee training costs. Find out the rest of the advantages of automated data extraction below. Faster Digital Customer Onboarding Process One of the advantages of data extraction is a faster customer onboarding process. ScanDoc ID scanning solution accurately extracts information from the document in 1.5 seconds. In the case of a hotel, reception check-in, or providing bank services, you’ll be able to process more customers and reduce waiting lines. As a result, you’ll significantly improve customer service. Similarly, with online check-in and requesting bank services, customers can complete the data extraction process by simply scanning ID using a camera on any device. Implementing data extraction to your hospitality, financial, or other business offers your customers flexibility. For instance, 76% of people in an Opinion Research Corporation (ORC) study expressed that checking in ahead of time would minimize their potential frustration. Additionally, 41% of respondents answered they would rather choose a hotel with an online web or mobile check-in option. Reduced Paperwork The advantages of data extraction for employees include reduced paperwork. With less paperwork, your business can turn towards a more digital workplace while saving the environment and providing better service. ScanDoc supports over 500 document types including PDF, JPEG, PNG, and TIFF. You can simply upload images or PDFs of IDs and passports from your computer. ScanDoc will extract data the same way as it would with directly scanning IDs and passports. Your employees won’t have to manually enter the data which will reduce their workload, too. Lower Employee Training Costs The manual ID verification process usually requires extensive employee training. If your company is using a more complex CRM or other industry system, it may take more time and financial resources to train your employees. On the other hand, one of the benefits of automated data extraction solutions is lowering employee training costs. ScanDoc is user-friendly, quick to learn, and convenient to use in daily operations. Seamless Integration to Existing Systems If your business is already using a CRM, specific industry system, or application, it’s important to explore business data extraction solutions that easily integrate into existing systems. ScanDoc can be seamlessly integrated into any system using Open API, IOS, and Android SDKs. On top of that, ScanDoc is already widely integrated into hotel property management systems, financial institutions, airlines, etc. When it comes to implementing a data extraction solution, you can either installScanDoc on-prem or run it in the cloud. Corporations and enterprises with extensive IT teams and more resources might opt for on-prem information storage. However, smaller and medium-sized businesses usually go for cloud storage. Whichever option you see fit, ScanDoc can accommodate your business needs. Multilingual Capabilities In case your business operates in different markets, or you have customers from all over the world, you should still be able to accurately capture their data. Manually recording the data might present difficulty for your employees. With ScanDoc's ability to extract data from IDs and passports in multiple languages, you can smoothly operate your global business. Improved Data Quality Along with the mentioned automated data extraction benefits, ScanDoc captures clean and structured data. Automated data extraction minimizes issues with data consistency and completeness. When ScanDoc is successfully implemented into existing systems such as hotel property management systems, it transfers the data into the system without any need for manual labor. Fraud Detection From 2017 to 2023 the fraud detection and prevention (FDP) market doubled its worth (Statista). There are numerous solutions dedicated topreventing online identity theft and other advanced fraud tactics. ScanDoc business data extraction solution ensures data accuracy. ID scanning technology functions using optical character recognition (OCR) and machine-readable zones (MRZ) for data extraction. Both technologies are key to detecting false IDs. While OCR reads and extracts alphanumeric characters from ID documents, MRZ ensures two lines of alphanumeric characters at the bottom of the identification document are accurate. Along with these advanced business data extraction technologies, you can add another layer of protection with face recognition technology. For example, financial institutions implement online ID scanning face recognition for opening bank accounts and loan applications. Face recognition authenticates individuals based on their distinct facial features. Moreover,ScanDoc also uses liveness detection in face recognition. Liveness distinguishes fraudsters using photos, masks, or deepfakes to impersonate their victims. Scalability The number of your customers can drastically change between seasons. Also, your business can experience sudden growth. In both cases, you can avoid hiring additional staff. The advantages of automated data extraction include scaling your business without unnecessary costs. Automated ID data extraction can process higher volumes of customers while saving your resources. 24/7 Availability As you may operate in a global market, your customers reside in different time zones. Additionally, customer support services might only be available during regular working hours. With many customers having to work their 9 to 5 jobs, they might find it difficult to adjust their schedules. An automated business extraction data solution can operate round-the-clock without human intervention. It provides flexibility to your clients to choose the most convenient time for their ID scanning process. Supports Remote Operations Automated data extraction has various business use cases. As mentioned before, it can be utilized for online hotel check-in or for requesting services in the finance sector combined withface recognition. However, it’s widely used in fully remote operating businesses. For instance, ScanDoc identity verification is convenient for platforms for independent freelancers and contractors or for applications for pairing individuals to share assets. There’s no need for an in-person contact to carry out an ID verification. [caption id="attachment_2532" align="aligncenter" width="810"] Simple API[/caption] Document Data Extraction ScanDoc Other Business Advantages of Automated ID and Passport Data Extraction Time Efficiency Reducing Workload Improving Customer Experience Cost Savings Easy to Use Reliability and Accuracy Organized Information Storage Data Security and Safety Competitive Advantage Business Growth Learn more about the advantages of automated data extraction for your business here. Considering Automated Data Extraction Solution for Your Business? Regardless of your industry, ScanDoc data extraction solutions can easily be integrated into your business. You can install it on-prem or it can function in the cloud. It also can be used on any type of device with a camera. Moreover, since it’s easy to use, your employees won’t need any additional training. Interested in how your business can start using ScanDoc data extraction software in daily operations? Contact us to find out more information on ScanDoc’s use cases, integration process, and pricing list.
Considering replacing manual data extraction with a more time-effective, safe, and accurate document scanning solution? Implementing a data extraction solution can be challenging. With so many options on the market and features to explore, it can be difficult to understand which solution is the most compatible for your business. Read our step-by-step guide to implementing ScanDoc’s document data extraction solutions. We’ll guide you through the process from identifying your company needs, and integration possibilities to choosing types of devices. Step 1: Identify Needs for Data Extraction Solution The first step to implementing a data extraction solution is to identify your business needs. Evaluate if you will conduct data extraction online or in person. For instance, many hotels have both hotel reception and online check-in. Applying both methods provides more flexibility to guests, especially if they’re unsure of their arrival time. Secondly, you might need more than data extraction. It’s possible to combine ID document data extraction with face recognition. Financial institutions usually have an online verification process in place for opening a bank account remotely without visiting a bank, requesting a credit card, or applying for a loan. Face recognition plays a key role in preventing fraud and identity theft. After scanning their IDs using a mobile phone, customers take a selfie for face recognition. The system compares customers’ selfies with their ID photos. An additional layer of safety such as active and passive liveness detection ensures a living person is applying. Step 2: Allocate a Budget After you’ve identified your organization's data extraction needs, it’s time to define a budget. Most data extraction solutions charge per scanned ID document. In that case, you should count how many customers every month you have. A lot of data extraction systems offer different pricing options. If you have multiple objects where you need to scan IDs, there’s sometimes an option to pay per location (chain of hotels, banks, etc). Step 3: Consider Document Scanning Integration As an established business, you probably have industry software in place. If you’re planning to add a data extraction solution, it’s a priority to consider how it would integrate into the existing system. Implementing data extraction into mobile apps, desktop applications, or web-based platforms can be easy. Developers can simply integrate ScanDoc data extraction solution due to its Open API, and both iOS and Android SDKs. For instance, ScanDoc is already widely integrated into hotel property management systems, financial institutions, airlines, etc. Additionally, when it comes to processing ID documents using the image upload option, explore data extraction solutions supporting multiple formats. Customers often have their ID already ready to upload from their devices in different formats. ScanDoc supports various documentation including PDF, JPEG, PNG, and TIFF. In that case, customers won’t have to waste their time changing the format or retaking the photo of their ID. It's also important to understand how and if you want to store your data. ScanDoc can be installed on-prem or function in the cloud. For enterprises with IT team support, it might be more convenient to go for on-prem information storage. On the other hand, smaller and medium-sized companies find cloud storage is more affordable. Nonetheless, ScanDoc functions both ways. Step 4: Choose the Type of Device It’s possible to implement a data extraction solution to devices you’re already using in your daily business operations – phone, laptop, or tablet. However, many businesses choose to use an ID scanner. Even though you already have devices you can use, it’s more convenient to use a scanner due to its mobility. While you can carry around a phone or a tablet, they’re multipurpose devices with other apps and distractions on them. Additionally, laptops and tablets have lower quality cameras making it a bit harder to scan an ID on the spot. Regardless of the type of device you choose, ScanDoc can connect to any device with a camera. Step 5: Explore Data Extraction Software Options Considering there are different ID data extraction solutions on the market, it’s good to explore and compare their key features. Understand what the most important ones for your business are. Some of the most common data extraction features include: Fast time of data extraction Great user experience for employees and customers Effortless integration across any device Possibility of implementation to existing systems Accurate data extraction regardless of the document’s language and alphabet Data encryption ensures 100% security Along with software features, examine numerous benefits of data extraction solutions to your business. Implementing data extraction software is time efficient, reduces workload, improves customer service, saves you money, and more. Step 6: Try Data Extraction Software After reading through the ID data extraction guide, there’s one last step left. As with most of the tech solutions, it’s extremely important to see them in action before a long-term commitment. When you choose data extraction software and go through integration, it’s going to be more difficult to switch to other options down the line. It’s even more true if you have a chain of hotels and banks with multiple devices using the same data extraction software. Try out ScanDoc yourself in a few easy steps to see how it works. Take your phone and scan your ID to see how quickly and accurately your data is extracted. Additionally, you can test digital customer onboarding, credit card scan or document image upload. Other than trying out ScanDoc, you can always contact us for a demo or to answer questions you might have. [caption id="attachment_2521" align="aligncenter" width="810"] Data Extraction Example[/caption] Implementing Document Data Extraction to Your Organization ScanDoc data extraction solution has use cases across industries, including hospitality and finances. It’s extremely easy to use. Your employees won’t require any additional training to learn how to scan IDs. Moreover, ScanDoc works on different devices and can be integrated into existing systems. It reduces waiting times, allowing you to process more customers and reduce your costs. ScanDoc is an ideal replacement for manual data entry. It’s fast and accurately extracts data from IDs in various languages and alphabets. With ScanDoc you’re gaining an additional layer of safety to your business. Data encryption ensures all the personal data is hidden. Even in the case of unauthorized access, data will be unreadable. Want to know more about how your organization can benefit from ScanDoc data extraction software? Contact us to understand ScanDoc’s user cases, integration process, and pricing list.
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