Capturing and converting documents into digital form

Document scanning is typically followed by digitisation of content, i.e. capturing data from the documents.

With this method, companies can significantly increase the speed of processing business documents and enhance employee efficiency. At Mikrografija, the scanned images are processed with the capturing, i.e. OCR tool, thus enabling the client to conduct full-text searches.

Use data capture to:

  • Accelerate data entry and reduce the time necessary to process documents.

  • Lower the costs of entering the data into the information system.

  • High accuracy and speed of document capture and conversion of data into electronic format.

  • Use advanced optical character recognition (OCR) tools.

  • Export of data directly to the document system or other third systems (ERP, CRM, ...).

  • Minimise the chance of errors and discover possible errors at the very beginning of the process (missing data, ...).

  • Use code lists for faster data entry and control.

  • ROI within 12 months or sooner.

Why should data scanning and capture be entrusted to specialists?

They will do a superb and flawless job of it. What is more, we are one of the few companies that can handle even the most challenging tasks. This is attested by the fact that, over the course of six months, we have managed to capture data from over several millions of documents.

The result of optical character recognition is the possibility of using either full or partial texts from the document, which speeds up the search and also reduces/eliminates the need for manual classification of documents according to content.

What is more, our technical solutions support mass recognition of unique elements/characters (i.e. identifiers) from one particular document, e.g. bar codes.

mCapture process

Modern business dictates the creation of a large number of documents of all kinds – forms, invoices, payrolls, purchase orders, delivery notes, letters, contracts,… Ensure the capture of all incoming mail and other documents that arrive to the company through various channels – by regular mail, fax, in person or by email.

Depending on your needs, you can decide to set up your own mailroom and use a certified solution for capturing and validating mScan, or you can choose to rent the mZajem service where you use the knowledge and capacity of Mikrografija.

The process of incoming mail

Capturing data from various types of documents

Capturing and converting documents are two of the major phases in the process of preparing documents to be used in digital form.

The mCapture service is ideal for companies which receive mail predominantly in paper and electronic form, since it enables document capture and conversion into a consistent form, i.e. an e-document. These documents are accessible in the document management system and available to all employees with appropriate clearance. Since mCapture uses advanced tools for optical character recognition (i.e. OCR), it is distinguished by remarkable precision and speed in document capture and conversion of data in digital form.

Combined with the mDocs document management system, the capture, classification, signing and sending is done in a matter of a few steps, with minimum costs for the company.

With a high-quality OCR tool, we can capture data from the following types of documents:

  • structured documents (forms, issued invoices, payroll etc.)
  • semi-structured documents (received invoices, purchase orders, delivery notes etc.)
  • unstructured documents (letters, contracts, fax messages, SMS/MMSs, e-mails etc.)

The mCapture solution eliminates bottlenecks in public administration, statistical offices, banking and financial institutions, insurance business, healthcare, energy sector, transport and logistics, commerce, manufacture, schools and service industry. Choose data capture and conversion of documents into useful business information available from anywhere and at any time. Data capture has never been simpler.


The fully managed procedure from purchase to payment brings numerous benefits:

  • automation
  • high precision
  • less time spent on manual entry of data
  • enhanced employee productivity

Integration with the financial workflow/information system further improves the entire purchase procedure.


The solution enables capturing all the mail arriving to the company through a number of different channels:

  • by regular mail
  • by fax
  • by personal delivery
  • by e-mail

The documents arriving in physical form are scanned. The scanned images and other e-documents are read, classified, verified and exported to a digitally managed process of distributing incoming mail in line with the pre-set parameters of the tool used for capturing.


Favourited captured data on orders enable the sales department to have complete control over the speed, efficiency and accuracy of sales and purchasing procedures, thus allowing growth of revenues and enhancing customer satisfaction and retention.


Automatic capture of information on different types of forms:

  • paper
  • fax
  • internet
  • e-mail
  • digital images

Possibility of exporting this information into the users’ support systems.