Everything You Need to Know About Data Capture

February 27th, 2015

Everything You Need To Know About Data Capture

Who uses Data Capture?

There are a lot of companies out there that work with data capture to find out more about their products, services or just themselves. Many of these companies could probably benefit from data capture services but never have done it.

Data capture is often wondered about and is something that you may have heard of but never really dared to venture into. Everyone from street salesmen to employment agencies to the largest corporations in their huge skyscrapers use surveys and data capture to find out what people think about them and the services they provide. It can prove to be the most vital research to do as it’s often better to get an external opinion, rather than your own, on the way that things work.

People who work within the company tend to get absorbed in it and can miss the important things like how good customer service is, what their outgoing personality is like, how they are perceived, among others. These are questions that only people who are unrelated to the company can answer.

Whether you’re a small or a major company, surveys are a good way to go and data capture is the best way to gather that information found.

How does Data Capture work?

Companies like us here at Pearl Scan, will usually have software which can use data capture methods to detect certain areas on the form such as check-boxes or tick-boxes in multiple choice questions. With that software, we can convert the found data into something that is presentable and can be easily read and examined rather than going through lots of surveys one by one. Handwritten areas will be captured manually as the software haven’t developed far enough to read handwriting yet as everyone has different handwriting styles. For one person an ‘O’ (the letter) could be a ‘0’ (zero) or a ‘B’ could actually be a ‘P’ etc. However these services are not costly to obtain.

Here are a couple of examples of what can be read automatically by our document scanning software:

Check box capture

Check or tick boxes are fairly simple to capture using our top of the line software. In the past, have you filled in forms and been told to make sure your crosses don’t go too far outside the box? Well this is why. When our machines scan the data, they will note down the boxes that have been clearly marked. Technology is a lot better than when this used to be common, but it’s still best to be sure.

Multiple choice question capturebanner-data-capture-medical

Multiple choice questions are easy for the software too. The reason for this is that before we start scanning and collating your information, an initial form will be taken and scanned. The software will then be taught where it needs to check for answers and check boxes so it can give an accurate result. Once this template is in place, it is just a matter of scanning documents and letting the software find the appropriate information.

If you would like some more information about the data capture services we offer here at Pearl Scan, including capturing data from invoices, medical research data capture and customer feedback form capture, please feel free to contact us.

More related articles-
Data Capture – In-House or Outsource It?
How Can Data Capture Help Improve Your Business?
What Does a Data Capture Form Look Like?

Why Choose Pearl Scan?


In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.


We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.


The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.


Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.