Capture Services | INVOICE DATA CAPTURE
Medical Data Capture Services
Digital Documents scan, capture and extract relevant data from your medical forms and surveys enabling efficient onward processing.
Secure, Confidential & Certified Services.
Medical Data Capture Services
Digital Documents scan, capture and extract data from both hardcopy and electronic medical forms and surveys. The extracted data along with the scanned images can be supplied in the customers required format, such as CSV, XML, XLS etc. ready for upload to the customer’s system of choice.
Digital Documents leverage a range of intelligent information capture technologies including OCR, ICR, OMR and Barcode/QR Code recognition as well as manual data entry where required to capture all required data. Regardless of the form type, whether handwritten, machine printed or a combination of both, Digital Documents will accurately capture your data, using a variety of validation methods and techniques.
Our logistics team will work with you to arrange the collection of your documents from anywhere in Ireland, at the most convenient time for you. Our team are available to provide onsite support with packing, cataloguing and barcoding of documents prior to collection. If required Digital Documents can supply durable archive storage boxes and recyclable containers as well as packaging material for any fragile items.
Preparation & Scanning
Prior to scanning, our document preparation department remove any document fasteners, such as staples, paper clips, treasury tags etc. The sequence of all documents and attachments is maintained during the preparation stage.
Standard documents – we use state of the art document scanning equipped with ultra-sonic double-page-feed sensors, automated colour detection and image optimisation technology to ensure optimum scanned image quality. Documents can be scanned in either black and white, colour, or greyscale.
Large format – any large documents such as maps, plans and technical drawings up to A0 are digitised on our specialist large-format scanners.
Bound books – books, journals, registers and any bound material is scanned using our specialist overhead scanners using a book cradle system to ensure high image quality and mitigating risk of books being damaged.
Data Capture & Quality Control
Index data is captured to enable structured filing, identification and retrieval of documents. Depending on how the original files & documents are stored & retrieved, we can use the same criteria to index documents into the required filing structure. Optical Character Recognition (OCR) can be applied to enable full text search and to convert scanned images into text searchable PDFs.
Rigorous quality control is applied throughout the document scanning and capture processes. Our dedicated quality control department performs detailed quality checks in accordance with our certified quality and information security management systems.
The final image output and associated captured data is formatted to the customer’s requirements and delivered on their choice of secure portable media or via the Digital Documents encrypted file transfer portal.
Security & Confidentiality
Digital Documents is certified to ISO 27001:2013, the internationally recognised standard for best practice in information security management. The organisation is regularly audited by NQA. It provides customers confidence that their confidential documents are managed within processes and procedures that meet best international practice for information security.
In addition, the company operates a quality management system that is
certified to ISO 9001:2015 and is similarly audited by NQA Ireland.
Customers are welcome to visit the processing facility to view the on-site security, document storage areas and meet project team members. Digital Documents is happy to facilitate formal audits from potential customers.
Proven Experience & Track Record
Digital Documents has a 45 year history in document conversion and capture services. Originally producing microfilm document archives for state bodies, and then in the mid 1990s introducing document scanning services with it’s partner Kodak.
Since then the company has become a leading supplier of services and solutions to both public and private sector organisations in Ireland. Digital Documents process in excess of 1.5 million documents each month from it’s state of the art document processing facility.
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Use our simple page count calculator to estimate your total project cost.
What our customers say
“We received an excellent service and high-quality output from Digital Documents. I will certainly use their services again in the future and will recommend it to others.”
“High quality, efficient and friendly service, would definitely recommend.”
“The Digital Documents team are an absolute pleasure to work with and are 100% focused on delivering the best service for their clients.”
“Outstanding service from every member of the Digital Documents team we dealt with.”
Why choose us
A proven track record using certified processes and procedures.
Innovative | Efficient | Effective | Compliant
Digital Documents has a 45-year history providing document conversion and data capture services and solutions.
Digital Documents operates a certified information security management system ISO 27001:2013 and a certified quality management system ISO 9001:2015.
Proven Track Record
Digital Documents is trusted by many fortune 500 companies from the life sciences and technology sectors along with many financial institutions, government departments and state agencies.
Form Data Capture
Invoice Data Capture
Frequently Asked Questions
What size documents are you able to scan?
Digital Documents can scan any size documents form small items such as tickets and receipts right up to A0 sized drawings and plans.
What formats do you scan to?
For clients looking to have X-Rays scanned we can provide images in industry standard formats such as DICOM and DICONDE.
Where can you collect my documents from?
We offer a nationwide service and can collect documents from anywhere in Ireland.
What types of collection services do you offer?
Collections are carried out by Digital Documents personnel only, using Digital Documents GPS tracked vehicles.
How safe are my documents during transit?
Your documents are always safe with us as our vans are fitted with GPS tracking devices and drivers follow strict security policies and procedures.
Can I arrange a collection for a specific time of day?
Yes, depending on schedule and location, we’ll do our best to accommodate your requirements.
Can you provide secure containers for my documents?
Yes, we can provide durable Digital Documents archive boxes on request.
Do you offer a packing service?
Yes, our dedicated collection team can provide a fully managed service which includes removal of files from your filing cabinets, packing and inventory creation.
Can I drop my documents off instead?
Yes, If you would prefer to drop your documents at our scanning bureau then you can. This is strictly by appointment only, so give us a call first and arrange a suitable time to visit our facility.
How will my documents be secured while with you?
Our scanning bureau operates under the strictest security measures. We have 24 hour monitored CCTV along with many other security measures as required by our ISO 27001 accreditation for information security so that your documents will be in safe hands during the entire process.
What accreditations do you hold?
Digital Documents are certified to both ISO 9001:2015 and ISO 27001:2013
Please visit our accreditations page for more details.
Yes. Please reach out to our Data Protection Officer, who will be more than happy to assist with any data protection queries you may have. firstname.lastname@example.org
Are you able to handle sensitive and confidential documents?
Yes, all documents that we process are treated as confidential. If you have specific requirements as to the handling of your documents, please let us know.
Can I have my documents scanned at my premises?
Yes, we can provide an on-site scanning service if you are unable to send us your documents.
Will you remove staples, paper-clips etc.?
Yes, as part of our scanning service we will remove any staples and paper-clips etc. to ensure a smooth scanning process.
What happens to my original documents once they have been scanned?
That’s completely up to you, we can either return the documents to you, store them in our secure facility, or securely destroy them and provide a certificate of destruction.
My documents are low quality. Can you enhance them?
We make use of the latest hardware and software in scanning technology which will in many cases improve the quality of the original scans. Additional image enhancement services are available where required.
Can you capture handwritten data?
Yes, depending on the document structure, we can either use specialist data capture software or manual data entry to capture the required handwritten data.
Are you able to capture data from barcodes?
Yes, we can capture any type and format of barcodes and supply the data in any file format required.
How do you capture data from forms?
If handwritten data is in a structured format and legible, we can use ICR technology to automatically capture text.
Where a document has checkboxes, we can use OMR to process the responses.
For any machine printed documents we can use OCR technology to capture the text, but for harder to read or freestyle handwriting, or for any case where an automated system may not be feasible, we can manually capture the data.
What will be the turnaround time for my documents?
This typically depends on the scale of the scanning project. We have the capability to process millions of images per month meaning we usually have very quick turnaround for your project.
How safe is my data in transit?
Do you offer special pricing for charities?
We like to help where possible. If you have a registered charity number, please speak to a member of our sales team and we’ll be happy to help.
Can you provide sample scans?
Yes, before we start your project, we can supply a representative sample of your documents for your approval.
Time to Talk?
Let’s discuss your requirements and answer your questions