Understand the difference between data capture and document scanning. Learn which solution best suits your organisation’s digitisation and automation needs.
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When councils, government agencies, and organisations talk about “going digital,” the terms document scanning and data capture often get used interchangeably — but they’re not the same thing.
Understanding the difference is key to setting the right expectations, choosing the right service, and unlocking the full value of your information.
What is Document Scanning?
Document scanning is the process of converting physical paper records into digital images — typically PDFs, or TIFF files. It’s ideal for:
The focus is on creating a digital replica of the original document. These files may or may not be searchable depending on whether Optical Character Recognition (OCR) is applied.
Best for: Digitising council records, HR files, plans, archives, and bulk paper-based collections.
What is Data Capture?
Data capture goes a step further — extracting specific fields or information from a document to use in a system.
This could include:
Data capture is often automated using:
The result? Structured, machine-readable data you can feed directly into systems like ERPs, CRMs, or document management tools.
Best for: Automating accounts payable, form processing, search indexing, and regulatory reporting.
Scanning vs Capture: A Quick Comparison
Can You Do Both?
Yes — and many organisations do.
At Desktop Imaging, we combine best-in-class technology with expert local delivery. We use our partner technology, including OPEX (FalconV+ scanning systems) and ABBYY (OCR and intelligent document processing software) to deliver high-quality, compliant digitisation — whether you need digital images, extracted data, or both.
Which One Do You Need?
If you're unsure whether you need scanning, capture, or both— the best first step is a quick chat with our team. We'll assess your current process, volumes, file types, and compliance needs, then recommend a fit-for-purpose solution.
Contact us at hello@desktopimaging.co.nz
Tags:
Data Capture NZ, Document Scanning Services, Workflow Automation, OCR,Digitisation NZ, Desktop Imaging, Information Management
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