Document capture and OCR
Automated capture where layout and quality support it, tuned to your document types rather than applied uniformly.
Data Entry, OCR & Document Digitization
Documents in, structured data out
What this covers
Digitisation projects go wrong in the same two places: the source documents are more varied than the sample suggested, and nobody agreed what to do with the ambiguous ones.
OCR handles clean, consistent printed layouts well and degrades quickly outside them. Real archives contain skewed scans, stamps over text, handwriting in margins and forms that changed layout three times.
StaffCloud combines capture with manual keying and verification, with the split decided per document type after looking at your actual documents rather than a representative sample somebody chose optimistically.
What the team does
Manual keying
Human entry where OCR is unreliable, which is most handwriting, most damaged scans and most forms that have changed layout.
Verification
A verification step scaled to the data's importance — sampled, field-level or double-key on critical fields, chosen with you as a cost decision.
Schema and structuring
Output delivered in your target structure, with field-level rules for splitting, normalising and formatting agreed beforehand.
Exception handling
Illegible and ambiguous entries flagged with the reason, never guessed, and the flag rate reported.
Secure handling
Documents handled under your terms, in your environment where required — most digitisation involves data somebody would rather not see elsewhere.
How the engagement runs
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01
Document survey
Your real documents examined, not a curated sample, so the variety is known before pricing.
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02
Specification
Field rules, ambiguity handling and the capture-versus-keying split per document type.
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03
Pilot batch
A batch processed and checked, establishing real error and flag rates.
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04
Production
Volume work with the agreed verification, sampled QA and reporting on error types.
What makes a digitisation project fail
Not the keying. Discovering at volume that a third of the documents do not fit the spec.
- The variety found in the survey rather than at volume
- Ambiguity rules agreed rather than improvised
- A flag rate reported alongside the error rate
Platforms and tools we work in
The pod works inside your stack. These are the systems this team uses day to day — if yours is not listed, we will learn it.
- ABBYY FineReaderOCR and capture
- Adobe AcrobatPDF handling and forms
- Microsoft ExcelStructuring and validation
- PythonValidation and post-processing
- Your ERP or databaseDirect delivery where preferred
Questions buyers ask
The things worth knowing before the first call.
Not sure this is the right scope?
Describe the workload in a sentence and we will point you at the right team — or tell you honestly if it is not something we should take on.
Ask usNobody can answer that until they have seen them, which is what the document survey is for. StaffCloud measures it on a sample of your own archive.
Clean modern print reads very well. Anything older, handwritten or stamped reads far less well, and the honest answer often varies by document type inside a single archive. Knowing that up front is what lets you budget the verification properly instead of discovering it mid-project.
That is a cost decision, weighed against what an error in each field would actually cost you.
A common shape is double-key verification on financial fields with sampled checks on descriptive ones. StaffCloud prices the options and explains what each one catches rather than choosing for you, because only you know which fields carry consequences.
That depends on the language and the script, so StaffCloud assesses it against your actual documents rather than publishing a list.
A list we cannot staff properly helps nobody. Where we can do the work well we will say so; where we cannot, you find out before committing rather than after the first delivery.
Handled under terms you set — a named team, scoped access and work inside your own environment where that is required.
This is the common case in document work rather than the exception, so it is built into how engagements are set up rather than bolted on. You know who has access to what, and can say so if you are ever asked.
To whatever retention instructions you give us.
This is worth specifying explicitly rather than assuming in either direction. Some clients need sources destroyed on a schedule; others need them kept for a defined period. Agreeing it at the start avoids a difficult conversation later.
Yes, with scoped access created in your own user management.
Entering data directly removes the import step and the reconciliation that follows when an import fails partway through. It is fewer moving parts, and the records land where you need them without a handling stage in between.