Data capturing is the process of extracting information from any type of structured or unstructured document, whether it is paper or electronic, and transforming it into a machine-readable digital format. The process involves collecting and entering data about objects or events directly into computer systems without human involvement. Data capturing is essential for any company to always be up-to-date with recent data, and thus capturing that data quickly and effectively becomes primordial. The primary objective of data capturing is to convert the collected information into a format that can be readily processed by computers.

The data capturing process begins with individuals filling out forms, whether in paper or digital format. These forms serve as the initial source of data input, which is then fed into a dedicated software system for processing. The data capture form is designed with designated spaces or boxes, which facilitates accurate data extraction, consumption of less disk space, faster validation, and reduced search-time of information on databases. Once captured and digitized, the data can be seamlessly integrated into a database for further analysis and utilization.

There are several types of basic technologies used for data capturing according to the data type. For example, OCR (Optical Character Recognition) is used for printed text recognition, while ICR (Intelligent Character Recognition) is used for handwritten text recognition. In biometric security systems, capture is the acquisition of or the process of acquiring and identifying characteristics such as finger image, palm image, facial image, iris print, or voiceprint which involves audio data, and the rest all involve video data.

Automated data capturing can help organizations reduce human dependency and promote the smooth flow of business processes. Data capturing technology has been made possible using machine learning and artificial intelligence, which businesses can adopt to automate this process. Data capturing extends beyond traditional mediums and encompasses various sources of data, including paper forms, digital forms, PDFs, emails, or even voice recordings.