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Data Collection Software

Empowering paper-free, data-driven organizations

Paper free iconData collection is more than just a way to gather information: It’s a workflow enabler that sets data-centric projects in motion.

Optimized data collection entails using a strategic combination of resources to simplify the process of accurately documenting this information, classifying it, categorizing it and routing it to the right database systems so it can be used productively and in compliance with government regulations.

Inception Technologies’ approach to data collection is all about simplification:

  • We facilitate integration between data collection tools and other business systems.
  • We identify opportunities to optimize your data collection processes.
  • We recommend leading solutions that help solve your unique data collection problems.
  • We enable paper-free data gathering.  

The result: Better data-driven processes.

Why use data collection systems?

Data collection systems iconData collection systems achieve several high-level goals for an organization:

  1. Provide an intuitive user interface through which staff can create and customize forms, e-forms, fields, surveys, charts, graphs, checklists, data collection app, attachments and other information-gathering mechanisms.
  2. Collect data in a variety of formats including but not limited to text, GPS, photo, video, speech and RFID.
  3. Make it as easy as possible for staff in the field, customers, web users and other stakeholders to input information into digital collection templates. This requires mobile enablement, speech recognition and other features to accommodate diverse user circumstances.  
  4. Log results in real time or with offline synchronization so that collected data can be automatically moved into the next phase of a workflow.

Data collection software automates as much of the information gathering process as possible to help achieve workflow optimization. It can be applied at any phase of a workflow to enhance one or more data-gathering tasks.

User experience enhancements paired with efficiencies introduced to the data collection process help improve productivity potential. Meanwhile, the elimination of manual data collection tasks saves time and money while reducing human error and other sources of risk.

Supporting digital evolution in the field

Data collection tools help replace clipboards and pencils that are all too often used on the frontlines of business. With a mobile data collection tool, smartphones, tablets and laptops eliminate tedious, error-prone, handwritten data-gathering processes.

[+] Mobile business solutions

At Inception Technologies, we help organizations create mobile solutions that empower employees with better remote data collection capabilities. We achieve this for clients by recommending best-in-class data collection technologies, such as Mi-Co Mi-Forms. Mi-Co Forms is just one example of a best-in-class data collection resource that can be used remotely or in the office. Features such as speech recognition, handwriting recognition and photo capture equip staff with all the bells and whistles they need to do their job frustration free.

With resources such as Mi-Forms, organizations can collect high-quality data via mobile devices in any imaginable format:

  • Surveys.
  • Text.
  • Radio buttons.
  • Photo and video.
  • Speech and audio.
  • GPS.
  • Barcodes.
  • RFID.
  • Document attachments.
  • Much more.

[+] Online web forms

The web is one of the easiest and most cost-effective ways to gather information from a large sample size. Part of what we achieve for our clients is the ability to design online web forms that automatically capture data and distribute the information to the appropriate systems.

This helps organizations more quickly gather information they need while maintaining user privacy. Integration with internal systems also makes it easier to create reports from this information and make decisions based on those reports.

[+] Workflow optimization

Mobile data collection forms also help eliminate manual data migration tasks. For paper documents to function effectively in a digital workflow, they need to be either scanned or transcribed into a digital format. A strategically implemented mobile data collection solution circumvents the addition of manual data-entry tasks by automatically synching data with Active Directory, Microsoft Windows Server, SQL Server, SharePoint and other back-end systems. Where internet connection is unavailable, offline synchronization can also be achieved.

Data can also be categorized based on variables such as format and the specific form and field that it was submitted through. This makes it easier down the road to generate reports using specific data values that have been gathered from various devices and locations.

Automating more of the data collection and utilization process helps remove manual steps that otherwise introduce risk in the form of incorrectly entered values, missed data sets, typos and other mistakes that can distort results.   

[+] Quality standards and business rules

Remotely enforcing data collection standards is not easy, but it’s essential. Data collection software helps organizations gather relevant, high-quality information by providing real-time feedback on inputs. For example, live calculations can immediately flag incorrect or missing data values, or detect inconsistent metrics for certain information so that employees can make corrections on the spot.  This is also important for ensuring compliance with various regulations pertaining to PII including HIPAA and GDPR, among others.  

[+] Document capture

Sometimes the data needed for a specific research project or data-driven business initiative only exists in physical documentation. The process of digitizing this documentation can make it easier to search, analyze and extract data values. Inception Technologies also supplies document capture technologies and services, including scanners and document capture software to help classify documents according to their type, format and purpose, and tag documentation to make it more searchable for staff.  

[+] Data extraction

We also support clients by making recommendations for document management and data extraction resources. These functions have organization-wide utility, but they can also serve the data collection process by making it easier for staff and researchers to securely access and extract specific information from contracts, legal documents, loan applications, customer correspondences and other types of e-documents.

[+] Data management, storage and backup

Data collection is only one means to an end within your organization. That’s why Inception Technologies is dedicated to optimizing end-to-end information lifecycle management. This includes helping business deploy solutions to securely store the data they collect, and implement tools to improve accountability and visibility for how that information is accessed and utilized.

We also provide data backup and disaster recovery solutions to protect your data and facilitate business continuity.

Organizations that benefit from better data collection

Every organization in any industry benefits from quick and easy data collection workflows. Below are just a few examples of industries where data collection is especially important:

[+] Healthcare providers

From distributing HIPAA-compliant patient satisfaction surveys, to collecting personally identifiable information (PII) during patient registration, healthcare organizations are heavily reliant on optimized data collection processes.

[+] Government agencies

Everything from online voter registration to applying for travel documents, registering for state-sponsored benefits, filing and e-tax return, collecting census information and more depends entirely on a government agency’s ability to securely and conveniently collect, route and store data.   

[+] Actuarial services and market researchers

Any function that involves large-scale analysis also involves large-scale collection of structured, unstructured and semi-structured data collection; this data must also be highly organized and prepared for analysis.

[+] Field researchers

Any organization, commercial or not-for-profit, that performs original research in the field pertaining to environmental sciences, citizen polling, GIS data collection and more can benefit from data collection systems.

[+] Financial services firms

Whether recording information for a mortgage application, opening a new online banking account or submitting data for a recent insurance claim, financial services require intuitive, reliable and secure data collection by exception.

[+] Legal professionals

The process of discovery can be long and complicated and will require mechanisms to help collect, consolidate and sort through vast quantities of structured, unstructured and semi-structured data.  

[+] Supply chain organizations

From fleet managers, to field technicians who help maintain mission-critical equipment, to inventory workers who need a quick way to log warehouse information, mobile data collection is essential to the end-to-end supply chain.

Better business results start here

Business results iconThe integrity of your data is our top priority at Inception Technologies.

Even minor errors or discrepancies can negatively influence the outcome of high-value data collections. This translates into money lost and missed opportunities.

Our goal as a business is to make sure that your organization has everything it needs to collect accurate data, process it and put it to action to get a desired outcome.

We achieve this mission by understanding each of our client’s unique requirements, and then making technology recommendations that will help them cost-effectively achieve their own objectives.

At the end of the day, your organization is not the only entity that’s impacted by the integrity of the data you collect. The people you serve – whether they’re customers, your own employees, other businesses, educational institutions or the general population – are also affected by those results.

Achieve the data quality your business needs and that the people you help deserve. Contact the experts at Inception Technologies today to learn more about how we can help.

Contact us today to understand which Inception invoice processing solution is right for you

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Inception Technologies, Inc.

77 Sundial Ave., Suite 403W
Manchester, NH 03103
(877) 475-2580
info@inceptiontech.com

Markets Served

  • Document Scanning: Manchester, Nashua, New Hampshire, Boston, Hartford, New England, New York
  • Microfilm & Microfiche Conversion: Nationwide
  • Document Scanner Rentals: Nationwide

© 2023 Inception Technologies.

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