During the vitalisation process, it is possible to apply data extraction. This means that specific data are extracted from digital documents in order to enrich your data. These specific data are then added to the document as metadata. In this way, you get more information from your documents, which you can then use for your retention policy, internal processes and legislation.
Data extraction is applied at the moment of digitisation, but can also be applied to already digital documents. An experienced consultant from Archive-IT will discuss with you which data you want to extract. Often this is a date or a specific title. The document type and the data to be extracted are defined in consultation. The software will then be trained to recognise these document types and extract the named data. This allows you to enrich the metadata. For example: an employment contract is defined as a document type. You want to add the effective date of the employment contract as a date to the file, so that you can apply a retention policy to it. With our data extraction technology, Archive-IT extracts the mentioned date from the text of the document and links it as a metadata field to the individual document.
Benefits of data extraction
- More value from digital documents.
- Possibility of extensive analyses.
- Laying the foundation for your retention policy.
- Search is simplified.
If you opt for data extraction, it is important to think about what happens to the documents afterwards. Are they stored in a digital archive system? Does your digital archive support the structuring of metadata and can this be acted upon automatically?
Archive-IT is happy to discuss data extraction and your digital archive with you!
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