Key Takeaways
- A Data Capture Platform captures your business data securely in one place, then puts it to work, through reporting, automation, and analysis.
- It’s best suited to businesses looking to digitise processes at scale, not just a handful of forms.
- The real value isn’t just capturing data, it’s what you can do with it afterwards.
The Data Capture Platform is a bit of an enigma. Providers with different solutions all hold this title, and that doesn’t help in a world where no one quite understands what a Data Capture Platform is, or what it could be, dilution is rife.
In this blog, we’ll unpick what a Data Capture Platform truly is, and whether it might be worth exploring for your business.
The Definition of a Data Capture Platform
A Data Capture Platform is a means to capture all your data in one place, securely, and ready for processing. We’d call it the more advanced version of a Form Builder, though even that comparison isn’t perfect.
Tools like accounting or HR software technically do something similar too, turning paper-based information digital within their own department. But in our view, a Data Capture Platform is different because it can work across the whole business, not just one department or process, enabling you to actually use that data for analysis and better overall operational performance.
But what does that actually mean in practice?
How They Tend to Work
Data Capture Platforms are designed to take your paper-based inputs digital from the start. You create an account with the provider of your choice, usually on a subscription basis, and they’ll offer a range of pre-built methods to help you capture the data you need. This might include online forms you can build/send or a portal for your stakeholders to login and input data, which then feeds into your system for storage and analysis.
From there, you can use the platform to generate reports, automate requests for information, or go further still by building integrations. The idea is a single hub where anything traditionally paper-based can be digitised, and then used exactly where it’s needed.
The Benefits
Naturally, there are a number of benefits to using a Data Capture Platform:
- Avoiding the cost of printing.
- Digitises records for safe filing and storage.
- Faster return of information.
- Better operational efficiency.
- Improved overall compliance.
- Transforms the way your business can interpret data.
The Drawbacks
On the other hand, there are some things to consider:
- Can feel overwhelming at first.
- Usually a bigger investment of time and cost than a simpler tool.
- Some tools are industry or department specific, and won’t fit every business goal.
Who a Data Capture Platform Is Best Suited To
Data Capture Platforms work well for businesses with a clear goal in mind, looking to digitise as much of their documentation and processes as possible. With some time invested upfront, businesses set themselves up well for the future as processes continue to scale and grow.
If you handle especially sensitive internal or external data, a Data Capture Platform offers even more value, ensuring the right information is stored, protected, and accessible exactly when it’s needed.
Examples of Data Capture Platforms
Some examples of Data Capture Platforms include:
- FastFields.
- Mitti By SafetyCulture.
- Fulcrum.
- Culverdocs.
Is a Data Capture Platform Right for You?
If you’re just looking to digitise a couple of forms, a Form Builder might be the better choice. But if you’re looking to optimise painful processes or digitise your information at scale, a Data Capture Platform is the stronger fit.
Owen Hayward
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