Unleashing the Power of Document Scanning & Data Capture with CMS Software

In today’s fast-paced, data-driven world, managing paper documents is not only inefficient—it’s a roadblock to productivity, compliance, and business growth. CMS Software, a UK-based company, provides a powerful suite of document scanning and data capture services that go beyond simple digitisation. By combining physical scanning with intelligent data extraction tools like FormStorm and Textstor, CMS transforms paper files into streamlined, searchable digital assets.

Core Services at a Glance 

1. High-Speed Document Scanning 

CMS offers scalable scanning solutions—from small batches to entire archives. Whether handling A4 invoices, A3 technical drawings, microfilm, or old folders, their high-speed scanners digitise documents into high-quality PDF or TIFF formats. These are often enhanced with OCR (Optical Character Recognition), enabling full-text searchability.

2. Smart Data Capture 

Their flagship data capture tool, FormStorm, intelligently extracts key data fields from structured and semi-structured documents. This includes forms, invoices, surveys, timesheets, and more. The system automatically validates and routes the extracted data to ERP, CRM, or ECM platforms, reducing manual entry and the risk of errors.

3. Indexing & Integration 

Once scanned and processed, documents are indexed using relevant metadata (like invoice number, supplier name, or project ID). Textstor then archives this data and integrates it into existing systems, allowing users to instantly retrieve documents through smart queries or system interfaces.

Business Benefits 

• Enhanced Accessibility
  OCR technology and structured indexing make documents searchable by keywords or categories. This drastically improves access to information compared to traditional filing systems.
• Improved Efficiency
  Automation eliminates repetitive manual tasks, such as data entry and document filing, enabling teams to focus on higher-value work.
• Regulatory Compliance & Security
  CMS ensures all scanned documents are handled securely, adhering to regulations like GDPR and industry standards for digital record-keeping. Originals can be returned, stored, or securely shredded as required.
• Flexible Delivery Options
  Clients receive scanned documents via secure portals, encrypted media, email, or direct system integration. Services can be tailored for one-off projects or continuous digitisation workflows.

Custom Workflows & Solutions 

CMS offers a wide range of document digitisation solutions tailored to different operational needs:

• Back-Scanning Projects – Convert legacy archives into digital, searchable formats.
• Day-Forward Scanning – Digitise new documents on an ongoing basis.
• Digital Mailroom – Automatically scan and route incoming mail to the appropriate departments or systems.
• Form & Batch Processing – Efficiently extract and verify data from high-volume documents like claims forms, surveys, and compliance paperwork.

Why Choose CMS Software? 

• End-to-End Service: From physical scanning and OCR to data capture, indexing, and final integration, CMS handles it all in-house.
• Proven Tools: With platforms like FormStorm for data extraction and Textstor for document management, CMS offers mature, feature-rich solutions.
• Diverse Industry Experience: CMS works across sectors including healthcare, legal, finance, education, logistics, and public services.
• UK-Based Support: All services are supported by a knowledgeable local team, ensuring quick turnaround times and compliance with UK data standards.

Final Thoughts

CMS Software’s document scanning and data capture services offer far more than just going paperless. They deliver a strategic advantage—reducing administrative workload, increasing compliance, improving data access, and freeing up resources.For any organisation looking to modernise its document processes, streamline operations, and unlock the value hidden in paper files, CMS provides a complete, reliable solution.