{"id":212699,"date":"2025-03-04T14:49:32","date_gmt":"2025-03-04T13:49:32","guid":{"rendered":"https:\/\/easy-software.com\/?post_type=glossar&#038;p=212699"},"modified":"2025-07-03T10:21:38","modified_gmt":"2025-07-03T08:21:38","slug":"data-extraction","status":"publish","type":"glossar","link":"http:\/\/easy-software.com\/en\/glossary\/data-extraction\/","title":{"rendered":"Data extraction"},"content":{"rendered":"<div class=\"gb-container gb-container-bff3e728\">\n<div class=\"gb-container gb-container-21f239a0\">\n<div class=\"gb-grid-wrapper gb-grid-wrapper-21d3b66e\">\n<div class=\"gb-grid-column gb-grid-column-8f04805b\"><div class=\"gb-container gb-container-8f04805b\">\n\n<p>Different technologies are used: depending on the data basis &#8211; be it a database, a PDF or a Word document, etc. &#8211; and depending on the goal and focus.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-f57137f3 gb-headline-text gb-headline-medium\">Definition of data extraction<\/h2>\n\n\n\n<p>In colloquial language, <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">extracting data <\/mark>can be described as <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">reading it out<\/mark>.<\/p>\n\n\n\n<p>Data extraction consists of <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">three main steps<\/mark>.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Extraction<\/mark> of the data,<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Consolidation<\/mark> (standardization)<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Data provision<\/mark> (data storage)<\/li>\n<\/ul>\n\n\n\n<p><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Problem<\/mark>: The only thing standing in the way of companies is the various media and formats from which data is to be extracted.<\/p>\n\n\n<div class=\"gb-container gb-container-b860e3f3\">\n\n<p class=\"gb-headline gb-headline-dabaf045 gb-headline-small\"><span class=\"gb-icon\"><svg xml:space=\"preserve\" viewBox=\"0 0 400 400\" y=\"0px\" x=\"0px\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" id=\"Ebene_1\" version=\"1.1\">\n<g>\n\t<g>\n\t\t<g>\n\t\t\t<path 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d=\"M86.7,202.7c-8.2,1.7-16.4,3.4-24.7,5.1c-11.8,2.4-23.7,4.8-35.6,6.9c-2.4,0.4-4.8,0.8-7.2,1.2\n\t\t\tc-0.5,0.1-1,0.1-1.5,0.2c-0.1,0-0.3,0-0.4,0.1c0.2,0,0.3,0,0,0c-0.1,0-0.2,0-0.3,0c0.1,0,0.2,0,0.3,0c0,0-0.1,0-0.1,0\n\t\t\tc-0.7,0.1-1.3,0.2-2,0.2c-1.7,0.1-3.3,1.4-3.2,3.2c0.1,1.7,1.4,3.4,3.2,3.2c3.7-0.3,7.3-1,10.9-1.6c5.5-1,11.1-2,16.6-3.1\n\t\t\tc11.7-2.3,23.4-4.7,35.1-7.1c3.5-0.7,7.1-1.5,10.6-2.2c1.7-0.4,2.7-2.4,2.3-4C90.2,203.2,88.4,202.3,86.7,202.7z\" fill=\"#1D1D1B\"><\/path>\n\t<\/g>\n<\/g>\n<\/svg>\n<\/span><\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-ee18a451 gb-headline-text gb-headline-small\"><strong><strong>on the reef of unstructured documents<\/strong><\/strong><\/h3>\n\n\n\n<p>An example: <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">PDFs and Office documents<\/mark> (Word, Excel, PowerPoint files) differ in structure and <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">are unstructured<\/mark>. This means that as a pearl diver, we cannot rely on any structure here if we were to read these documents automatically.<\/p>\n\n<\/div>\n\n\n<h3 class=\"gb-headline gb-headline-5daa93c7 gb-headline-text gb-headline-small gb-headline-medium\">3 ways to extract data<\/h3>\n\n\n\n<p>There are three different approaches available to us on the way to the data:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Manually<\/mark>: Someone looks at the database. However, this is time-consuming and error-prone, even with more than five documents.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Automated<\/mark>: Several documents are passed to a program routine. For example, a Word document is converted into a PDF, including <a href=\"https:\/\/easy-software.com\/en\/glossary\/ocr\/\">OCR (Optical Character Recognition)<\/a>. Another routine can then automatically extract the recognized text elements.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Human-in-the-loop<\/mark>: After data extraction, a human often checks the extracted data: whenever program routines deliver uncertain results and communicate this to the person checking the data.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-ff6440dc gb-headline-text gb-headline-small\">Advantages of automated data extraction<\/h3>\n\n\n\n<p>Manual data extraction is time-consuming and tedious. Companies want to save time and money, and automated  extraction offers great advantages here. At the same time, this extraction process relieves employees of tedious tasks.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Increased efficiency<\/mark>: Automated data extraction speeds up the process and reduces manual intervention. This leads to faster processing.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Accuracy<\/mark>: Modern solutions use artificial intelligence (AI) and machine learning to increase the accuracy of the extracted data and minimize errors.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Cost reduction<\/mark>: Through automation, companies can save costs that would otherwise be incurred for manual data entry.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-ec4df682 gb-headline-text gb-headline-medium\">Application examples in Enterprise Content Management<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Invoice processing<\/mark>: Automated data extraction plays a decisive role in i<a href=\"https:\/\/easy-software.com\/en\/accounts-payable\/\">ncoming invoice processing<\/a> in document entry. Incoming invoices are scanned and the relevant data such as invoice number, date, amount and supplier are automatically extracted and processed as a <a href=\"https:\/\/easy-software.com\/en\/glossary\/voucher\/\">voucher<\/a>. This was the standard procedure for a long time. With the e-invoice, this has changed: here, only the XML of the invoice needs to be read &#8211; and the required data is available. The e-invoice process therefore dispenses with scan-in and OCR. This enables fast and error-free processing of invoices, which leads to faster payment processing and better control over finances.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Contract management<\/mark>: Here, extraction helps to record important contract data such as contracting parties, terms, notice periods and payment terms. This information is extracted from the contracts and transferred to a central <a href=\"https:\/\/easy-software.com\/en\/contract-management\/\">contract management system<\/a>. This considerably simplifies the management and tracking of contracts, resulting in better compliance with deadlines and more efficient administration.<\/li>\n<\/ul>\n\n\n\n<div style=\"height:78px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"gb-headline gb-headline-4c37cc61 gb-headline-text gb-headline-medium\">Challenges and solutions<\/h2>\n\n\n\n<p>Data extraction faces a number of challenges, but these can be overcome with the right approaches and technologies.<\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-dfd170c6 gb-headline-text gb-headline-small\">Diversity of data sources<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Challenge<\/mark>: Different data sources such as databases, PDFs and Office documents make standardized extraction and processing difficult.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Solution<\/mark>: Flexible data extraction tools that support different formats and sources can help. The use of AI and machine learning in particular makes it possible to adapt to different data structures and simplify extraction.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-d767758c gb-headline-text gb-headline-small\">Data complexity<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Challenge<\/mark>: Unstructured data, such as handwritten notes or complex tables, pose a particular challenge for <a href=\"https:\/\/en.wikipedia.org\/wiki\/Information_extraction\">information extraction<\/a>.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Solution approach<\/mark>: The use of advanced OCR (Optical Character Recognition) technologies and Natural Language Processing (NLP) can help to extract and process even complex and unstructured data.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-d10123c4 gb-headline-text gb-headline-small\">Error handling and monitoring<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Challenge<\/mark>: Errors in information extraction often lead to inaccurate or incomplete data. This impairs decision-making.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Solution<\/mark>: Implement monitoring and error handling mechanisms that automatically highlight issues and initiate corrective actions. Human-in-the-loop approaches can also help to increase accuracy.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-33d3843f gb-headline-text gb-headline-medium\">Conclusion<\/h2>\n\n\n\n<p>For information pearl divers, <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">data extraction <\/mark>is an<mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\"> essential process<\/mark> that helps companies gain valuable information from various sources. By automating this process, efficiency, accuracy and cost savings can be significantly increased. Despite the challenges, such as the variety of data sources and the complexity of the data, modern technologies and flexible tools offer effective solutions. Overall, data extraction enables faster and more accurate data processing, leading to better decisions and optimized business processes.<\/p>\n\n\n\n<div style=\"height:100px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"gb-grid-wrapper gb-grid-wrapper-5f82ae83\">\n<div class=\"gb-grid-column gb-grid-column-2916d779\"><div class=\"gb-container gb-container-2916d779 product-col\" data-sal =\"fade\" data-sal-easing=\"easeInOutSine\"><a class=\"gb-container-link\" href=\"https:\/\/easy-software.com\/en\/easy-archive\" aria-label=\"Produkt easy archive\"><\/a>\n<div class=\"gb-container gb-container-875c0171\">\n\n<h2 class=\"gb-headline gb-headline-e95cfbbc gb-headline-text gb-headline-marked-headline\"><span translate=\"no\">easy<\/span><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-easy-blue-color\"><span translate=\"no\">archive<\/span><\/mark><\/h2>\n\n<\/div>\n\n<div class=\"gb-container gb-container-852a5b1e\"><\/div>\n\n<div class=\"gb-container gb-container-d3cd68aa\">\n\n<p class=\"has-easy-white-color has-text-color\">Archive data securely and compliant.<\/p>\n\n\n\n<span class=\"gb-button gb-button-7e027f88 gb-button-text-btn\"><span class=\"gb-button-text\">Discover easy archive<\/span><span class=\"gb-icon\"><svg version=\"1.1\" id=\"Ebene_1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\" y=\"0px\" viewBox=\"0 0 48 48\" style=\"enable-background:new 0 0 48 48;\" xml:space=\"preserve\"><path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/span>\n\n<\/div>\n<\/div><\/div>\n\n<div class=\"gb-grid-column gb-grid-column-1f2fac37\"><div class=\"gb-container gb-container-1f2fac37 product-col\" data-sal =\"fade\" data-sal-easing=\"easeInOutSine\"><a class=\"gb-container-link\" href=\"https:\/\/easy-software.com\/en\/easy-invoice\/\" aria-label=\"Produkt easy invoice\"><\/a>\n<div class=\"gb-container gb-container-0633cccb\">\n\n<h2 class=\"gb-headline gb-headline-d99cc43b gb-headline-text gb-headline-marked-headline\"><span translate=\"no\">easy<\/span><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-easy-cyan-color\"><span translate=\"no\">invoice<\/span><\/mark><\/h2>\n\n<\/div>\n\n<div class=\"gb-container gb-container-89a53721\"><\/div>\n\n<div class=\"gb-container gb-container-05b55192\">\n\n<p class=\"has-easy-white-color has-text-color\">Digitally verify and approve invoices.<\/p>\n\n\n\n<span class=\"gb-button gb-button-393bc245 gb-button-text-btn\"><span class=\"gb-button-text\">Discover easy invoice<\/span><span class=\"gb-icon\"><svg version=\"1.1\" id=\"Ebene_1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\" y=\"0px\" viewBox=\"0 0 48 48\" style=\"enable-background:new 0 0 48 48;\" xml:space=\"preserve\"><path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/span>\n\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>For companies, data are the pearls of information in the sea of documents. And data extraction is the process that turns us into pearl divers and leads us to this valuable data.<\/p>\n","protected":false},"author":64,"featured_media":0,"parent":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-212699","glossar","type-glossar","status-publish","format-standard","hentry","no-featured-image-padding"],"acf":[],"_links":{"self":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/212699","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar"}],"about":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/types\/glossar"}],"author":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/users\/64"}],"version-history":[{"count":0,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/212699\/revisions"}],"wp:attachment":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media?parent=212699"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}