Discover a New Approach to Extracting Information

Database Extraction Diagram

The Challenge: Preserve a Vast Amount of Historical Data

Technology officials at Oklahoma State University were ready to start a long-anticipated project: the retirement of a mainframe computer system holding hundreds of thousands of student transcripts.

To extract 100% of transcript data accurately, database administrators were considering either purchasing a purpose-built reports management software, or building their own. Because the software would never be used again, neither choice was ideal.

The Solution: Grooper Data Tools

As it turns out, another department was already using a software called Grooper on a large data integration project. After discovering Grooper, the database administrators knew they had found the solution for the transcript extraction project. They wouldn’t need to purchase or create a new solution.

They used Grooper to solve the project in three stages. First, all data was extracted as a text file. Second, the text file was separated into individual transcript documents and saved as PDF so they would be human-readable. Third, the PDF transcript files along with all data were integrated into the new content repository.

The Results: Quick & Simple Database Extraction

The speed and accuracy of Grooper has given OSU technical staff the ability to explore new use-cases and unique approaches to database extraction and migration projects. Because of layered artificial intelligence, Grooper is a robust and flexible database extraction tool.

Use Grooper Extraction to:

  • Simplify data migration projects

  • Abstract and normalize information on invoices, quotes, purchase orders, etc.

  • Query-and-inject data from external databases during processing to insert missing data or add proprietary tracking information

  • Extract visual document images along with a formatted text file such as CSV or JSON


  • “All of the information in some file some place is very hard to retrieve. We ought to be able to get it with the click of a button, and now we can. Using the system that Grooper provides to scan the documents and mine the data eliminates many manual processes. My belief is that in the long-term it doesn’t really cost us anything because it’s going to pay us dividends over and over again. I would be surprised if anybody has a system that’s any better than this.”

    Gary Ridley, former Oklahoma Secretary of Transportation, former Director of Oklahoma Dept of Transportation and former Director of Oklahoma Transportation Authority

  • “Grooper has saved OSU hundreds of thousands of dollars and the ROI was seen in less than six months after going live. This product has taken data processing, document scanning, and import automation to a whole new level. It’s now in virtually every department including our president’s office.”

    Erin Girton, Database Administrator/Content Management & Capture Administrator, Oklahoma State University

  • “Grooper will give us the access to more contract data than ever before by quickly extracting the data across thousands of lengthy contracts, allowing employees to spend time on value-adding data analysis rather than extraction.”

    Glena Brauer, Supervisor – Marketing Contracts and Compliance, Chesapeake Energy

  • “Grooper allows my staff to process ten times more volume than we could with our previous image capture solution; our office thinks Grooper is worth its weight in gold.”

    Marie Ramsey-Hirst, Court Clerk, Canadian County

  • “Practically every unit here within our agency uses Grooper on some level. Grooper has cut down on our indexing time by 70 percent.”

    Ryan Freeman-Smith, Manager, Oklahoma Health Care Authority

Featured Case Studies

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Data Extraction In Action: Saving Hundreds of Thousands of Dollars in 6 Months

Slowed by expensive and tedious data workflows with its current capture system, Oklahoma State University chose Grooper. They saw a quick return on investment, modernized data applications, streamlined student record processing in many ways, and can communicate with prospective students faster.

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