We have all encountered a situation where we have hundreds of printed documents available, and we need to get some information from one of these pages. This may seem impossible, but it can be done using Optical Character Recognition (OCR).
With OCR, we can easily convert printed text into machine-readable format and edit our information properly. We can also modify the scanned document, as in other text documents. This makes OCR one of the most important features of any paperless document management system.
But how can we manage documents using OCR? Let’s take a look.
How does OCR work?
Wondering how OCR works? Here it is:
Before creating a PDF version of the document, OCR scans the printed documents and looks at the light regions of the scanned images as backgrounds while the dark areas are identified as text.
In the second step, the software corrects the images by addressing all the alignment issues within them. This is done by measuring the scanned documents to correct alignment, remove image blemishes, and smooth edges.
Once the image is combined, the OCR software scans the document to identify the letters of the alphabet. It also identifies any number numbers.
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Converting to a machine-readable format
After the OCR program finds all the important information, it converts the random data into machine-readable text that can be searched or edited.
Comparison of OCR and data entry technologies
However OCR technology It is more efficient compared to Manual data entry, both have advantages and disadvantages.
OCR software provides improved accuracy and speed compared to data entry. This makes it a cost-effective solution for businesses that manage large volumes of data. However, the downside is that OCR technology can require training, extensive maintenance, and high documentation to perform well.
In contrast, data entry offers quality control and flexibility but can be error-prone and time-consuming at the same time.
Therefore, deciding between OCR technology and book data entry depends on the needs and requirements of our organization. We have to assess the type and amount of data we hold and look at staff costs and training costs.
The best solution is to use a hybrid method that combines OCR technology and Manual data entry to use the advantages of both methods.
How OCR technology improves document management
Businesses that use OCR technology to convert images and scan documents into text benefit from easy and efficient data entry. But that’s not the only way OCR technology improves document management.
Let’s look at the benefits of OCR and how it improves document management systems.
OCR software converts printed text into digital formats accurately and quickly. With this process, we can eliminate manual data entry, which can be very expensive and time consuming.
PLUS, OCR software can go through thousands of documents quickly, saving time on editing time and reducing costs required for data entry.
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It’s easy to search for information
When OCR software converts documents into digital formats, we can easily search and retrieve data using phrases or keywords.
Also, OCR software also categorizes and organizes various documents, making it easier for us to find the required information.
OCR software efficiently converts documents, reducing human errors in data entry. The accuracy percentage of OCR software is around 99%, which is higher than the accuracy found in human performance.
This level of accuracy reduces document errors and improves the efficiency of document management operations.
When we use OCR technology, the need for manual data entry is eliminated, allowing employees to devote their attention to other basic tasks.
Employees can spend more time on complex tasks that require more expertise and human judgment. This leads to better productivity and quality of work.
OCR software provides enhanced security measures by enabling access controls and automatically tracking text changes. It is useful when making document changes or in case of unauthorized access.
This ensures our documents are safe and only people we allow can access this document.
Using OCR technology for text extraction
Many of us may know what OCR technology is but don’t know how to use it properly. Let’s quickly go over the different techniques we can use for good use of OCR Technology:
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Choose the right OCR technology
First we need to assess the needs of our organization and what kind of documents we use. There are many types of documents, such as bank documents, legal documents, invoice documents, and more.
And to increase efficiency, we must choose OCR software that can process the types of document we encounter. Filestack’s OCR software, with its ability to process different types of documents, is a good option.
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Check the accuracy of the OCR program
The purpose of OCR software is to accurately extract text from sources such as PDF files, scanned documents, and images. Testing the accuracy of this software helps ensure that it can consistently recognize and extract text from complex structures and malicious sources.
It also allows us to determine if the software can identify and provide a high-quality output of special characters, symbols, symbols, and unique writing styles.
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Integrate OCR software
Once we have chosen OCR software, we must integrate it into our system because it will enable faster processing of documents, improve the accuracy of information, and enable full text functionality, making it easier to find specific information within a written document.
But how can we integrate the software? Here it is:
- Use application programming services (APIS) or software development kits (SDK) that integrate seamlessly with our system.
- Write code that connects our systems with OCR software.
Bottom line
If we want to achieve more productivity and better data accuracy, OCR is the way to go. It enables us to use the data entry process, quickly find the necessary information, and transfer our important documents to computers, smartphones and tables.
If we have been looking for OCR based tools and software, FileStack is the right solution for us. Start with Filestack’s OCR software Today reduce human error, improve productivity, and deliver accurate data.
Amazolombo
What is Optical Character Recognition?
Optical character recognition (OCR) is the process of converting an image or printed text into a machine-readable format. OCR software helps in handling large volumes of printed text and helps with easy information retrieval.
Why did you choose OCR technology over data entry?
Compared to written data entry, which can only process a limited number of documents, OCR software is much faster and can work on many documents at the same time. Also, OCR technology eliminates human-made errors that often occur in data entry.
Does the OCR software offer any specific security measures?
Yes, OCR software follows security protocols, such as providing us with access controls so that only authorized people can view our data. Also, it also tracks the changes and informs us, to make sure we know for sure in this instance an unauthorized person is making changes.
