OCR refers to a program that can intelligently extract text from a PDF, scanned image or digital photo.
For example, if you have a scanned contract from a client that you want to edit and store for later use, traditionally you would have to manually type out the contract into a word processing program, make the edits, and then store it.
With an appropriate OCR program, you can simply scan the document and the program will analyse the image, identify the text, and extract it into an editable file format like a Microsoft Word document. You are then free to edit the document and then store it digitally for easy access in the future.
This removes the need to search through filing cabinets for that important contract, as you can simply type in a few keywords on your computer and it will appear instantly.
Most OCR technology aims to replicate how humans identify and recognise written language.
Whilst the exact mechanisms behind how our eyes and brain work together to decipher text is still unclear, it is generally accepted that three basic principles are involved - integrity, purpose, and adaptability (IPA). Many high quality OCR programs aim to replicate these functions in their own programming to achieve the most natural and accurate text recognition possible.
First, an OCR program will analyze the structure of the document and divide it into its different elements such as graphs, images, and blocks of text. The text boxes are then subdivided into lines, words and finally characters. The OCR program then analyzes each individual character and compares it to a bank of other character images to determine which letter it is most likely to be. After thousands of comparisons, the program then makes a decision on what that character is and translates that into the final document.
The primary benefit OCR offers your business is in time savings and productivity enhancements.
TFinding physical documents buried in filing cabinets or under people’s desks, especially during tax time, can be a time consuming and stressful situation. When you’re in a time critical industry like real estate or finance, every second can count and having to find that one important contract in a stack of papers can mean the difference between closing a deal and losing it.
With OCR, all of your important documents are translated into digital copies which can then be stored on your computer, intranet or even in the cloud. This means that when you need that important contract or document for an upcoming meeting, a few simple keystrokes will bring it straight to your screen. No more messing around in dusty filing cabinets.
When you and your staff no longer have to waste hours searching for documents, you are freed up to add more value to your company and spend your work day making important business decisions.
At Busys.ca, we offer a comprehensive and integrated OCR as part of our Document Management Solution packages.
Combining the AI-powered intelligence of OCR with advanced digital document filing and indexing, we are able to provide our clients with an unparalleled business solution that boosts productivity and security.
Our dedicated team works with you to discuss our different available services to find the OCR option that meets your needs. Skilled technicians will then assist with installation and training on using your new programs so you can start taking advantage of the productivity boost straight away.
If you are ready for a new way of doing business, contact us today to learn more about how OCR can take your workday into the next level.