OCR: How Optical Character Recognition is Revolutionizing Document Management

OCR (Optical Character Recognition) is a tool that converts images, scans, snapshots, and photographs into machine-readable text used by other applications.

The main goal of its application is to simplify document handling and management.

Optical character recognition technologies transform books into electronic formats, help with automatic data entry from paper documents, convert business cards into digital contacts, and recognize vehicle license plates.

How does OCR work?

Optical character recognition is a process that consists of several stages:

• The first step involves initial image processing: cleaning and preparing for further processing.
• The second step is the operation of the OCR engine, which searches for text areas, separating them into characters or words.
• The third step has OCR identify each character by its shape and size.
• The fourth step is verification and, if necessary, correction of the data.

In what cases is OCR used?

Optical character recognition technologies are applied in the following cases:

1. Processing large volumes of similar documents in terms of shape and content. As an example, an insurance company receives a large number of life insurance applications.
2. The need to reduce errors in data entry. In the accounting departments of large organizations, thousands of invoices are processed.
3. The need for accessibility. Libraries are digitizing old books and journals.
4. The necessity to reduce document and data processing time. Customer support services use feedback forms filled out by clients.

Which systems can use documents recognized by OCR?

1. Accounting systems for transferring data from invoices and delivery notes, reducing manual labor.
2. Digital archives for storing and accessing documents and information.
3. CRM systems, where information from forms and business cards can be automatically added to client profiles, improving relationship management.
4. Electronic document management for exchanging documents between organizations, including automatic processing and archiving.
5. Data analysis systems for creating reports and visualizing information.
6. Mail and communication systems for recognizing information in attachments to emails.

What socuments in which industries use OCR?

Optical character recognition is transforming many processes, making them faster and helping to reduce the impact of human error on data accuracy.

This leads to increased efficiency and speeds up task completion.

Example of Optical Character Recognition technology in use on our website.