What is Optical Character Recognition (OCR) and how can it help your business?

Optical Character Recognition (OCR) is a revolutionary new process whereby an image file of a given document is scanned and “read” by software. This then converts the image and the given text into electronic characters, which can be stored in your database, electronically filed, or reprocessed into a different format.

It brings an end to the archaic and often futile manual search for documents. Instead, your documents are now all ‘searchable,’ as their content has been transferred into corresponding electronic characters. In this blog, we’ll look at just a few of the ways that OCR can revolutionise the way you process, store, and retrieve data, and some of the long-term benefits of such an investment.

Optimise Your Workflow

Not only does OCR save your business time and money, but it is fundamentally easy to use and highly efficient. As a result, it smoothens out any crinkles in your workflow, which can eradicate organisational weaknesses and improve your business processes cashflow. Furthermore, it truly is the future of document storage. As with most things, the earlier you make this transition, the less painful it will be. Investing in OCR is a proactive way to respond to the digital transformation trend, rather than having to hastily modernise archaic processes when it’s already too late. As OCR and other new technologies become the norm, you’ll benefit from being an early-adopter, giving you a competitive advantage over your less progressive competitors.

Applications & Uses

One of the main advantages of using OCR is that its applications are virtually endless. Not only are there specific types of OCR, which vary depending on your requirements, but there are limitless ways to customise and personalise the way your system works. For example, with Zonal OCR, you’ll be able to process similar data that is of a consistent format, which can then be used to populate external fields and compile reports and data sheets. You can set the parameters you want to work with, and when you’re happy with the way the text is ‘read’ and analysed, you can sit back and let the machine do the work.

Security & Storage

Having your important documents and sensitive files in a central and secure location is paramount to your overall data security. Electronic storage is not only safer than traditional storage methods, but it’s also configurable and user friendly. Combining this with an existing CRM system or powerful document management systems ensures that your data is integrated and secure, providing your business with a seamless database of documents and information that is much harder to breach. This doesn’t just give you the confidence you need; it also gives your clients and suppliers the confidence that their data is secure.

Accessibility & Retrieval

Gone are the days of frantic file-flipping and ceaseless paper scanning. Give your eyes a rest and let the machines do the ‘reading.’ Retrieving documents with OCR software has never been easier, which means you can find the information you want when you need it. It’s accessible, centralised, and requires very little maintenance. No more space-hungry filing cabinets – it’s all right there, read for you to use.

Document Data Group

As the resident experts in the field of Optical Character Recognition, Document Data Group have everything you need to set up an OCR system. After all, we are fluent in the language of digital technology and specialise in Electronic Document Management and print solutions.

We’re passionate about what we do, and we love helping businesses on their digital transformation journey, so please contact us today if you have any questions about OCR or business-specific applications.