Why OCR is important for every business?

Optical Character Recognition is used to convert scanned or photographed documents in text form. The documents that are converted in text from can be read on computer. The image of document is scanned and then from the digitized image, the textual content is extracted in a form that is readable and editable by computers.OCR is a very helpful tool, and it has many uses. For example, if document is in hard form and it is required to be transferred to computer, mobile, tablet etc., then best option is to use OCR software. The documents may include business cards, receipts, invoices, passport information, legal filings, industry articles etc.

Optical Character Recognition is important software for every business. In this article, beneficial use of OCR in businesses is highlighted.

The importance of OCR for businesses:

In many cases, it is required that documents must be stored for longer period of time especially for auditing purposes. The long term storage of official documents is difficult in hard form, as a large space is required to store documents. This problem can be solved by storing documents in digital form. The organization may require a bundle of documents such as applications, permits, reports, financial statements, legal documents etc to be stored for a long period. Some organizations also hire data entry operators for manually entering data from files into the digital format. For Example, the data entry operator may enter the table data from hard copy into Microsoft Excel on computer and then convert Excel to PDF for the universal sharing of document.

Another benefit of digital storing is that the files can be well organized and are more secured than hard format files. The digitized data can be easily retrieved as compared to hard form documents. Hence there are many benefits of digitizing the data. But the manual entry of data can create issues as stated below:

1) Error-Prone data:

If the data is entered manually then there are high chances that data can be prone to error. As the official documents usually contain sensitive information, even a small error in document can create major problems for organization.

2) Time Consuming:

Entering data manually can be much time consuming therefore decreasing the efficiency of work.

3) Costly:

The data entry operators are required for entering data manually. So, this method is not cost efficient as the organization will have to hire many data entry operators for entering bulk of data manually.

All of these issues can be solved by using OCR software. The documents images are scanned by software and the textual content is extracted. The user can then save document at appropriate location. The official digital documents are preferred to be stored in PDF format but PDF can be converted into other formats such as PDF to Doc conversion can be done by using any of the best PDF converters e.g., Classic PDF.

The process of digitizing the data with OCR takes very little time therefore time consumption can be reduced and work efficiency can be increased by using this technology. Furthermore, there is no need to hire a workforce for manual entry of documents so this technology also provides the benefits of cost efficiency.

Keeping in view the above mentioned benefits, every business should use Optical character recognition software for digital storing of the data from hard form. If you have any questions related to the article, please let us know in the comment section below: