Have you ever had to manually enter the information of a document in a digital form word for word? This is common with transferring data from paper to a digital form. Or maybe you are writing a new collateral piece in DOC form from a PDF and the words are not being copied and pasted correctly? Whatever the route, there was likely human error during the process. That's natural, too, considering that many companies still enter and transfer data manually. What if we told you that there is a way to digitize this information in a clean and easily replicable way? Consider document scanning by OCR, a technology that can be integrated into a workflow solution to better extend the efficiency of processes.
By digitizing paperwork for use in workflows, companies are equipped to handle multiple forms of data entry, be it through documents, form submissions, third-party system APIs, chatbots, or other technologies. The result is increased productivity in workflows, savings in time and costs, and the extension of the current value of the system to document-based processes.
By digitizing paperwork for use in workflows, companies are equipped to handle multiple forms of data entry, be it through documents, form submissions, third-party system APIs, chatbots, or other technologies. The result is increased productivity in workflows, savings in time and costs, and the extension of the current value of the system to document-based processes.By digitizing paperwork for use in workflows, companies are equipped to handle multiple forms of data entry, be it through documents, form submissions, third-party system APIs, chatbots, or other technologies. The result is increased productivity in workflows, savings in time and costs, and the extension of the current value of the system to document-based processes. By digitizing paperwork for use in workflows, companies are equipped to handle multiple forms of data entry, be it through documents, form submissions, third-party system APIs, chatbots, or other technologies. The result is increased productivity in workflows, savings in time and costs, and the extension of the current value of the system to document-based processes.
What is OCR?
OCR is short for Optical Character Recognition. According to Scanbot, OCR is an "image processing technology that provides a convenient way to convert paper documents to a digital format." Most commonly found in document management, OCR can play a vital role in improving the automation of your organization's business processes.
During OCR scanning, an algorithm recognizes characters in printed fonts and converts them into digital format. Once this is done, the digital format is easily searchable and editable. OCR scanners are easily customizable and therefore ideal for industries with paper-intensive processes. The industries that benefit the most are banking, higher education, legal, insurance, telecommunications and others, since they handle huge amounts of data at the same time.
How Does OCR Really Work?
An ordinary scanner or copier creates what is known as a raster image, or a collection of black and white or colored dots. To take and reuse data from camera images or image-only PDFs, you need OCR software that takes the letters from those images to create words, and then sentences, to access and edit the original content of the image. page. This is done by looking at each line in the image, with the OCR scanner finding out if the black and white dots represent a certain letter or number.
There are several OCR tools to convert image-based documents to PDF, .docx, or other formats. Key features that differentiate application tools from OCR, according to TechStic include character recognition accuracy, page layout reconstruction accuracy, multi-engine voting technology, language support, support for Searchable PDF output, speed and user interface (UI).
OCR Benefits
By incorporating OCR into your business process management (BPM), you can digitize and incorporate documents into your workflows. Textos del Amazonas is an example of an OCR scanner that integrates well with a smart workflow solution. Some practical applications of OCR include:
1. Print documents.
First, you will need the best printed version of your existing document. This usually involves photocopying to increase the contrast between the page and the print. Things like dirt marks, creases, and ink stains will increase the likelihood of inaccuracy and recognition of wrong words.
2. Scan.
Using a flatbed scanner requires everything to be scanned one by one. With an OCR scanner, scanners typically scan the next page automatically.
3. Color.
OCRs only read what is and what is not. The first step is to scan a black and white image of the original, then scan in color. If something like a smudge appears on the original, OCR can detect the difference in the color version through lighting changes in the black and white version. Without this critical first step, OCRs will not work properly to identify color patches, blemishes, or other disturbances.
4. Correction.
Although not as comprehensive as a human editor, OCR scanners can help eliminate human error associated with writing. Using technology similar to Microsoft Word, an OCR scanner can make suggestions to help you write better while creating new documents.
5. Designs.
A great OCR scanner will automatically detect multiple columns of text, tables, and images. Those images are turned into graphics, the tables are easily transferred, and the columns are separated the right way.
6. Digital workflows.
OCRs can be used to improve business process management software. Good OCR will help incorporate and extend an organization's document-based data into its digital processes. Data from legacy solutions is not lost in the process, but rather transferred to new digital solutions, such as intelligent BPM, to make data collection and storage more accurate and easier to implement in the future.
Available Solutions For OCR
Since not everyone uses an intelligent workflow automation platform, it is important to consider the company and existing legacy software. Finding an OCR that extends the value of existing investments is critical to meeting long-term productivity goals. Having a seamless integration is also important.
Since not everyone uses an intelligent workflow automation platform, it is important to consider the company and existing legacy software. Finding an OCR that extends the value of existing investments is critical to meeting long-term productivity goals. Having a seamless integration is also important.
1. Online and offline.
An online solution is a deal when something is used for personal or one-time use without involving sensitive information. An example that an online solution is ideal is printing a single-use document for a conference, something that is generally open to the public and does not require additional security. Offline solutions work on the individual device and data never leaves that device, dramatically improving security and reducing the likelihood of breaches. Industries that handle sensitive data like banks or insurance companies depend on offline sources to keep their information safe and accurate during millions of processes. Offline is also GDPR compliant, an important piece of legislation that affects banks around the world. With offline solutions, incorporating document-based data into another system - such as a workflow solution - can dramatically increase the efficiency of a company's internal processes due to automation, reduced paperwork, and limited space for human error. The result of this addition is a more secure OCR option for companies looking to increase operational efficiency in their workflows.
2. Flat rate versus volume.
For the price, volume and flat rate models are the most common for OCR scanners. On the one hand, volume models charge per document or user, in addition to an installation fee. On the other hand, flat rate solutions have a fixed price regardless of the number of documents scanned. The best way to avoid potential additional document surcharges is to use a flat rate model, especially for larger companies. If you want to get the most out of an OCR scanner, your best bet is to invest in a BPM with the ability to integrate well with an OCR system. The best OCRs take the entire data conversion process from the original document, image, or PDF and convert it in less than a minute. Time spent working with paper is significantly reduced, saving money that could be better spent elsewhere.
Since document-based data is not replaced, but simply transferred and then automated, industries such as healthcare, banking, legal and insurance can now operate more efficiently in their workflows.
