Optical Character Recognition or OCR is among the most commonly used of contemporary technologies used for the conversion of paper documents into digitalized documents. OCR technology combines various facets of code recognition, computing and artificial intelligence.
Get Familiar with OCR Basics: why use OCR software?
OCR refers to the process of electronic conversion of scanned images according to an encoded text format. This includes text of all types, including printed, typed and handwritten text. OCR technology is popular among workplaces since it helps to convert paper files into electronic files that are easier to save and retrieve. This kind of record-keeping system using digitalized files helps to save upon manpower, storage and maintenance costs apart from saving precious working hours, helping organizations function more efficiently.
OCR isn’t limited to merely converting the text into digital format. It also provides various functional features like searching, editing and highlighting text, ensuring that data can be shared across organizations, personnel or departments in a more interactive and industrious manner. Today, the most common application of OCR is among PDF files, scanned documents and images that are converted into searchable and easily editable data via OCR.
Understanding OCR Utility with an Example
The functionality of OCR software can be easily understood with this example—for instance, you have a brochure that you want to store digitally and you are equipped with a scanner. You use the scanner to create an image snapshot of the brochure. However, in the scanner, the information present on the brochure is interpreted as a series of black & white or colored dots. These images are called Raster Images. To extract the information in such a manner that it is readable, searchable and edit-friendly, the data needs to be repurposed from the scanned copies or PDFs—this work is done by OCR software. The OCR technology works by recognizing letters present on the brochure, repurposing them as words, phrases and sentences. This is what makes the content of the brochure user-friendly. Otherwise, it would be just another static, scanned copy that wouldn’t provide any degree of dexterity to the user.
Features Defining Good OCR Software:
- Accuracy in character & symbol recognition
- Page reconstruction capabilities
- Ability to process larger batches (numerous files)
- Multi-Language support
- PDF encryption features
- PDF compression features
- Page layout editing features
- Various formats for output files—Word/PDF/Excel/eBook
OCR technology is often referred to as IPA—Integrity, Purposefulness & Adaptability. This principle is found across all OCR software in the market, including the most premium versions and freeware.
Progressive OCR Software Features
The popular OCR software offers features beyond the basic functionalities listed above. For instance, the ABBYY Fine Reader realizes that images produced by digital cameras aren’t as clear as those procured from image PDF files or scanned documents. Camera images can have a high level of distortion, often more pronounced by unfavorable lighting conditions. This can make the edges of the image smudged. ABBYY Fine Reader is equipped with adaptive recognition technology. This is aimed at better processing of camera-captured images, helping to improve the quality of camera images with the least bit of effort.
Popular OCR software creates copies that are absolutely similar to the original document along with security-enhanced features. This makes it easier to share digitalized documents without worrying for compliance issues or privacy of data. Organizations worried about losing employee working hours to searching or retrieving information ensure they convert every bit of organizational data via dependable OCR software and create easily searchable archives of PDF files, saved across different folders.