Making Sense of OCR

OCR technology – making sense of information

Information overload is a modern day curse and too much time is wasted trying to make sense of forms, statements, letters, surveys and so on.

So would it help if you could extract key data more easily, feeding essential information into an easier to manage format that can be shared, acted upon and filed in an orderly way?

Organisations from accountants to schools, solicitors to banks are valuing the sophisticated technology known as OCR – Optical Character Recognition.

And with increased accuracy and speed, it’s providing a time saving solution to the overload of information many companies and institutions face.

What exactly can OCR do?

In it’s simplest application, OCR technology can take an ordinary hard copy document and convert it into digital format. So application forms, school reports, letters, bank statements and invoices can all be converted into electronic files.

Documents containing numbers such as invoices and bank statements can be scanned, and relevant figures extracted to propagate excel spreadsheets or accounting software. This practice has significantly reduced processing times for accountants who no longer need rely on manual data entry and the associated errors and time delays it entails.

Forms, surveys or questionnaire answers can be scanned and live data extracted too, to feed into reports, or instigate further action.

It helps to construct the forms carefully at the outset, so they are optimised for speedy and accurate OCR processing. This aids the character recognition process, reducing opportunities for error, and speeding up the process. It’s part of the service we offer here at Click2Scan.

Handwritten completed forms can be processed in this way too. Completion of forms using capital letters only ensures accurate character recognition.

Schools love OCR technology

We’ve recently been called upon by a number of schools to archive school documents, registers, reports and magazines. It’s enabled them to document the history of their school in an orderly way, and they’re delighted to be able to search and find old documents quickly and easily, on demand.

Finding key information

With many organisations tasked with managing information on a mass scale, it’s good to know that OCR technology has the ability to scan and save documents in searchable PDF format. This means that documents can be retrieved at a later date by using key search words or phrases which can be identified in the PDF documents. This facility is key to improving efficiency and productivity.

No job too small

OCR technology delivers such incredible efficiencies throughout an organisation that you could argue no company should be without it.

And while cost of acquisition may seem too prohibitive to smaller businesses, there is still the option of outsourcing OCR services. Smaller companies can then still reap the benefits of streamlining management of large volumes of information, enabling them to provide accurate and efficient customer service needed remain competitive.

For a good, honest chat about OCR technology and whether it’s right for your business, please get in touch. We’re here to help, not sell!