Using optical character recognition software to eliminate paper and bring your record-keeping into the digital age
Optical character recognition (OCR) software is a clever technology that allows users to scan text from paper documents and convert that information into digital text using only a scanner or a digital camera. It gives users the ability to transfer items such as invoices, contracts, and certificates directly to their computer, and the text can then be edited using a word processing program.
The technology has proven to be up to 95% accurate in its conversion, and is used all over the world in both homes and offices. Manually typing out long pieces of text takes time and money, and this article looks at some of the benefits of using OCR software for text conversion.
What are the benefits of OCR?
Paper files are fast becoming a thing of the past, but many people still hang onto paper documents that take up space in the office, and make it difficult to quickly locate a particular file. OCR makes it quick and easy to transfer hard copies over to digital format, and these can then be stored electronically and accessed within seconds by performing a keyword search.
OCR also makes it easy to edit documents immediately after scanning, and they can be scanned and stored for future editing, if required. Many OCR programs can even scan and convert text from tables and images, and a few even have an option to switch between different languages.
For those who suffer from poor vision, the font size of digital text can be increased to make it easier to read, or it can even be used in conjunction with a computer voiceover program available from online stores such as www.bestbuy.com.
How does OCR work?
OCR works by scanning the text within a document and breaking the font down into a number of tiny dots known as a bitmap. The program then translates this into digital text, and presents it as a word document. OCR is most effective when used on clear, typed text, but the latest versions of the software can recognize stylized fonts and even handwriting. A few programs will even run the text through a spellchecker to try and identify unrecognized words.
Many companies offer scanning services that will scan a large number of documents in a short time, and these can then be stored for editing later on. OCR technology is already used by the post office to recognize zip codes on letters, and many banks also have a version of the technology that attempts to read customer signatures on deposited checks.
OCR is most effective when used on fonts that are greater than 6 points and will read text from laser and inkjet printers much more accurately. It also works well with printed material from sources such as books, magazines, and newspapers. Many all-in-one printers now come with OCR software built in, and a few models of photo scanner also offer this feature.
OCR software can be purchased online and downloaded in seconds, and there are versions available that are compatible with digital cameras and cell phones. Technology is designed to make our lives easier, and being able to instantly convert hard copy into digital text at the touch of a button will make document storage and editing a much simpler task.
About the Author:
John Hoskins has extensive experience as a business technology consultant. He specializes in document management and efficiency. You can find his informative articles mainly on technology, business and marketing blogs. Visit the Micro Com Systems link for more information on document scanning and digital storage.