Document digitization is the important step to help businesses accelerate the transition number. To the process of digitization of documents takes place quickly, OCR technology has been widely applied, help businesses convert your paper documents into digital text in an automated way. So OCR is what? Process to apply this technology like? Let's Lac Viet Computing read through the article below.
1. OCR is what?
OCR (Optical Character Recognition) is the technology, character recognition, optical allows to convert images that contain text data, the text editable and searchable.
Application of OCR is what? OCR technology is widely used in many fields, from the digitization of paper documents, automate data entry to support storing and searching information more efficiently. In the business, OCR help minimize the time, effort, when to enter data from paper documents. With the possibility of automation, OCR become essential tools to increase productivity and optimize workflow in the era of digitization.
2. The manner of operation of OCR technology
The manner of operation of the OCR technology is what? OCR technology works through many steps to convert images that contain text data, including:
2.1 image acquisition
The first process in the OCR is to collect images from the original document. This image can be obtained through the scan, photo or from the PDF file bills, paper, document office,.. resolution and image quality plays an important role, because of the photo as clear recognition results more accurate.
2.2 pre-processing
After harvesting, the picture will undergo a preprocessing step to optimize for process identification letter. This includes the remove noise, adjust the contrast, alignment of the tilt, separating the text from the background. The goal is to make the characters become easy to recognize as possible, ensure the OCR system can accurately analyze.
2.3 identification text
This is the most important step in OCR system will scan the photos, identify the individual characters and comparison with the data that has been programmed to recognize. The complex algorithm will analyze the handwriting, printing character or a different font to turn it into digital text.
2.4 post-processing
After identification, the data will be edited and re-calibrate the. The error can occur in the process of identification, especially with materials of inferior quality. OCR software will use the techniques check spelling, grammar, to minimize errors, to ensure the highest accuracy for result output.
3. Evaluate the pros and cons of OCR technology
OCR technology brings many important benefits, especially in the digitization of documents and automate the process of data entry. However, like any technology other OCR also have their own drawbacks. So, advantages and disadvantages of OCR is what?
3.1 Advantages
- Automate the process of data entry: OCR help batch convert paper documents into digital text quickly, saving time than the data entry manually. Thanks to that, businesses can optimize productivity and reduce the workload repeated.
- Minimize errors: The data entry craft easy to cause errors due to human factors, but with OCR, the document is handled automatically, which helps to significantly minimize these errors. Recognition results as accurate as materials are high quality.
- Enhanced search capabilities and data management: After the documents are digitized with OCR, the information can easily be searched by keywords instead of having to search through each page paper documents.
- Save costs and storage space: The conversion of paper documents to digital format helps enterprises reduce the cost of printing, storing, and help save office space when there is no longer need to store many papers physics.
3.2 Disadvantages
- The accuracy depends on the quality of the original document: although OCR works effectively with clear documentation, but if the original document is blurred, smudged, or damaged, the accuracy of recognition results will be diminished. Documents with complex formatting or handwriting may also cause difficulties for the process of recognition.
- Cost of initial deployment: To deploy OCR effective, businesses need to invest in software and hardware (such as scanner, high quality).
- Ability to handle complex text limitations: With the document contains many charts, graphs or complex structure, OCR may have difficulty in the analysis, accurate identification.
4. The role of OCR technology in document digitization
The role of OCR what is in the digitized material? OCR technology role is important cornerstone in the process of converting physical documents to digital format in business. Through the automatically recognize and convert the text from the image to form data OCR help businesses build system archive digitization comprehensive.
With the ability to automate data entry, OCR helps business reduce errors, save time, space, cost of storage. In particular, the document after the number of goods that can be shared, better security, enhanced ability to manage and use the document number in an efficient way.
Besides, data of after by OCR will be classified, organized, ready to be integrated into the management system documentation is available.
5.Process to apply OCR technology to digitize documents in business
To successfully apply OCR technology in document digitization, businesses need to follow a fair process to ensure efficiency and accuracy in the conversion of documents from physical form to digital form.
Process to apply OCR technology to digitize documents in business:
Step 1: Determine the type of documentation required number of turns
Before implementing OCR, businesses need to clearly define the types of documents will be digitized. The common materials usually including: invoices, personnel records, contracts, meeting minutes, technical documents or other financial documents. Determining the right type of material to help businesses focus resources and choose the most suitable solution for his needs.
Step 2: select the OCR software suitable
Depending on demand, scale your business, choosing OCR software plays an important role in the effective number of turns. Businesses need to consider factors such as the ability to recognize many languages, supports document formats complexity, accuracy, processing speed and features integrated with the other management system.
Step 3: set process digitization
After selecting the software, enterprises need to establish a clear process for digitizing documents. This process includes steps such as scanning the original document processing, OCR to recognize the text, and then store the data in digital form. Each step should be to establish a detailed, standardized to ensure consistency and efficiency in the entire process.
Step 4: integrate OCR into document management system (EDMS)
To optimize the process of digitization, businesses should integrate OCR with management system electronic document (EDMS). This combination helps to manage and store documents after the number of chemical science, organized, allowing for search, access and share information quickly. EDMS not only help management focus that also increase security for business data.
The integrated OCR with EDMS help businesses save time, reduce cost of document management. Thanks to the ability to automatically identify, document processing, businesses can quickly complete the work that previously it took many hours. At the same time, the digitization also helps to reduce cost of paper, printing, physical storage.
Lac Viet solutions provider digitized comprehensive with LV-DX Documen, LV Sure DMS integrates OCR technology, management system, smart materials. Business can easily scan, text recognition, document storage according to standard processes, helping to optimize the time-saving resources.
OCR technology not only bring many benefits of digitizing the data but also opens a new era for information management in the enterprise. Hope through this article, businesses have understood OCR is what, as well as more information about how to apply OCR technology to digitize documents.
