Do you want to make a digital format out of the hard copy of any document? If you do, OCR (abbreviation for “Optical Character Recognition”) is the technology you need. Optical Character Recognition is a modern technology used for digital replication. The OCR program software does more than simply reading the fonts from scanned documents or digitally captured images - it can recognize line breaks in the document, split up columns, turn images into graphics, allow searching the text by keyword, allow document editing, etc. The process is quite simple, easy to manage, and can take just a few seconds. Some even say that OCR program software can replace a Data Entry service. However, there are advantages and disadvantages to both forms of digitizing content.
If you want to convert a document into an editable digital format, the OCR program software is the best choice. The Optical Character Recognition process can save both time and effort when developing a digital replica of the document. It provides a fast and reliable alternative to typing manually. All you need to do is use an optical scanner or digital camera to turn a document’s hard copy into the digital format. When scanning, always remember to enable the “scan to OCR” option. The OCR program software can convert a document into many different electronic formats, like Microsoft Word, Text (and Rich Text), Excel, and of course, it can also convert scanned PDF documents.
All documents created through OCR program software are editable and allow you to modify the content as you see fit. If you compare the cost of OCR with the cost of manual data entry, OCR is a lot cheaper. It is already an indispensable part of most large companies’ office equipment and a valuable technology in industries that are heavily scanning documentation, such as the legal department, financial institutions, government agencies, etc.
Though OCR technology has much improved since its beginnings many decades ago, errors still occur. If the original hard copy of the document to be scanned is handwritten, torn, smeared, old, coffee-stained or has any sort of marks that prevent easy content recognition, the machine will have difficulty “reading” it and translating it into accurate electronic version of the file.
However, advanced OCR programs are minimizing the conversion error occurrence rate with each version upgrade, and are now highly reliable and cost-effective, especially compared to data entry service. While it would take one person a long time to manually enter volumes of data into a document, an OCR machine can do it in a few seconds or minutes, depending on the number of characters for conversion. Also, humans are prone to errors as well, so the safest and quickest way to ensure a flawless conversion from a scanned PDF to an editable document in the maximum amount of time is to use OCR technology for conversion, and then have someone quickly proofread the file.
There are some situations when data entry is proven to be better than Optical Character Recognition, such as transcribing audio files. But when it comes to scanned text and image documentation, OCR conversion software provides speed, flexibility and control that are needed in every professional working environment.
As we mentioned, high accuracy OCR programs are able to read and convert volumes of scanned data in a very short span of time, creating editable documents that often contain no mistakes. Able2Extract Professional is an example of such software.Able2Extract is easy to use and can convert scanned PDFs into the most popular electronic formats: MS Word, Excel, PowerPoint, HTML, OpenOffice, etc. The professional version comes equipped with the most advanced Optical Character Recognition software and comes highly recommended to users with lots of hard copy documentation that needs to be converted into digital format.