The right document scanning software can be a powerful tool for your business. But before you decide on a solution, you should know everything there is to know about document scanning.
Optical character recognition (OCR) is the technology used to convert printed documents into digital files. It can scan any paper document, including receipts, invoices, handwritten notes, and photos.
Batch Scanning
Scanning large documents is a very effective way to digitize paper records. However, this type of scanning requires a system that can automatically separate documents and identify them by page number, page count, barcode reading, or another variable method.
Several document scanning software products support batch scanning. These features simplify the scanning process, improve quality and reduce errors.
The software can scan multiple pages in one session and divide the scanned documents into their respective files. The resulting files can be indexed and stored for further retrieval.
Optical Character Recognition (OCR)
Optical character recognition (OCR) is a technology that electronically identifies text (written or printed) inside an image file or physical document and converts it into a machine-readable text form.
The first optical character recognition applications may be traced to telegraphy technology and blind reading equipment.
Today, OCR has become a popular business solution for automating data extraction from scanned paper documents and PDF files into editable and searchable data that businesses can access and process more easily and quickly.
OCR is based on artificial intelligence and can handle higher volumes of complex and multivariate data. As a result, it allows business solutions to process high volumes of textual information without requiring a significant investment in resources, which can help businesses save money while improving employee productivity and satisfaction.
Document Management
Document management is a collection of strategies that assist companies in managing and storing information. It includes storage, version control, check-in and check-out, editing rights, and other features that increase collaboration and protect sensitive data.
A sound document management system should provide a simple, user-friendly interface that makes accessing and retrieving files easy. It should also offer an option to share files with others for collaborative work.
Optical character recognition (OCR) software helps you extract text from digital files, converting them into searchable data and allowing you to index the file easily. It is beneficial for businesses with large volumes of paper records.
Integrations
If your business has a lot of paper documents, document scanning software can help you make them digitally accessible. It saves you time and money, enables you to find information quickly, and makes it easy to share files with others.
This program may also establish a digital archive of all your papers for quicker access. It can include adding labels and annotations, setting up document security policies, and tracking changes from multiple users.
Once a scanned image is processed, OCR technology can convert it into text, making it searchable and easier to edit. If you have many scanned images, you can also convert them to PDFs, the standard archival business document format.
Document scanner software also allows you to organize documents with automated filing systems. It prevents excess paper from building up, so you can complete more work. It can free up your staff to focus on other projects and reduce storage costs over time.
