Optical Character Recognition (OCR) Benefits and How It Works

[salesforce form=”5″]

Files, files, files—every day becomes a series of articles and keyboard punches, transcribing the same information over and over. You waste precious hours (and precious patience) digitizing data, and your fingers ache from the constant typing. There seems, though, to be no alternative. Hard-print content must be painstakingly added into the system—with every line filled and every character copied. You’re fated for a dull workweek.

Optical Character Recognition (OCR) technology may provide some much-needed relief. This software delivers effortless document scanning, insertion, and editing—allowing you to create content without the repetitive typing. It delivers superior document storage and support, improving every office environment.

What Is Optical Character Recognition?

Optical character recognition is a specialized form of software, allowing individuals to convert hard-copy content into digital files. It’s intended to simplify the data entry industry, creating effortless text searches and storage. It can be used to transfer key documents to computers, tablets, and more.

These documents may include the following:

  • Financial statements
  • Invoices
  • Payrolls
  • Contact information (business cards, fliers, letters, or other pieces of content)
  • Industry articles
  • Tax documents
  • Legal filings
  • And more

OCR syncs them to every system and ensures automated displays.

How Does OCR Work?

On every page sits a string of words, numbers, and images. The human brain perceives this data with ease. Computers, however, lack this ability. Their view of content is without context or meaning.

OCR counters this problem. It converts all on-page data to a series of universal binary lines. These lines are then sent to the computer, where they’re scanned, read, and re-assembled. It replicates all characters, taking them from the desk to the desktop. OCR streamlines transcriptions and allows for more effective mining.

What Are the Benefits of OCR?

The value of OCR extends far beyond transfers (although, none can deny the convenience of quick scans). This software also enhances the entire entry process:

Text Searches

All hard-copy content is instantly linked to a preferred text reader (such as Word, Pages, or Notepad). This allows individuals to search through content instantly, highlighting specific words, phrases, or images. It is especially useful for documents that contain more than a few pages.

Text Editing

Hard-copy materials aren’t merely inserted into the system. They’re instead turned into interactive files, enabling users to edit, delete, and add new information directly on the pages.

Text Access

Storing documents is no simple task, with countless files claiming every corner. Chaos reigns supreme, and all too often, information is lost (with folders misplaced and papers accidentally thrown away). OCR combats this issue, letting individuals store their files on their computers, laptops, and other devices. This ensures constant access to every scrap of paper.

Time Management

Manual data entry demands hours, effort, and sanity—with individuals dedicating their days to document creations and endless forms. This software spares them the need, expediting every transcription and ensuring more efficient time management.

Through these advantages, OCR improves both productivity and morale, connecting individuals to the information they need and stripping away the complications.

What Is Zonal OCR?

Since 2001, eFileCabinet has led the paperless revolution, providing our clients with innovative solutions for their data storage, sharing, and creation needs. We connect information through custom servers, allowing for easy transfers and easier editing. It’s no surprise, therefore, that OCR caught our attention—specifically Zonal OCR.

Zonal OCR is the next-generation of data automation. It allows our clients to insert important information into their devices, turning hard-copy prints into functioning PDFs. All data becomes instantly accessible and instantly interactive through digitization—scan, open, edit.

To further improve the automation process, Zonal OCR also boasts a series of data templates. These templates let users instantly extract key information from their PDFs. Consider this example:

Is a customer filing his W2? Zonal OCR automatically launches a tax template, inserting data (such as Employee Identification Number, Social Security Wages, or Non-Qualifying Plans) into corresponding boxes. Transfer and save, and you have usable data instantly.

This is crucial for those within the data entry field, allowing them to identify important content and to apply it to their devices. It eliminates the need for manual insertions and reduces errors (typos no longer plague documents). Through Zonal OCR, companies can improve their results.

Speed

The Zonal program promises high speeds, with all scans delivering instant PDF conversions.

Stress Reduction

The monotony—and stress—of data entry disappears, with Zonal OCR redefining how users insert, display, and convert text.

Simplicity

Complicated binary codes often dominate the OCR field. Zonal software, however, boasts a user-friendly interface, with its many tools (including text searches, automated templates, and Cloud storage) tailored for convenience.

Data entry once proved tedious. Now it’s simple.

To learn more about Zonal OCR, as well as our other services—including SecureDrawer, Advanced Workflow, and Active Directory—fill out the form on this page. Our team will happily answer any questions and suggest custom solutions.

By | 2016-12-15T11:59:48+00:00 October 1st, 2015|
Subscribe to the Blog That Solves Office Problems

Free Demo

Request a Demo

Discover eFileCabinet

Chat with us about your needs and we’ll create a free guided test drive just for you.

Demo Form Arrow