Optical Character Recognition Working Mechanism and Its 5 Benefits
How Optical Character Recognition Works and Its 5 Benefits
For companies that are embarking on digital systems for the first time, there are inevitably many challenges. One of them is related to internal administrative tasks within the company, especially for those providing services. This means the company will need to transfer many printed documents, such as forms, into soft copy documents. This task becomes cumbersome if the company does not utilize optical character recognition (OCR).
Optical Character Recognition (OCR) is a technology whose working principle is similar to scanning technology. The concept of OCR involves copying images or photos into text that can be edited directly. This technology is not only capable of copying but also distinguishing between letters and numbers even from different handwriting styles. Scanners produce outputs in file formats like jpg, jpeg, png, or pdf, while OCR applications produce editable soft files or documents. Let's delve into how OCR works and its benefits for companies.
How Optical Character Recognition Works
To access OCR, users need specific software or applications that offer this functionality. Some applications can be used on PCs or laptops, while others are smaller in size and can be installed on mobile devices or smartphones. The process of copying images through OCR involves several stages:
- Firstly, the OCR application detects and straightens skewed or misaligned images to facilitate the reading process.
- Secondly, OCR identifies the content of the file, classifying it into text and images. For example, in a form file, text and company logos will be identified as separate elements.
- Thirdly, OCR identifies the text orientation in each section and adjusts it so that all parts of the file (image) are aligned. The orientation adjustment may rotate the image by 90°, 180°, or 270°.
- Fourthly, OCR re-identifies letters and numbers, crucial for analyzing handwritten text that requires more precision.
- Finally, OCR identifies each separated group and cross-checks the results with the OCR program's database. All letters and numbers initially in soft file formats like jpg or pdf are then converted into text format files. It's essential to set the desired file format at the beginning of the operation. Some text file formats include Ms Word, Ms Excel, Rich Text, TXT, and others.
If you think the benefits of OCR seem trivial, you must understand its significance in a corporate setting, especially for companies operating within a digital system.
Benefits of Optical Character Recognition
- Facilitates Print Data Management:
Every company has printed data that needs to be digitized for easier editing. OCR applications greatly assist by eliminating the need for manual typing, saving time and effort. - Increases Accuracy:
Automated processing by OCR systems enhances the accuracy of files. The OCR system identifies all objects within a file, reducing human errors. - Simplifies Data Search:
Editable data enables efficient searching. For instance, a table containing hundreds of customer names and their incomes in jpg format needs to be converted into Ms Excel or Ms Word for easier searchability. - Reliable During Disasters:
Digital files can be accessed anywhere if the company maintains a good database. All documents can be accessed as long as there is an internet connection, even in the event of disasters like fire, flood, earthquakes, etc. - Enhances Customer Service:
Companies dealing with various customers, especially elderly ones who prefer manual writing over online submissions, can benefit from OCR applications for managing such data efficiently.
Both hardware and software based on OCR greatly aid companies in advancing towards system digitalization. OCR, a seemingly simple technology, yields significant benefits and supports significant transformations. Hence, if a company requires such features, it should start implementing OCR now. Brick is one of the entities that can maximize the benefits of OCR across its features, including transaction data, workforce data, and more.
