OCR scanning is the final piece in the paperless puzzle

Of all the phrases used in the world of business, ‘paperless office’ is one that remains prominent and discussed by leaders in the sector. Unlike other ‘buzzwords’ this is not a throwaway term, with many predicting document scanning technology it is set to transform the working world. However, while this may be true, there are some that remain cynical about its relevance or practical use beyond theoretical discussion. OCR scanning services are the final piece in the paperless puzzle says Pearl Scan, proving why, when used together, document scanning technology is revolutionary.

OCR (Optical Character Recognition) is the process of converting physical documents into editable, searchable, virtual files. With OCR scanning services, information is then imported into Microsoft Word, JPEG, TIFF and PDF documents in a fully text searchable format. Printed tables, bank statements and more can also be easily transformed into Microsoft Excel spreadsheets. OCR technology takes scanned data and prepares it for practical use. With just one process, information captured from paper documents can be transformed into valuable, operational data.

Naveed Ashraf, Managing Director at Pearl Scan says, “So many offices are using document scanning services now to enjoy paperless working environments, yet there is still some confusion into the capabilities of this technology. Understandably, there are concerns over the compatibility of these new, virtual files with existing technical infrastructure and processes that are used. OCR scanning services solve these problems, seamlessly integrating all newly digitised files with current virtual working systems.”

Pearl Scan offers OCR scanning services alongside all of its other specialist scanning solutions, enabling its clients to utilise document scanning technology and enjoy the business benefits that it brings. Whether using a bulk document scanning service, invoice scanning automation, digital mailroom services or HR document management, Pearl Scan uses OCR scanning and conversion to give its client quick and easy access to the data that is captured.

Document scanning services are revolutionising the way businesses operate, saving them money, time and space and with OCR technology, a fully functioning paperless office can be easily achieved. 

What makes a good cloud-based document management system?

Whether you are already using a document scanning service or if you are currently looking for a document scanning company to take care of your digitisation requirements, this is only the first step on the road to complete office efficiency. Once the documents such as invoices, HR files or letters have been scanned and transformed into a virtual format, a safe, secure and reliable cloud storage system is needed to manage the files. With a cloud platform, you and your staff can access your files from any device that is connected to the Internet, enabling the age of flexible and remote working while also dramatically streamlining workflows in the traditional office environment. As you browse the many cloud-based document management systems available to you, here are some features that you need to look out for.

No internal administration needed

When investing in document scanning solutions, one of the reasons for doing so is to eliminate the need for manual technical assistance, leaving your office’s working day free to be utilised in a more productive way. So when choosing a cloud storage platform to host your scanned documents it is important to find one that requires no internal administration for actions such as backing up files and system upgrades.

User IDs and custom permissions

No matter how large or small your office environment is, employees from various departments will need access to a different set of documents and alternatively, there will be certain, sensitive documents that must only be seen by particular members of staff. Look for a cloud platform provider that offers customisability, creating unique user ID profiles where various permissions can be set.

OCR/Indexed search capability

When looking for a document storage system to make searching for files easier, your cloud platform must have OCR search capabilities. Without this, searching through an entire company’s library of scanned documents to find the one you need could take up time rather than saving it.

Low cost

Again, just as many businesses invest in document scanning services to save time, saving money is also important and choosing a costly cloud document storage service could be counterproductive.

Why Pearl Cloud?

We’ve developed Pearl Cloud, a unique cloud storage platform that was created in-house by our specialist team to meet the document management needs of our clients. It features all of the benefits listed above and is totally free of charge to any customer that uses our document scanning services. Want to learn more? Head to the Pearl Cloud webpage.

What is Optical Character Recognition (OCR)?

What is Optical Character Recognition (OCR)?

OCR (Optical Character Recognition) may sound complex, but in actual fact it is quite simple. OCR scanning essentially refers to the process of converting paper documents into fully searchable and editable electronic files. Extremely useful in a whole range of sectors, OCR makes one of the best uses of document and data scanning by converting traditional paper documents into a range of files, such as Microsoft Word, Excel spreadsheets, CSV, XML and PDF Searchable formats.

How Does OCR Scanning Work

When a page is scanned, it is usually stored as a bit-mapped file in TIF format. When that image is displayed on the screen, it is able to be read by us, however to the computer, it’s simply a series of black and white dots. OCR enables those ‘dots’ to be read by the computer in order to determine whether they represent a particular letter or number, and essentially decode it in order to be read by programmes.

The process begins by scanning the hard-copy – so a document, book, newspaper etc. to create digital images such as TIFF, PDF, PNG, JPEG. The software is then applied in order to convert images into searchable or editable text format. The software is extremely intelligent as it can help to remove any distortion and lines that may cause it to be read incorrectly. It is then able to detect lines of text and recognise characters in order for the file to be saved correctly.

OCR scanning was actually developed originally to help those who are sight-impaired gain access to printed information, but has been developed in order to be able to "read" computer files.

Where Can OCR Be Used?

As OCR becomes more and more recognised as a tangible solution for streamlining processes in the digital world, many businesses have jumped on the OCR bandwagon. Legal businesses, HR departments, educational institutions, medical establishments and the construction industry have all improved their efficiency with OCR document scanning.

What Are The Advantages of Using OCR

OCR scanning and conversion boasts a plethora of benefits and it could be your competitor who is receiving these benefits, including:

  • Reducing human error
  • Potentially reducing expenses
  • Time saving
  • Improving streamlining
  • Increasing efficiency

Have you considered OCR scanning as a way to improve your workflows? We have over 10 years’ experience working with businesses in a whole range of sectors. Get in touch with us now.