The Advantages of OCR (Optical Character Recognition)

Those of you who are new to OCR (Optical Character Recognition), or even those of you who are familiar with it, might understand why it may be a useful tool when it comes to digital document storage rather than traditional paper storage, but there are so many advantages of OCR that you might not have thought about. You might even find that some of these will be useful for your company or even sway your decision to have your documents OCR processed.

Lets look at the Advantages of OCR

More explanation of how OCR conversions can benefit your document management.

  • Documents will be text-searchable with OCR processing. From that, it gives you the advantage of using the name of your documents, reference numbers, addresses, etc; when searching through your data base
  • Saving you lots of time when using a digital files rather than paper documents.
  • OCR processing can massively improve your customer services. If you take incoming calls which require you to access documents then having those document available instantly in digital form can make the overall customer experience better due to the speed of searching for the files they need and the ability to edit their contents easily.
  • Your documents can become editable with OCR. We can convert the files to MS Word and any other editable digital formats.
  • OCR allows you to copy and paste from the document itself whether that's in PDF format or MS Word format.
  • With low costing OCR processing. The advantage is that it can improve how your business operates
  • OCR is also known to boost staff morale when their working environment is easier to work within and less paper-centric.

Now you know the Advantages | What's Next?

It is possible to apply OCR conversion to documents which have already been scanned to PDF, JPG and TIFF format and it can also be included in the document scanning services offered here at Pearl Scan.

Contact us today to discover how we can tailor our OCR scanning and conversion service to suit your requirements. We work to find the best possible solution for you.

You can find more information on OCR scanning and conversion on our dedicated web page or you can get in touch with us.

We can provide a free quotation and professional advice

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Preservation Through Scanning

Preservation Through Scanning

The world is around 4.5 billion years old. And the human race about 200,000 million, so in that time, we have created some amazing memories, key pieces of history and contributed to the world as we know it today. Yet none of this would be possible for us to know without the reading about it. Yes, we can hear stories from our elders, but to really understand how the world once was, we need to read about people’s experiences first-hand.

The problem with this is the fact that some of these items are hundreds – if not thousands – of years old. So as time progresses, these deteriorate until they become unfathomable. But this is where scanning comes in. A somewhat new concept, the idea of digitalising endangered documents has been hailed as a way to preserve historical items for future use. Turning ‘analogue’ materials into digital forms, it means that they can essentially last forever.

Manuscripts, books and historical documents have all been digitised and locked forever into digital forms. The 11th-century Doomesday Book is one of the most prominent. The 1000 year old book is now online for all to sift through at their leisure. And in the 10 years since it has been online, it has attracted a whole new audience ready to discover more about the key document.

There are currently around 80 million pieces of information digitised and published and preserved online. And highlighting just how important this is, there were 17 million visits to the UK Government Web Archive last year.

Featuring texts from around the world, the digital library is awash with important information that is key to building our history. Highlighting what brought us here today, the documents and manuscripts enable us to build a picture about what life was like for our forefathers – both in this country, and right around the world.

Medieval manuscripts are some of the oldest to adorn the archives, detailing life between the 5th to the 15th century. Key for understanding the incredible history of life hundreds of years ago, the documents make for fascinating reading for historians and those keen to learn more about life before most of the items we know and love today were even invented.

Photographs and negatives paint a glorious picture of life before modern cars, buildings and technology. Yet photographs are extremely fragile and can be destroyed in an instant. Digitalising these can help to preserve them for many years to come, allowing future generations to look back in awe at the world as it once was.

Before technology and the internet, newspapers were essentially the only way to find out what was happening in the local area and beyond. Chronicling history day by day, scanning newspapers offers an incredible insight into life 50, 100 and even 150 years ago.

As the world develops, more and more documents will be created. Treaties, contracts and scripts are all important parts of our history that, more often than not, are physical items. By making sure these are preserved sooner rather than later, we can ensure that our history will be remembered for years to come.

Should you outsource your document scanning?

Should you outsource your document scanning?

Companies across the world are using document scanning solutions to help them reduce the amount of paper they use on a daily basis for a number of different reasons. Some want to free up space in their office that is currently consumed by huge piles of paper. Others are looking to find a way to easily locate historic documentation; even with the most organised filing cabinets or archiving system, finding specific paper files can be very time confusing. Finally, when scanning a document to PDF it is preserved digitally forever and will not deteriorate, get lost or get damaged as a paper file will.

Whatever your reason is for looking to implement a document scanning strategy, you are faced with a decision to make. Should you invest in the appropriate equipment to scan and store files digitally in-house, or should you outsource your document scanning solutions to an expert provider?

In-house document scanning

Some choose to keep their document scanning in-house to try and keep costs down, or because they are concerned about the privacy of their sensitive data. By going down this route you will need to invest in proper infrastructure set up and training, as well as maintaining this new system you have implemented continuously. Going down this route can result in high costs, as well as time spent on training staff up to a high enough level so they are able to cope with the specialised task of managing a document scanning system.


Outsourcing scanning services

Outsourcing your scanning services to an expert company means that you can experience the benefits of document scanning immediately, without the need for lengthy and costly set-ups in-house. Allowing another company to store your documents in a digital format will ensure that you are left with a high quality end product. Because external document scanning companies are experts in their field, they will also be able to apply additional extras such as indexing, categorisation, and OCR, leaving you with a much more useful digital data base. Many companies offer an end-to-end solution, meaning they will take care of properly disposing of your paper documentation once it has been scanned, ridding your office free of clutter for good!

Although at first it may be tempting to think about setting up a scanning system in-house, outsourcing this task to knowledgeable experts can ultimately save you time and money in the long run, as well as giving you better quality digital files. 

Whether you have a large, on-going scanning requirement, or need a small ‘scan on demand’ service, contact the Pearl Scan Group today where we will be happy to help you with all your document scanning solutions.