What is OCR and How Does It Work?

OCR is a program that let computers recognize written text in documents and be processed as data. If we see text in documents, whether printed on paper or computers, we can instantly recognize the letter or symbols it’s. But for computers, the process is a bit more difficult.

Certain software programs employ OCR to let you edit the text in the document you scan as you would do in word processor. Highlight text or copy into different documents or even rewrite whole sections. Another reason to use OCR is to enable searchable text a possibility. Certain OCR applications will also add text that is recognized from a scan document to metadata in the document and allow certain programs to look up the document using any of the text in the document.

How it Works? OCR software programs operate slightly differently based on the program’s developer and purpose, but they all adhere to a few common rules.

The software usually includes a pre-processing stage which aims to make the text more easily and more readable. Every scanner is not perfect therefore, even with modern, commercial scanners there will always imperfections in the scan image. This is accomplished by cleaning the image, and then separating the characters from the rest of the image. It ensures that the text lines are correctly aligned, and all pixels have been smoothed.

The next process is for the software to separate each character, and recognize the characters made up of pixels and spaces between the characters. This lets the program identify each individual character and recognize that a collection of characters constitutes the word.

Advantages of Utilizing OCR

Reduces Time OCR significantly reduces the time required to collect information and input the data into an accounting software. This allows accounting and finance professionals to work less performing routine data entry tasks and spend more time providing finance management solutions that rely on superior skills like expert judgement and strategic direction.

Enhances accuracy The technology has transformed the accounting and finance industry in ways that only a decade ago appeared impossible. However, there’s one essential issue that has not been solved human errors. Incorrect spellings can happen, and lost numbering or commas could cause significant costs. Because OCR eliminates the requirement to manually enter information by staff These kinds of mistakes are removed.

Enhances Reporting Streamlining the accounting process is crucial to ensure prompt reporting. Accounting data that is structured is an evolution process. When structured data are incorporated into financial information , it is exponential and generates new and unique data. In the event of delays due to manually entering data can hinder an “big picture” overview of your financial standing. Making use of OCR assures you of accurate and timely financial and accounting reports that lead to better business decision-making.

Ending OCR is an essential component of the majority of document management systems that allow you to effectively digitize documents and use them beyond storage. OCR is a method that makes use of pre-defined templates to find characters within specific areas of a document. This makes the process quicker when scanning papers for workflow reasons.