The development and adoption of technology have accelerated growth in the last few years. When talking about technological advancements, you cannot ignore how enterprises maintain their records and documents.
Do you continue to keep paper records? If you keep paper records, you are constantly putting your business at risk. Paper records might get lost or stolen, and there are very few security measures you can take to protect your important paper documents. However, you can consider scanning those documents to boost their security and ensure they don’t fall into the wrong hands.
However, traditional scanning isn’t enough. The standard scanning equipment comes with its set of limitations. For instance, you can scan the documents and convert them into a doc or image file, but you cannot manipulate or edit the data even if it is digitized. That’s where the OCR (optical character recognition) technology comes to the rescue. If you want to scan data in an editable format, you need to use OCR software.
The OCR technology automates data extraction from several printed documents like PDF files, scanned paper documents, images, or handwritten notes. Then, the extracted information is converted into searchable, machine-readable data. If you want to scan your data and quickly convert them into an editable format, you have to ditch traditional scanning and start using OCR scanning software like Prizmo. Learn more about the software by clicking https://setapp.com/apps/prizmo.
Now, let’s drive in to know the wonderful benefits of OCR scanning software over traditional scanning.
Conventional scanning is risky for organizations
Traditional document scanning is risky and poses several complications for businesses. For example, it is unclear where the scanned documents will be stored or how businesses find the records. Also, there’s no clear-cut strategy if you lose your data. In the end, it’ll become much more time-consuming having to search through your computer than finding a paper file.
You can enjoy intelligent document processing and overcome such issues thanks to OCR scanner software. The OCR technology stores scanned documents securely in your chosen location.
OCR scanner software offers high data accuracy
If the data recognized and extracted cannot be trusted, the entire exercise of scanning the paper files will go to waste. That’s where the OCR accuracy comes into play.
The OCR software performs validations like data and financial calculations. It even flags discrepancies for human review to ensure that premium quality data is entered into the information system of your business. Furthermore, you can use the existing databases to validate details like names, totals, costs, invoices, etc.
Hassle-free PDF storage and organization
When paper files and documents are scanned, the files are ideally saved in PDF format. However, even though conventional scanning also saves files in PDF format, it doesn’t help with microform and other formats. Also, conventional scanning does not solve deeper problems.
Finding, organizing, or storing your documents securely isn’t possible with traditional scanning. Therefore, you are at the risk of losing your vital information.
On the other hand, if you scan your documents with OCR technology, you are getting a smarter and risk-free alternative to conventional scanning. Furthermore, your problems will be solved quickly because the software helps quickly edit and find scanned documents.
Helps business information systems comprehend the information and data stored on them
To comprehend the difference between traditional scanning and scanning with OCR software, you need to think about the time when you saw an article or web page in a language that you did not know. While you can view the content and see the letters, the content does not have any meaning to you because you cannot understand the language. Therefore, scanning documents without creating the right amount of awareness about the content leads to the same results.
Traditional scanning doesn’t help your information system understand what’s there. You might be working with thousands of different documents, and if your information doesn’t know what to do with all that information, you are losing your precious resources.
On the other hand, OCR software reads documents and can even understand the content. In addition, the software moves certain information into the information systems and uses human-readable PDF images.
Streamlines workflow and reduces costs while improving the bottom line
OCR software enables you to integrate document data wherever applicable. For example, you can merge the information into your existing databases, scrub confidential data, create spreadsheets, and integrate the data into several business intelligence platforms to identify future trends, comprehend past data, etc. The software also enables you to learn more about your third-party vendors and identify the inefficiencies in your internal operations.
Summing up
So, if you are given a choice between traditional scanning and using cutting-edge OCR scanner software, the choice is obvious. Selecting the latter will help you scan business documents and convert them into editable forms. You can even quickly share these digitized documents with the concerned teams.
