Introduction
Converting physical documents into digital form has become more important for both organizations and people. One of the most effective ways to do this is to use optical character recognition (OCR) technology. OCR technology is used in many industries to convert large volumes of biological data into digital formats. This technology is gaining popularity in the business world. Because it can convert photos to text, making digitization easier and faster. The combination of OCR and artificial intelligence is currently automating both paperless work and digitization processes. In this article, we will discuss how to digitize documents with the help of OCR technology. Indeed, you can also get information about how OCR technology works.
What is OCR Technology and How its Work?
Optical Character Recognition, also known as OCR, is the process of transforming a picture of text into a machine-readable text format.
The machine-readable text is necessary for digitizing data and making the sharing efficient. For fast and accurate conversion of data, you need to use the picture to text converter. The online tool readily extracts data from the images from the scanned and photo-copied images.
For example, when you scanned a form or a receipt, your device saved the scan as an image file. A text editor cannot be used to alter, find, or count the words in the image file. On the other hand, the picture can be transformed into a text document using OCR, and the text data within can be saved.
OCR uses a scanning device to process a document’s physical form. After all pages have been copied, OCR software turns the document into a two-color, or black and white, format. It can easily convert the jpeg to Word. Here are the steps that demonstrate how OCR technology works.
Scanned Image
Documents are scanned and converted to binary data using a scanner. OCR can analyze the image therefore it can identify the dark portions as text and the light areas as background. The scanned-in image is evaluated for light and dark areas, with dark parts indicating words that must be identified and light portions indicating background. The dark patches are then analyzed further to identify alphabetic letters or numeric digits. OCR applications’ approaches can vary, but they usually target one character, word, or block of text at a time.
Text Recognition
OCR technology uses two types of OCR algorithms for text recognition: pattern matching and feature extraction.
Pattern Recognition
In order to identify patterns, a character picture, or glyph, is isolated and compared to a glyph that has been stored similarly. Pattern recognition only works when the saved glyph has the same font and scale as the input glyph. This method works effectively with scanned images of papers that were typed in a certain font.
Feature Extraction
The glyphs are broken down or decomposed into features like lines, closed loops, line direction, and line intersections through the process of feature extraction. It then makes use of these attributes to determine which of its numerous stored glyphs is the closest neighbor or the best match.
Post Processing
After extracting the text the system saves the retrieved text data as a digital file. Some OCR systems can generate annotated PDF files containing both the initial and final versions of the captured document.
Why Do We Need OCR Technology to Digitize Documents?
Here are the reasons that highlight the importance of OCR technology: The following points explain why you should digitalize the documents
- The OCR technique enables organizations to digitize any material associated with their operations and services.
- Digitized papers provide companies with increased security, accessibility, and accuracy.
- Digital formats can be protected through a password. Furthermore, we can examine the log files to determine who visited a specific document.
- Digitized documents are accessible from anywhere in the world. Those with access can also look for the necessary documents because the digital files are stored on a central server.
- Physical document management, storage, and preservation are more expensive than document digitization.
- Digitized versions of papers will not be easily disposed of. However, digital papers can be hacked or stolen, and we have effective security procedures in place to protect against this.
- OCR technology improves workflow efficiency and productivity. OCR improves information access by removing manual handling and data entry.
How to Digitize Documents Through OCR Technology?
Paper documents are transformed into searchable documents through document digitalization. This can be accomplished by converting the photos of these papers into editable text using OCR software or online OCR tools. OCR can identify every character in a document, including special symbols, graphs, and tables. Because they can be searched with a search bar, digital papers are more easily accessed than physical ones. OCR technology has the capability to make the digitalization of documents very easy. Here are the ways by which you can digitize the documents through OCR.
Digitize Documents with Online Tools
There are many online tools by which you can extract the text from the images. You can easily convert your documents using the OCR OCR-based tool. Pick any accurate tool according to the requirements, suppose you want to convert JPEG files into Word documents. Just type in “convert jpeg to word” visit the website, and use the jpeg to word converter tool to convert JPG files to Word documents.
Digitize Documents with OCR Software
Documents can be digitized through OCR software. For this choose a suitable online OCR software. Open the OCR software then upload your file by clicking on the browse button into the software. Click on the convert button to convert the text of files into editable form. Within seconds OCR software converts the text from the file. You can also correct the mistakes in the text. If you want to extract the text from the image then you should consider the online OCR software.
Digitize Documents with Browser Extensions
You can use the browser extension to digitize the documents. For this choose the extension to extract the text. Install the extension in your browser. Click on the extension icon to extract the text from the files. Upload your desired file into the extension. You can upload the existing file or can import it. Once the file is uploaded the extension quickly scans the file and extracts the text from it. You can save the file on your computer.
Wrapping Up
OCR, or optical character recognition, is the process of converting an image or text into a format that a computer can understand. OCR is helpful in a variety of circumstances, but it’s particularly helpful for digitizing documents. It saves time and resources and can help improve the efficiency of work. You can digitize your documents using this technology by using online OCR tools. OCR technology converts pictures into editable, searchable text, revolutionizing the digitization of documents. It can extract the data from non-editable files and easily convert JPG to Word. OCR decreases expenses, minimizes the time spent accessing the text from the image, and increases productivity and access to information. OCR preserves digital documents, lowers errors, and increases data accuracy. There are many online tools available on the market; you can choose the one that suits your needs. We hope this article is helpful in finding all the data related to how you digitalize documents with the help of OCR technology.
1 thought on “How to Digitalize Documents With The Help of OCR Technology?”
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