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How to Automate Document Processing by OCR Technology

In today’s digital world, businesses are generating enormous amounts of data and making it difficult for an individual to handle the burden because entering and processing these data manually into the system would be time-consuming and may have a lot of human errors.

Luckily, the automation of OCR technology in document processing is a lucrative solution transforming the traditional ways of handling businesses and data.

Here in this blog post, I have mentioned how to automate document processing by OCR technology, and what are some other benefits you can have with the OCR.

Let’s get started!

What Is OCR Automation?

The OCR (Optical Character Recognition) automation is a technology that uses machine learning algorithms to extract text from image files and documents.

One of the major benefits of OCR automation is that it makes data compiling efficient and faster. The technology was in the market for decades but won the spotlight in the last few years.

By automating document processing using OCR technology, companies, and corporations can minimize their expenditures on manual labor while improving accuracy and efficiency.

How Can I Automate Document Processing Using OCR Technology?

In general, an online OCR-powered tool runs on an OCR engine performing text recognition on documents.

However, a user runs hundreds of concurrent “threads” of OCR that make highly accurate data extraction and automate it while saving you time.

Some latest changes in this technology which make it worth using for document automation are as follows:

  • You can run multiple OCR engines at a time
  • Re-run it as many times as you want until you get the accurate extraction
  • Built-in automatic data correction and spell correction for well-known OCR errors
  • Multi-language support

How OCR  Technology Works: Explained

The working mechanism of OCR technology relies on both software and hardware applications. The main motive behind the combination of hardware and software applications is to recognize and extract text from any hard copy or physical document that OCR can convert into machine-readable text.

This technology was first introduced in the 18s when there was no digital software to convert physical documents into digital formats.

Since then, we have seen major improvements in this technology making it more adaptable for modern times.

Here’s how this technology works:

Stage 01 – Image acquisition

In the first step, a scanner is used for analyzing and reading the text on the physical document. Once the file is transformed into a visual image, the document is robotically rendered in a black-and-white method.

After that, the smart set of OCR applications takes initiative, and the algorithm differentiates the character and the background areas of each other simultaneously making it more visible and readable for users.

Stage 02 – The Pre-Processing

After completing the first step, the OCR technology finds and fixes any errors and fixes all kinds of errors by passing the text through procedures such as normalization, zoning, binarization, and de-skewing.

The purpose of this step is to make sure that the accuracy is enhanced, and that the image scanned has been done perfectly.

Stage 03 – The Text Recognition

In this stage, two algorithms are primarily used, feature extraction, and pattern matching.

The purpose of using AI is to detect the actual characters and words scanned from the document or image.

However, this data later transformed into digital format and electronic files such as PDFs, or documents that can be downloaded and shared.

Final Words

OCR technology has helped companies organize their data and documents faster than ever.

No matter what industry you’re working in, this can bring a tremendous amount of productivity to your corporation by automating document processing.

The good thing about this technology is that you don’t need any prior knowledge about tech to utilize it. So, even if you’re a beginner, you can always create a large volume of documents within minutes without compromising its precision and accuracy.

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