How to Solve Data Entry Issues Using OCR Technology?


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Data entry is a sensitive task because one wrong input can ruin everything. Therefore, companies make sure to cover all the bases regarding data entry. And one way to ensure successful data entry operations is with the help of OCR technology. But how?

How can OCR tools optimize the data entry mechanism of an organization? If this question represents your confusion, we are here to help you.

Here, we’ll briefly explain the working of OCR technology. This way, you will better understand the benefits of OCR for data entry. So, without any further delay, let’s delve into this discussion.

OCR and Its Working:

OCR is a short form of Optical Character Recognition. As the name of OCR depicts, this technology recognizes characters such as letters, numbers, and symbols within a digital image, like a picture that involves text or a document. However, the character and pattern recognition mechanism of OCR technology generally works on three sub-steps.

  • Pre-Processing.
  • Tesseract Model.
  • Post-Processing.

So, let’s see what each step entails to understand the working of OCR technology better.

Three Phases Involve in Optical Character Recognition:

Generally, the tools that perform the OCR functionality work on the three steps. But since algorithms work at the backend of the OCR converters, can instantly convert text from digital images into an editable format.

Therefore, you don’t have to wait long with an image to text app in the bag. But let’s see how an OCR application converts text from the image into an editable format.

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  • Pre-Processing:

As the name of this phase depicts, here, the OCR tool will pre-process the image with the help of several methods to increase the chances of successful recognition.

  • Tesseract Model:

The tesseract model is an OCR algorithm that finds pixels, letters, words, and sentences in digital images.

  • Post-Processing:

The last phase aims to reduce the number of errors in the final output. Therefore, in this phase, the OCR tool will correct sentences and spaces with the help of dictionaries.

How Does OCR Solve the Data Entry Issues?

Now, let’s discuss the benefits of an Online OCR from the data entry perspective. This way, you can better understand how the image to text translator tools can solve conventional data entry issues.

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1. Time-Saver:

Traditionally, employees have to make several visits to the central records room to obtain the necessary documentation. But that’s not the case anymore, thanks to the OCR technology.

OCR applications have saved employees from the physical retrieval of documents. That’s because every record with OCR tools is available in soft form.

Therefore, you can quickly access the documents through your computer and spend the saved time on other activities.

2. Real-Time Data Editing and Searching:

When you take assistance from OCR applications, you have to store all the information in the soft form.

So, since all information is available in soft form, you can quickly retrieve the required data with OCR. But that’s not the real efficiency boost.

The actual efficiency boost with OCR tools kicks in when you can search and edit content upon data retrieval. So, OCR tools increase your productivity by optimizing the data retrieval, search and edit mechanisms.

3. Quick Data Retrieval and Reduced Operational Costs:

Generally, companies or organizations assign separate personnel for data retrieval. This addition in staff will also increase the company’s investment. But image to text extractors can save you from such an investment.

Since OCR applications automate the entire data retrieval mechanism, you won’t have to spend the company’s budget on hiring multiple individuals for the data retrieval mechanism.

Instead, you can assign the entire data retrieval task to one person because, with OCR based photo to text converter, you can extract data from multiple digital images in one click.

4. Better Accuracy:

It is the nature of humans to get bored after doing the same task every day. And the boredom of humans increases the likelihood of making errors. But that’s not the case with image to text converter apps.

Since photo to text converters or OCR tools work on predefined algorithms, such tools achieve the same data retrieval task more accurately. So, OCR tools minimize the likelihood of making errors in data entry operations.

5. Better Document Storage:

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We’ve already discussed the concept of central records rooms for storing all the company’s documents.

But over time, even separate rooms become insufficient for the physical storage of documents. So, without OCR applications, data retrieval and data management are challenging.

Since OCR applications eliminate the physical retrieval of files, you won’t have to save documents physically. Instead, you can rely on NAS (Network-Attached Storage) and cloud storage for saving and managing your company’s records.

However, we recommend understanding the working of virtual storage systems before shifting to the virtual storage and management of documents. This way, you will better understand the entire virtual storage mechanism before getting into it.

6. Better Disaster Recovery:

The OCR applications enable virtual storage and management of documents. So, even in fire breakouts and natural calamities, the data will remain safe with such applications. That’s because OCR applications store data in distributed systems and secure servers.

Thus, the data with OCR applications have better disaster recovery than manual data storage.

7. Improved Document Security:

Physical document storage has the likelihood of documents getting stolen, misplaced, or destroyed. But since the photo to text converter tools store data in distributed systems and secure servers, it minimizes the chances of data mishandling.

Thus, OCR applications not only provide better disaster recovery but such tools also enhance the security of documents.

Conclusion:

We all know that data entry is one of the most time-consuming and tedious tasks in any business. In fact, it can be a challenge even for an experienced worker who has to perform these tasks daily. However, no matter how experienced or efficient your staff is, there are still times when errors creep in and make it hard for you to collect accurate information from your customers or clients.

That’s where OCR technology comes in handy. OCR (Optical Character Recognition) is a simple yet effective way to help you solve data entry issues.

This technology ensures that all your customers receive accurate information based on their input. But besides accuracy, switching to OCR tools can bring several benefits to the data department of an organization. So, read the above guide to understand those benefits.


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