Scanning Workflow

OCR
Scanning Workflow

Stop wasting time manually filing and archiving documents after you scan them. With managed print services and OCR scanning workflow in place, you can scan and file a document in a single step.

OCR stands for Optical Character Recognition. It is AI-driven software that works with your scanner to read printed text and convert it into a digital file.

What Is OCR ?

If you scan a document using OCR technology, you can do three things. 

Search

OCR software turns scanned text into a word processing document, allowing you to search for specific documents by keyword or phrase. For example, instead of thumbing through large files, you can search for a specific name or account mentioned in the document.

Edit

After you’ve scanned the document using OCR, you can edit the file in any word processing programme you like. This is useful when you are scanning a document which may need to be updated in the future, such as a rental agreement or a contract.

Organise

By combining OCR scanning with our other AI-driven tools, you can automatically organise and archive most documents based on specific attributes. For example, OCR can identify documents like invoices and automatically file them in real time as you scan them.

The Benefits Of OCR Scanning

  • Automatically Archives 
    Your OCR scanner can be set to automatically file your documents to a location of your choice. It’s quite common for businesses to either have scanned documents automatically sent to a specific email inbox or automatically uploaded to a cloud platform like SharePoint, Dropbox, or Google Drive. 
     
  • Saves Space 
    Scanning paper documents allows you to shred the originals and free up office space. You can store thousands of filing cabinets’ worth of data in the cloud or on a hard drive. 
     
  • Saves Time 
    Many businesses have a large quantity of paper documents, not because they prefer paper but because scanning, cataloguing, and archiving these documents digitally would take too long. But when you use OCR, you only need to scan them and let the algorithm do the sorting and filing. 
     
  • Increases Accessibility 
    Visually impaired team members can use OCR to scan documents so they can be read out loud using a text-speech programme.

The Benefits Of OCR Scanning

The OCR algorithms are improving all the time, but for the time being, OCR is most accurate when use with documents which meet the following criteria. Almost all printed text documents such as letters, bills, invoices, CVs etc, match this standard.

  • In a font size between 6 and 72. 
  • Typed (not handwritten).
  • Printed on a laser or inkjet printer.
  • 200dpi or higher.

How Carden Managed Print Can Help

OCR scanning is extremely useful, but you need to make sure it’s been implemented in a secure and reliable way. Carden Managed Print’s team can help set up your OCR scanning processes and ensure that your automatic archiving happens in an efficient way which doesn’t risk the data being leaked, lost, or intercepted in transit. 

If you’re looking to streamline your office processes and save time and money on your printing and scanning, speak to our team today.

Need More Information?

Frequently Asked Questions

What is print and document management?

Print and document management refers to the procedures, techniques, and technologies that control the generation, workflow, and delivery of printed and digital documents.

What is the difference between a scanner and OCR?

A scanner is a device; whereas OCR is software which converts the scanned image into an editable text file. You cannot copy and paste from a standard scanned document since a scanner only creates an image file of the original paper.

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