Scanning Workflow

OCR Solutions For Business
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.

By automating the scanning and conversion process, businesses can save time and money. In addition, OCR software solutions can help to improve accuracy and productivity by reducing the need for manual data entry.

Managed Print is just one service offered by the wider Carden IT Group, which also offers managed IT supportbusiness telecoms, and digital marketing services to UK businesses.

What Is OCR ?

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


OCR document management 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.


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.


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 software solutions can identify documents like invoices and automatically file them in real time as you scan them.

The Benefits Of OCR Scanning For Business

  • 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 solutions for business, you only need to scan them and let the algorithm do the sorting and filing.
  • Increases Accessibility 
    Visually impaired team members can use OCR software solutions to scan documents so they can be read out loud using a text-speech programme.

How Does OCR Scanning Work

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.

If you’re still using manual data entry methods, it’s time for a change. Fast, accurate, and efficient OCR software solutions for businesses of all sizes. Don’t miss out on these many benefits of OCR scanning.

OCR Solutions For Business - UK

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 is one of the leading OCR solution providers in the UK; that 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.

Where do you offer OCR scanners?

We offer and lease OCR scanners to businesses in Brighton, Sussex & London.

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