- 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 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.
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.
We’ve been using Carden Managed Print for over a year now. Our two old printers were unreliable and constantly needed maintenance but the new ones that Carden have provided have worked perfectly, and having new ink turn up exactly when we need it is a nice bonus!
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.