Benefits of Using OCR Scanner Software Over Traditional Scanning

Optical Character Recognition (OCR) scanner software is referred to as text recognition. Technology has been around for more than 50 years, but the more technology has seeped into our work, the more prevalent it has become in our daily lives. Are you still keeping paper records? Do you need to scan the documents? Irrespective of whether your situation is completely under control or has gotten out of hand, scanning documents with the nearest scanner is not helpful. Instead, using an OCR scanner software is better than using traditional scanning. Let us share the different benefits of using OCR software scanners over traditional scanners.

Different Benefits of Using OCR Software Scanners Over Traditional Scanners:

 

#1 Traditional Scanning Can Put the Business at Risk

There are some risks associated with the traditional document scanning process. For instance, you shall encounter some queries like:

  • The storage of the documents
  • How do we know whether all the documents got scanned or not?
  • How do you check the records?
  • Is traditional scanning safe to secure sensitive data?
  • It is more costly and time-consuming to search through a computer than just finding a paper file.
  • What can you do if you lose the data?

The list of potential issues is long, and it goes on. If you use OCR scanner software, it includes intelligent document processing to overcome the above issues and securely stores the scanned documents in the location of your preference.

 

#2 Smart PDF Storage and Organization

When the documents are scanned, they are scanned and saved in PDF format. PDF is great because it works on any computer without any expensive software. Traditional document scanning is a good option to reproduce paper in PDF digital format, but it doesn’t solve deeper problems. For instance, traditional document scanning doesn’t make it easier to find, organize, and securely store documents. As a matter of fact, it adds complexity and increases the chances of losing important information. Document scanning with OCR converter software is safe and a smart alternative to traditional document scanning because it solves all those issues.

 

#3 The Business Information Systems Know & Understand What Data & Information You Have

To know the difference between scanning with the OCR scanner software vs. traditional document scanning, you must think about the last time you saw a web page or an article in such a language that you didn’t know. You could see the content just fine and recognize the letters, but the content didn’t make any sense to you. Thus, when you scan the document without creating any awareness, it is the same thing. Your information systems won’t have any clue about what’s there.

OCR scanner software will not only read the documents but also understand the content and move specific information to the information systems along with the human-readable PDF image.

This is like going back in time and capturing everything in the software application instead of just on paper. OCR scanner software is the best solution to eliminate the fear of digitizing records and the cost of manual data entry.

 

#4 Get Accurate Data that You Can Trust

You should be able to trust the data that was recognized and extracted. This is why OCR scanner software accuracy comes in. To make sure that high-quality data is obtained into the information system, the software performs validations like financial and date calculations and flags all discrepancies for human review. Also, the existing databases can be used to validate known information like:

  • Costs
  • Invoice/Account/Matter numbers/Case
  • Totals
  • Names
  • Any other specific index

 

#5 Streamlining Workflows, Increased Profits, Reduce Costs with OCR Scanning Software

When you have additional data, how can you use it? You can choose how to integrate data and where it goes. However, there are numerous possibilities to improve your organizational performance:

  • You can merge information into existing databases.
  • Better understanding of the internal operations, especially where the inefficiencies are.
  • Learning in detail about how the third-party vendors are treating your business
  • Scrub confidential data
  • Creating multiple versions of the PDF documents (you might need the original and the one with the redacted info)
  • Creating spreadsheets
  • Integrating data into business intelligence platforms to check past data and identify future trends.

Hopefully, now you know why scanning documents with the nearest scanner is not the ideal choice and why reading data with OCR scanner software is a much better solution.