Features of Web Based Optical Character Recognition (OCR) Software

Web based Optical character recognition (OCR) software is fairly common nowadays. This program basically serves as an efficient conversion tool from hard copies to soft copies. It works by scanning paper documents through a machine, and then effectively turns the text into digital data.

Scanner versus OCR Software

The scanner and OCR program are two completely different software that serve very different purposes. See, a scanner is mostly used for images rather than documents. When a document is scanned, the file is typically turned to a PDF or JPG file. On the other hand, OCR software is capable of converting scanned documents into.DOC or even.XLS. Essentially, documents run against the Optical Character Recognition software are turned to encoded-text that can be edited and stored.

Key Features of OCR

Web based OCR software typically come with specific features including but not limited to the following:

• Multiple Output Formats - the software should provide its user with multiple choices for output format. Some of the most important formats included in the list include Adobe PDF, MS Word, MS Excel, RTF, HTML and Text Plain.

• User Interface - the web based OCR program must both be efficient and easy to use. The user interface must be clear and concise, allowing individuals to learn the nuances of the program without extensive lessons.

• Language Support - an extensive language support enhances the accuracy of the software, ensuring users that they will be getting exact encoding translations for their documents. Some of the most important languages that should be included in the OCR are English, Japanese, Chinese, Italian, Latin, French, Greek, German and many more. Of course, the extent of language support may depend on what kind of business the user is involved in and what industry, market and country they operate

• Ability to Handle Large Files - The OCR is typically used for business purposes and would therefore be exposed to large quantities of documents needing conversion. Hence, it's important that the program is perfectly capable of working on multiple documents at once. At the very least, it should be able to process a single document within a short span of time.

• Reliability - since the system is web-based, users will need to be sure that the OCR doesn't suffer from crashes on a frequent basis. This is especially true if the online program will be asked to work on numerous documents. Ideally, the software should be able to handle dozens of papers without freezing.

• Customer Support - Of course, customer support is highly important when using web based OCR software. Make sure to find a provider that has available support 24/7. This ensures that the user will be able to contact the provider at any time of day in the event of any problems.

Of course, those aren't the only features of web based OCR software. The program may have more or less perks depending on the provider. This is why individuals are advised to browse through different programs and compare them with each other before ultimately making a choice. Don't forget to factor in the price of the service and what other clients have to say about the program.

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How to Choose Web Based Optical Character Recognition (OCR) Software

The market is currently filled with numerous web based OCR software that businesses can use for their data entry jobs. Despite the fact that there are lots of them however, that doesn't mean that companies should simply choose the first service they find. The fact is that Optical Character Recognition is an integral part of any company and must therefore be capable of providing quality and accurate conversions to their users.

That being said, following are some tips on how to choose the best web based OCR software out in the market today.

Length of Operation

How long has the service provider been in the industry? Although length of operation does not always guarantee competency, it is an excellent indicator of how the provider fares against market competition. Look for a business that already enjoys a good reputation for their OCR service.

Input and Output Formats

What kind of output formats is typically used by the company and in what format do they need the digitized versions? Most software is capable of providing more than one format for their output and input processes. Some of the most common for input include PDF, ZIP, BMP and JPG. As for output, businesses have a choice from Word, Excel, PDF, HTML and even Rich Text Format.

What Others Have to Say
Also take into consideration what other users had to say about the product. Were they happy about the accuracy and speed of the conversion process? When they had problems about the software, was it immediately dealt with by the provider? These are questions that should be answered before deciding what program to choose.

Payment System

There are different options for businesses when it comes to the payment system of the service. They can either sign up for an in-demand system or go for something more long-term. The choice usually depends on how often the business will be converting their documents to encoded-text forms. Either way, the payment system can make it easier for companies to keep track of their expenses and eventually reduce overall costs.

Efficiency and Accuracy

The accuracy of software must be impeccable even if the image is not the clearest possible. Ideally, the program must also be able to accommodate multiple documents in a short span of time. The availability of multiple language recognition features is also a plus.

Free Trial

Some providers offer a free trial of the web based OCR software. This can be a great opportunity for the business to check out the program without committing themselves to buying or spending money on the service. During the free trial, makes sure to evaluate the performance of the program and compare it with others before making a choice.

When it comes right down to it, the best web based OCR software is one that perfectly fits the needs and wants of a business. This is why companies are advised to analyze exactly how they will be using the OCR software and get a service that corresponds perfectly to their requirements.

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Data Entry Or OCR - A Tough Information Concern

Optical character recognition or OCR has gained fame in the digital world as you can scan and view anything electronically or do the reverse action of having a document in digital format be converted to hard copies. Data entry, on the other hand, is another popular trend in the age of information but the process does not make a greater impact to other people as this is not new to the world computers. The question about which one is greater or highly functional or more reliable lies on how we handle information.

OCR can be used in many digital formats and file conversions. Data entry can be used in many ways and there are special circumstances wherein data operation can only solve a particular problem. So what are the pros and cons of using OCR in information management?

OCR is best used for file conversions of digital formats to readable and printable hard copies. The process involves scanning of different documents and you can choose which format should you convert your final output. Excel, Rich Text Formats, MS Word, Text, PDF and HTML are the most common formats that OCR software converts through a scanner. These converted documents are easily manageable, editable and affordable as compared to data entry.

However, there are some functions in document processing systems that OCR cannot deal with and sometimes its counterpart can do is just much more effective and faster to execute. At a glance OCR may seem to be a lot cheaper than data entry but if you will have to estimate a bulk OCR project cost in contrast to massive data entry project budget will all error corrections, you may realize that OCR system would cost you more.

Error correction process is definitely more accessible, affordable and convenient. Audio files and hard copy documents can be done easily by data encoders. There are some cases wherein data entry becomes the only solution to certain information problems. Medical transcriptions, for instance, cannot executed by any OCR and scanning work. Audio files need medical transcriptionists to manually encode data from audio file to text or hard copy. Data entry also proves its higher capability and reliability in cases such as data extractions and conversions of mailing list. There are several levels of data manipulation service that needs OCR intervention at the start but a higher percentage of data entry functions are needed in order to finish the data input process.

So if you are asking which one is of greater importance which one is of greater importance between OCR and data entry, the honest answer is that both of them are of equal significance. Functionalities and utility choices vary from each type of information you need to obtain for a more productive management or information for better results.

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How Can OCR Conversion Help Businesses?

Data is rightly called the DNA of any business. Without data, the business would be nonexistent. However, in most instances, data is disorganized and mismanaged. It is not handled efficiently. Therefore, a lot of its intrinsic worth may never be taken into account. This may lead to huge losses in the long term. With the volume of data growing by leaps and bounds, it is almost impossible to handle data manually. Data entry and data processing have to be automated if they are to be managed at all. Fortunately, with the advent of outsourcing, it is possible for companies to manage data effectively at a much lower cost, without investing too much time, energy or money on the process.

OCR conversion is just another form of data management. Optical Character Recognition takes place when special machines are used to read relevant data from the source and convert this data into a form that can be stored digitally. The soft copies thus stored may be retrieved and the data extracted may be edited and utilized in whatever way the company deems fit. OCR conversion helps companies read data from old files, address labels, books, applications and the like.

A number of data sources can be used for OCR conversion, including but not limited to artwork, photos, brochures, flyers, pamphlets, marketing ads, tax forms, resumes, salary slips and colored text. Image files are converted into searchable data forms so that you can work with these data forms. In the absence of OCR conversion, it is impossible to extract data from image files that contain numbers and words. Once the image has been OCRed, the computer translates the data into a form that can be understood, evaluated and assessed.

Due to the huge demand for OCR conversion, the internet has a number of free OCR conversion tools. These tools can help you convert images to text forms. But these free tools are highly limited in their capabilities and are meant to lure consumers into buying from the website. These products therefore fall short of expectations when it comes to speed and accuracy. If the volume of conversion required is high and if absolute precision is a must, it is important to make use of an outsourcing partner who has the expertise, experience and the technology to deal with huge volumes of data. Well equipped professionals are experienced in a number of technologies like document scanning and file format conversion. With the help of extensive investment in equipment and training, they can provide companies with a competitive edge that keeps them far ahead of the competition.

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5 Reasons For OCR Software Errors When Extracting Data From Scanned Documents to Editable Format

Optical character recognition programs generally work best with images from print media books and computer generated copies from laser and inkjet printers. Some documents are not suitable for conversion to editable format. Images with poor quality or other issues should be identified to determine whether OCR is right for your project. Some of them are:

# 1 - Hand-written or hand-stamped sheets are not suitable for automated processing. Pages containing annotations and cross-outs produce a high rate of error. In addition, originals with mixed text, pictures and graphics tend to have recognition problems, but usually can be corrected with some manual adjustment.

# 2 - Scans of old documents that have lost contrast, color definition and clarity will not have optimal results. In addition, pages generated from fax machines and dot matrix printers generally provide poor results.

# 3 - Hard copies typed on a typewriter with a worn ribbon, carbon copies and sheets with light characters do not produce good results with optical character recognition. By the end of the 1980s, computer word processor applications had replaced typewriters. However, many archives contain a high number of typewritten pages.

# 4 - Lightweight paper stocks that crease or crumple, jamming the scanner are another issue that may be encountered. Poor quality originals can be scanned on a flatbed scanner or copied on photocopy machine to avoid further damage to the original. Another solution is to capture the files with a digital camera. However, there are no guarantees that the extra work and effort will provide an acceptable output.

# 5 - Hard copies without proper formatting and columns are not suitable for output to excel. In such cases, it is faster and more accurate to key in the data manually. However, OCR scanning to excel spreadsheet format works well for sheets that are delimited with tabs. The tabulated data should closely resemble tab CSV - Comma-separated values.

In cases where the originals are inappropriate for OCR software, a better solution is manual data entry. Automated processing does not save resources when you need to go back and substantially correct the output. It is much easier and accurate to do it right the first time. You will be surprised to find out that outsourcing your project to a scanning company with offshore BPO services (business process outsourcing services) is both a timely and affordable solution. This is due to the lower cost of offshore labor which makes manual correction and re-typing cost effective.

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