Optical character recognition is a key part of digital transformation

In order to stay competitive and agile, many businesses are undergoing digital transformation. The first step of that journey is converting analog files to digital ones. In other words, you’ll have to scan every piece of paper in those file cabinets to create a virtual copy for your database.

If this sounds like a tedious, time-consuming process, it’s because it is — without the right tools and technology. Enter optical character recognition, or OCR. Scanners with OCR software don’t just create an image of scanned documents; they digitize the text itself to make it searchable, indexable, and editable. Let’s explore how OCR speeds up digital transformation, streamlines workflows, and boosts productivity.

What business leaders should know about OCR

What is optical character recognition (OCR)?

Let’s back up a step. Typically, when you scan a document without using more advanced software, the scanner creates an image file in the designated computer drive. That means the text isn’t recognized as a separate entity. If you want to be able to find those records with a simple computer search, someone will need to transcribe all of the text and organize your database with precise labels and tags.

That’s simply not the best use of anyone’s time. Imagine how long it would take to digitize healthcare records, for example, if you had to type all of the information manually. On the other hand, if you can’t search for a patient’s name and immediately see their records, having digitized versions of those files isn't really streamlining anything.

That’s why business leaders should prioritize OCR technology during the digitization process. That way, you’re not just scanning files; you can be making them searchable as you go. That will save you significant time in the future, among other benefits.

How does OCR work?

Optical character recognition works in several phases. First, some OCR software analyzes your scanned documents and removes noise and artifacts, boosting image quality. This gives your software a clearer canvas to scan. It then leverages sophisticated machine learning algorithms to convert image data into a separate text layer. Adaptive machine learning uses trained language models to recognize patterns and make contextual corrections. If your software is equipped with document classification features, the next step is the automatic tagging and categorization of those documents.

As complex as it all is, the actual OCR process happens in seconds. Depending on your scanner model, you can scan dozens of pages every minute and create virtual copies with fully searchable text without manual input. Compare that to transcribing one page at a time, and it’s easy to see how OCR streamlines workflows over time.

What do I need to implement OCR into my workflows?

The first piece of equipment you’ll need to implement OCR is, not surprisingly, OCR software. However, your scanning hardware also plays a role in how efficiently you can digitize files. You’ll want scanners with high resolution, which is expressed as dots per inch (DPI). Look for models with 400 DPI or higher for best results.

You’ll also be able to do more without manual input if your scanner has a high-capacity automatic document feeder (ADF). For example, the RICOH fi-8170 has an ADF capacity of 100 sheets, which can then be scanned at a rate of up to 70 pages per minute. If your historical documents come in varying sizes and formats, make sure your scanner can accommodate more than just standard copy paper.

The cleaner the original image is, the more accurately OCR can analyze the text within. Make sure your hardware has built-in features to boost image quality while also protecting against paper jams and other issues that could detract from scanning efficiency.

Did You Know?:The RICOH fi-8170 scanner comes with PaperStream Capture software, which boasts sophisticated OCR features. With scanning speeds of up to 70 double-sided pages per minute, your business could digitize thousands of documents per workday. Click here to learn more.

Understanding why OCR is good for business

Unless your office already has a fleet of heavy-duty scanners loaded with OCR software, implementing these workflow changes comes with an upfront investment. You may ask yourself if it’s worth it. It’s a fair question if you’re working with a limited budget, but the benefits outweigh the outlay. By creating a shorter, more organized path to digital transformation, you’re setting your company up for the type of efficiency that drives success.

Cutting out tedious manual work might sound like a minor shift, but it also has cascading benefits. If your employees have the time to focus on more meaningful work, you’ll be better poised to meet your business goals and boost revenue. Implementing OCR is an instant productivity boost for forward-thinking companies.

In addition, your employees may have higher job satisfaction if they’re not spending time on tedious administrative tasks. Having a more engaged workforce results in better retention, higher profitability, and a corresponding increase in customer satisfaction.

Speaking of those customers, OCR allows you to serve them more quickly, further increasing their loyalty. Using healthcare as an example again, think about how long it would take medical professionals to process client documents like IDs and intake forms manually. With OCR technology, the manual step is removed, and patients can more quickly get on with their appointments.

Did You Know?:PCMag gave the RICOH fi-8170 four out of five stars and a coveted Editors’ Choice award. The publication praised the scanner’s “accurate OCR,” as well as its fast scanning speeds and robust software suite. Read the full review here.

Smarter workflows start with the right equipment

Although OCR is a software function, you’ll need the right hardware to get the most out of it. Those in the market for a fast, accurate scanner have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional grade fi and SP series of scanners.

Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens of thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.

Once you’ve chosen the right scanner model for you, RICOH PaperStream software helps you create robust, reliable scanning workflows that streamline business operations. Scan, sort, and separate documents based on your specifications, all while creating searchable text that makes those files easy to find when you need them. Click here to learn more or shop the rest of our production scanner line.

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