Commonly abbreviated as OCR, Optical Character Recognition is a technology that aids in the recognition of text. An OCR program or software works by extracting and repurposing data from scanned documents, images, and image-only PDF formats.
With the OCR software, you can single out the letters on any image, put them into words, and finally into sentences. All this enables accessibility and editing of the particular document in its original form without the need for manual data entry. Read on to learn more about OCR and how you can use it in your organization.
Everything You Need to Know About OCR
While OCR dates back to 1974, it only became popular in the 1990s. This was due to the need to digitize historical newspapers. Decades later, OCR has undergone various improvements including the incorporation of AI assistance to deliver near-to-perfect results.
Today, OCR is vital in organizations as most of them receive information in the print media form. For instance, if a business receives invoices, scanned legal documents, or printed contracts, they will need processing which can be manually tedious. This is where OCR comes into play to help digitize content more efficiently.
How OCR Works
Most OCR software or programs follow similar protocols in their operations. Here is how it works:
Step 1: Acquiring the Image
Before anything else, the OCR software must get the image that requires Redaction. The scanner then reads the document and proceeds to convert it into binary data. Your selected software will then analyze the scanned image. The last action in this step is classifying the light areas as the background and the dark areas as the words or text.
Step 2: The Pre-processing
The second step is known as pre-processing and involves the cleaning of the image to eliminate any errors. This is to prepare it for reading. The cleaning slightly differs depending on the OCR software in use. One of the most popular ways is the deskewing, which means that the scanned document is slightly tilted to fix any alignment issues.
Despeckling is another technique that involves the removal of any digital image spots and smoothing the text image edges. The software then cleans up the lines and any boxes in your image. After this, the image undergoes script recognition in readiness for the multi-language OCR technology.
Step 3: Recognition of Text
OCR software has two major algorithms or processes used for text recognition; pattern matching and extraction of features. Here is a breakdown of the two methods.
Feature Extraction
Feature extraction works by breaking down or decomposing the glyphs (character image) into features like closed loops, the direction of lines, intersections of lines, and closed loops. With this information on the features, it then uses them to find the most ideal match or the nearest neighbor on the already stored glyphs.
Pattern Matching
In pattern matching, the OCR algorithm isolates the character images (the glyphs) and compares them with the already stored glyphs. It is important to note that pattern recognition only works if the glyph that is stored has the same scale and font as the ones on the inputted document. In most cases, this technique works with scanned images with popularly known fonts.
Step 4: The Post-processing
After all the analysis, the OCR software now converts the extracted text data into a digitized file. Most of these OCR systems can come up with annotated PDF files including the before and after versions. It makes it easy for users to compare the results in the event of disparities.
Types of OCR Technologies
OCR technologies are classified into different types depending on their application and usage. In this section, we will explore the three most popular ones and where they can be used.
1. Simple Optical Character Recognition
Simple OCR was the most common a decade ago. It works by storing a huge variety of font and text patterns as templates. Since it uses pattern-matching to compare text images with the existing templates in its internal database, it is more effective for old and historical documents. The system will match word by word and generate highly accurate results.
The only downside is that there are so many fonts and handwriting styles across the globe. While the most common ones can be captured and stored, there are always new ones emerging on a daily. The system will need advancements to be able to capture at least 80% of them.
2. Intelligent Character Recognition
Intelligent character recognition, commonly abbreviated as ICR technology, reads and processes text just like humans. It uses advanced methods to train machines and AI systems to act how humans do. One good example of such is the iDox.ai as it employs machine learning thus twice as effective and as fast as the simple OCR.
With a machine learning capability known as the neural network, it can analyze text on a long list of levels and process the scanned image repeatedly. During this time, it looks out for distinct image features including the curves, intersections, looks, and lines. It then combines the results of all the levels to bring forth more accurate results. While ICR processes the images one character after another, it is incredibly fast and obtains results within seconds.
3. Intelligent Word Recognition
The intelligent word recognition systems work under the same principles as ICR. However, it processes the entire word images as opposed to pre-processing them into characters.
The Benefits of OCR Technology
Now that you know the types of OCR and how they function, what are their benefits to your organization? As you have already gathered, OCR is vital across different industries such as banking, logistics, healthcare, and even travel. As long as your industry receives paperwork or needs to process documents and records, you need OCR. Here are the benefits you stand to gain with good OCR software.
1. It Makes Text Searchable and More Accessible
OCR technology ensures that all your documents and files are searchable and accessible by the required stakeholders. For instance, if your business has just received contracts or bank statements that need digital signing, authorized persons can access them on the digital archive and do the needful with ease. Even better, if any document needs rectification, your organization can take care of that within the required timeframe and revert.
2. Enhances Operational Efficiency
Dealing with documents and files in the physical format can be expensive. If you need to access, share, and store them, you might spend a lot on the printing and waste a lot of time. By using OCR to digitize your files, you automate the data entry workflows making the operations even easier.
OCR ensures that you can access, verify, and classify the data within a short while and without any struggle. All the funds and focus will be redirected to more important businesses, thus improving operational productivity.
3. Improved Data Security
At a time when data is the most valuable commodity, you must strive to protect your own. Using OCR helps you manage the clients’ and stakeholders’ data better. Most OCR systems have an extra layer of security to ensure that all the information extracted and retrieved is safe. They can validate all the information and lower the risk that comes with manual errors, theft of identity, and ultimately fraud. It is a huge win for your organization.
How iDox.ai’s Advanced Technology Can Redact OCR
iDox.ai stands out as one of the most effective OCR tools in the market today. It combines various technologies to help you extract and redact your images and documents. The system has exceptional features to streamline the entire process. Here is how it has changed the world of OCR!
Advanced Data Discovery Tools
iDox.ai has advanced tools to help you navigate through complex data landscapes and extract meaningful and sensitive data from your documents. You don’t have to ever worry about manual data sorting or analysis with iDox.ai.
AI (Artificial Intelligence) Integration
If your business is lagging in innovative technology today, you are bound to fail. iDox.ai mitigates this by offering cutting-edge artificial intelligence and machine learning to help you stay ahead of your competitors. With this set of innovative technology tools, you hold your position as the industry leader in data discovery.
Better Data Security and Compliance
iDox.ai understands the value of data security and compliance. The OCR Redaction software comes with stringent security measures to ensure your organizational data is protected at any given time. Whether your company deals with PII (personally identifiable information) or general client data, you can enjoy peace of mind knowing that it’s all safe.
Seamless and Customization
Every business has distinct organizational needs and goals. iDox.ai offers customizable and scalable solutions to seamlessly integrate with your already existing systems. Whether you are a start-up or an established business, you can get a solution that properly aligns with your organizational objectives.
Contact us at iDox.ai Today
Are you ready to take your business to the next level with searchable and accessible data? We are here for you! At iDox.ai, we pride ourselves on empowering our clients with innovative technology for the redaction and elimination of sensitive information in their data and files. Schedule a demo session with us and supercharge your business!