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Seminar Highlighted Top Document Scan Techniques

During this year’s inaugural Snacks & Solutions event yesterday, we hosted close to 20 office management professionals from Canton, North Canton, City of Green, Akron and other regions of Stark and Summit Counties who wanted to know more about going paperless. What a fun group! Not only did we share statistics about the economic and workflow benefits of creating electronic documents, but we also offered tips on how to scan documents using a multi-function copier or printer.

If you weren’t able to make our first Snacks & Solutions training seminar (you missed a delicious lunch!), I’ll share a few of the highlights.

Our expert speaker, Randy Hudson, touched on many of the biggest problems in today’s business world that are related to information and document storage and retrieval, including:

  • Information is difficult to find
  • Paper takes up so much space
  • How easy it is to lose important documents
  • Issues created by employee turnover
  • Departments having a difficult time sharing information
  • Long customer response times

Did you know that, on average, 80% a company’s information qualifies as “unstructured data” that resides outside of databases and is often hard to get? In addition, with 30% of documents being lost each year, there’s a tremendous cost associated with document mismanagement.

That’s why document imaging makes so much sense (and cents!). You can capture your data via scanning, optical character recognition (OCR) software, handy drag & drop features and intuitive indexing. When it’s stored and/or archived – whether online, near-line or even offline – retrieval is time- and cost-efficient with simple language queries and Boolean searches.

When we offer our next Snacks & Solutions on Thursday, April 19, Document Management will show guests how easy document and form conversion (going from a hard copy to an electronic file without retyping) can be with today’s advanced OCR technology. If you join us, you can learn how to:

  • Automatically file documents using OCR
  • Capture information directly off of the page as the document is scanned
  • Create an instantly searchable document that can be used by multiple people simultaneously
  • And much more!

I hope you’ll join us! To reserve your FREE seat, register here.

Convert a Hard Copy into an Editable File with OCR

You may already be familiar with document scanning (also known as document imaging), which is a great tool when you need an electronic version of a hard copy Word document or other form for recordkeeping, emailing or posting on the Web. But, what happens when you want to edit this document? Since you can’t update text in a digital image, which is what a scanner creates, you probably start retyping, right?

Thankfully, there’s an easier way. OCR (optical character recognition) software can convert handwritten or printed text into a variety of compact, editable electronic files, including Microsoft Word and Excel, HTML, plain text and searchable PDF. A form of “artificial intelligence,” an OCR program is designed to recognize patterns among the pixels of a digitized document and translate them into characters, words and paragraphs.

Because OCR eliminates the need for recreating documents, it can:

  • Help boost office productivity.
  • Preserve data contained in older paper documents or printed from electronic files that are now corrupted.
  • Make text editable, searchable and generally more accessible.

Of course, OCR software is not perfect. It can lose some formatting, and its accuracy depends largely on the quality of the original document (the higher DPI the better). For a better reading, you may first need to clean up the document using imaging tools capable of removing background impressions and even straightening crooked text that resulted from a copier misfeed.

Learn more about Sharpdesk® 3.2 software with OCR and other document scanning options from Sharp. Or, contact us at Copeco. We can help you determine if OCR software would be a valuable tool for your business.