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Optical character recognition software is used in the scanning process to recognise typewritten or printed text in an original document and reproduce it in a digital way. This technique is widely used by businesses scanning paper documents due to the numerous benefits which include:
- The text in the digital file can be edited, copied and pasted
- You can search within the text of the scanned document
- You can produce digital copies without blemishes or remnants of the scanning process
- Large amounts of printed material can be transferred online without hours of typing
- Files can be more easily compressed for efficient data storage
Modern sophisticated OCR scanning software can also recognise non-text formatting elements like underlining, columns, tables etc and transfer these into digital format too.
OCR Scanning Companies
Document scanning companies offer a number of service ancillary to OCR scanning. These include:
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Confidential Document Destruction
Boxes of documents can be destroyed safely and confidentially after OCR scanning with a certificate of destruction for Data Protection compliance. Careful tracking of documents through the scanning process ensures that the only documents shredded are those you specifically request be destroyed.
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Document Storage
If destroying the originals is not an option, documents can be stored off site and then scanned and emailed to users when requested. Careful archiving and indexing of documents ensures accuracy and a secure system of requesting documents ensures that documents don’t end up in front of the wrong eyes.
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Digital Mailroom
Incoming mail can be redirected to a document management company for scanning and emailing to the relevant contact or uploading to a CRM system. Companies which carry out high volumes of mail correspondence with customers find this particularly useful for e.g. processing orders.
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Hosted Document Management
A fully hosted document management solution provides the storage and software to manage your scanned and original documents. A central database allows for instant retrieval, editing and collaboration across all users with the ability to restrict access or privileges for different classes of user to keep data secure. Detailed document histories and automatic back up further enhance security.
OCR Scanning Accuracy
Scanning of even printed text is still not 100% accurate with even the most sophisticated software and errors must be expected. To counter this some scanning suppliers provide a human review service for important documents or guarantee rescanning when errors are pointed out by the customer.
OCR Scanning Quotes
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