8 Key Advantages Of Ocr-based Data Entry

“Managing paper documents in the cabinets and searching them using the color code”– days are long gone because of the evolution of digital documents. The digital documents are easy to use, edit, and share by electronic medium. The only challenge is converting the rest of paper documents, and other digital documents that are stored in some storage devices like the hard disk, into easily searchable files. The fastest and effortless method for doing the same, i.e., inputting data digitally is Optical Character Recognition (OCR).

A document can have text, numbers, or images in it. A human can easily recognize the difference between the words or an image; however, the computer cannot. It is well-known that the computer only understands the binary codes, which is generally the combination of two numbers—0 and 1. The main purpose of OCR is to convert all the documents’ data into a series of universal binary lines. Then the computer scan, read, and re-assemble the data for making the future search easier.

The advantages of OCR are vast and numerous as it has changed the way of data processing and made it simpler and straight-forward. The organizations which have heavy document flow in their daily work process have found a simpler solution for searching files quickly from enormous data. The major advantages of OCR-based data entry are discussed below.

Increased productivity

As the employees do not need to go to the central record room for finding relevant documents to perform their daily task, then obviously it is a good sign. When the process of retrieval takes time, then undoubtedly it hampers productivity. By using the OCR tool, the employees can easily search for the data they are looking for by sitting at their desk without investing any effort. Thus, automatically, the tasks get completed within time, which increases productivity. Click on here and get some ways to increase productivity.

Reduce Cost

Getting rid of paper documents and converting those into digital format is one of the effective ways of cost-saving because of no more need to buy paper, printing ink, etc. Plus, reducing the usage of paper can save some office space because you don’t need to install cabinets or drawers for storing the documents. On the other hand, there’s also no need for hiring professionals to extract data from documents because OCR is solving the issue. The costs of copying, printing, shipping charges also get reduced after using the OCR-based data entry.

Accuracy

While extracting or inputting data, there can be some unintentional mistakes if the documents are handled by some employees. If the data entry process is automated, then there are fewer chances of any errors occurring or any inaccuracy, the same happens in the case of OCR. Plus OCR is capable of tackling any issues of data loss. For more information, you can visit https://www.filecenterdms.com/automate-overview.html

Data Security

Another most important of OCR based data entry is the security of the data. As long as the details are getting stored in the form of paper, then there are high chances that the documents can get stolen or damaged due to natural causes like fire, pest attack, or moisture. As OCR is responsible for inputting the documents digitally by scanning them, then there are no chances of documents getting damaged by natural causes. Plus digital documents can be password protected and also can be accessed by authorized users, so that reduce the chances of data getting leaked.

Easy access by Text-searching the Documents

The data entry process of OCR makes it easy and quick to search the documents using simple text. This process is vital for professionals to search for a document or essential data by using parameters like numbers, addresses, names, etc.

Improved and Organized Customer Service

The inbound call centers receive huge call traffic. The primary purposes of the call centers are: providing the customer with the information they needed or taking service requests to process customer’s requests. Using OCR technology, one can easily store and get access to related documents and can provide a solution to the customer without any delay. In this way, as the waiting time for the customers gets reduced, the customer service also gets improved.

Editable Documents

The digital data entry method of OCR is responsible for converting data into editable formats such as notepad or word documents. So whenever, any document is needed to be updated with the latest information; it can be quickly done.

On the other hand, some important documents which are not required to do any modification can be converted to direct PDF format. So, only the author can edit if there’s any need for updating.

Availability

Using the scanning process of OCR, after inputting the data into the system, it becomes easy to access the data. Moreover, it can be shared through any file transfer process like e-mails, or by using a USB drive. If using cloud computing, then data can also be accessed from different devices like Smartphone, Tablets, etc.

Any organization which is planning to reduce paper usage can easily use the OCR technology, as this tool is capable of converting any documents like financial statements, invoice, legal filings, etc. By implementing OCR technology in the work system, one can keep their documents confidential and safe from any intentional or unintentional loss. Embracing and accepting certain changes in the workplace can create a significant difference in the case of managing the workflow for better productivity.

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