Benefits of OCR (optical character recognition) data entry

Optical character recognition (OCR) technology is a business solution for automating data extraction from printed or written text from a scanned document or image file and then converting the text into a machine-readable form to be used for data processing like editing or searching. Optical Character Recognition (OCR) is one of the most widely implemented types of data entry methods. 

There are countless merits of OCR. Helping businesses in increasing the success and efficiency of their work is the main one. Its ability to swiftly search through infinite content is exceedingly helpful, specifically in office places, which treat and consider high inflows of documents and high masses of scanning. The following are some of the crucial advantages of OCR data entry.

  1. Higher productions.- OCR software assists organizations in pulling off higher productivity by promoting faster data retrieval whenever needed. The effort and time which employees need to put in for bringing out appropriate data can now be directed to focus on key activities. Furthermore, employees need not to go back and forth to the records room in order to obtain the needed documents.
  1. Cost effective. -Going for OCR will help your business to trim down on taking on professionals to perform data extraction, which  is one of the most crucial advantages of OCR data entry methods. It helps to cut down copious other costs, including shipping, printing, skyping, etc. Not only this, you can also save a lot of office space as there’s no need to stack paper documents.
  2. High accuracy. – Inaccuracy is one of the key challenges of data entry methods. OCR, as an automated data entry tool, accounts for minimum inaccuracies and errors, which results in efficient data entry. Other than that, problems like data loss and entering wrong details can also be addressed by OCR data entry. 
  3. Extra storage space. – Whether scanning, documenting or cataloguing information from enterprise-wise paper documents, OCR can do it all which implies that it can now store data in servers in an electronic format. Thereby, eliminating the need for enormous paper files maintenance. In this way, OCR data entry serves as one of the best tools to carry out the paperless approach across the business. 
  4. Higher data security. – In every organization, data security is given special significance as it contains crucial details. Paper documents can easily get misplaced or even stolen due to so many unavoidable reasons. But with OCR, data is scanned, analysed, and stored in digital formats. Additionally, the access to these digital documents can also be reduced to avoid mismanaging of the digitized data.
  5. Easy to trace documents. – One of the biggest benefits of OCR data processing is the availability of completely text searchable digitized documents. This implies that documents can effortlessly be categorized based on parameters such as their names, numbers, and addresses, which helps the professionals to look up for them.   
  6. Improves customer service. – OCR is one of the several ways to quickly access data and hence, immensely improves customer service for inbound contact centers that provide assistance to customers with the information they are in need of. OCR also helps organizations in providing quicker resolutions to their customers’ requests or queries by instantly retrieving their personal and order-related details. With that being mentioned, the customers’ waiting time is drastically reduced, thereby, improving their experience.
  1. Easily editable documents. – Information changes each and every day and in order to keep the records updated, regularly editing the scanned documents is crucial. OCR allows you to convert your data to any preferred format such as word, which can be easily edited. This therefore, can greatly offer assistance when there are documents which have to be regularly updated or changed.
  2. Easy to retrieve data.- OCR’s ability to recover data in case of disasters is one of its greatest benefits.  When data is stored electronically in secure servers and distributed systems, it remains safe. This enables quick retrieval of the digitized data even under emergency conditions like natural calamities or fire breakouts, and facilitates great functioning of the businesses.

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