OCR tools are extensively used for scanning written documents and converting these into editable digital forms. These tools are being widely used in academics, offices, and businesses all over the world.
OCR stands for optical character recognition which means these tools can use light to scan documents and convert these into digital form.
These tools save a bunch of your time, energy, as well as money while you enter a large amount of data into your system. You just scan the handwritten or printed material through a camera and these tools automatically recognize the words and characters and convert these into editable documents.
There are many ways these tools can improve efficiency and workflow and that is what this article is all about. Following are a few main reasons why every office should incorporate OCR tools for better performance.
7 ways OCR can speed up your workflow
- Increased Productivity
These useful tools facilitate quicker data entry and retrieval which means you get more work done in less time. The chances of errors and inconsistencies while entering sensitive information are also reduced to a minimum with the help of image to text converters.
These tools are very useful in an office where high document inflow is present and you need to access a large database every time to make the transactions. By increasing your productivity these tools help your business grow much faster.
OCR tools use artificial intelligence technology to convert your hand-written as well as printed text to documents. These tools do not skip any details and everything is accurately converted into documents that you can process further.
These tools allow you to scan data in different languages with precision. You don’t have to have any extra skills to enter data through OCR tools. These tools reduce errors and that leads to fewer data loss risks.
Most startup businesses can use these tools instead of hiring more manpower to enter the data which saves a lot of money.
- Better Data Security
Hand-written or printed data is not that secure. You can lose it or it might get destroyed due to your negligence. This is not the case with digital documents. You can make several copies of these documents and save them on various devices as a backup.
You can upload these on some cloud storage service for 24/7 access which saves time. This prevents mishandling of the data and improves security. On the other hand, you cannot access printed records anytime you want, and you have to wait till you reach your office or home to see the data.
OCR tools convert your documents into digital form very quickly and they give you direct access to online storage services so that you save the data instantly.
- Makes Editing Simple
Another thing that the OCR tool can help you with, is editing the data. Editing written or printing documents is not that convenient, and it increases the risk of errors.
You have to constantly cut or remove to add the new data which can destroy the entire document. On the other hand, digital documents are very easy to edit.
You can enter or remove data countless times without compromising any other part of the document. You can easily highlight important parts and use cool color combinations to make data more easily understandable. The OCR tool allows you to achieve all these things which are pretty cool.
- Less Time Consuming
Entering data manually takes you a long time. You have to enter each separate bit of data one by one which is so much work. OCR tools help you to enter data from the entire page at the same time.
You just scan the document and everything that comes in the range is converted into digital format. This property of OCR tools makes these highly practical for offices where productivity is of the essence.
- Better Coordination
These tools allow various departments of your office to work well with each other. All the information goes to a database that relevant people can access to perform certain tasks.
For example, call centers can use these to provide the best customer care services. OCR allows you to systemically store and retrieve data in a matter of seconds which helps in satisfying the customers and that reflects quite positively on your business.
By encouraging better coordination, these tools allow for a smooth workflow which increases the performance of your business in every area.
OCR tools eliminate the need for hiring more personnel for data entry which cuts the operational costs. There is no special training required to learn these tools which also saves your time as well as resources.
The Cost-effectiveness of these tools is the main reason why more and more businesses are using these every day.
So, these are some of the main reasons why we believe these tools can help you improve the workflow in your office. With these tools, you can speed up data entry, enhance accuracy, and increase productivity manifolds.
These tools can help you handle, save, store, and access large amounts of data very easily and with minimum security risks. That is why we suggest you incorporate these tools into your business for better results.
We really hope you have found this information helpful, and we wish you the very best in your efforts to improve the workflow around your office or business.