ADDS on why quality control and OCR play key roles in professional document scanning
Having your documents professionally scanned can seem like a magical process. In no time at all, your business records are converted to digital images. But behind the mystique, methodical processes are at work. Two of the most important of these are quality control and optical character recognition (OCR). Here we share how they each play a key role in professional document scanning.
Quality control is the glue that holds the document scanning process together. It ensures the correct implementation of each task, from beginning to end, and guarantees the final output meets the highest quality standards.
Quality control starts during the preparation phase of document scanning. Besides organising and sorting your documents, the technician working on your scanning project removes all staples, paperclips and tape from your files. This prevents jams and double-feeds, which can damage the original documents. If your documents were damaged or in less-than-ideal shape before scanning, the technician can handle that, too. Torn documents are carefully repaired, while others are copied or resized before scanning to provide the best image quality.
The same attention and detail carries over to the imaging phase. Here, the scanning technician produces high-quality images from the scan taken of each hard copy document. Each image is reviewed and compared to the original document, and if the scanned output isn’t readable, it is resized, trimmed or re-scanned.
The quality control process continues through the rest of the document scanning process to ensure all images are complete, legible and accurate. Only then are the digital images presented to you on your preferred media format: disk, USB drive, email, or cloud storage.
Optical character recognition
Optical Character Recognition (OCR) ensures that every scanned image is instantly retrievable. At its most basic level, OCR is a software program that converts printed text to a readable digital format. The same technology is used when you deposit a paper cheque into an ATM. OCR reads the written information on your cheque, and amazingly—no matter how terrible the handwriting—converts it to a legible digital format that both you and the bank’s computers can read.
In the document scanning process, OCR does much more: it makes your digital images both editable and searchable. Once your documents have been scanned, OCR is applied during the indexing phase. A scanning technician categorises your documents to your specifications and manually enters the crucial data associated with each record into a database. As a result, your digital images can be searched for by date, invoice, patient number, or any custom identifier you choose. OCR offers a host of other benefits, too:
- increased information access
- improved customer service
- no more misplaced files
Put simply, quality control and OCR are the science behind the magic in a document scanning solution!
Archive Document Data Storage (ADDS) provides document scanning solutions for businesses throughout London, Bristol, Bath, and Swindon. For more information, please contact us by phone or complete the form on this page.