What is OCR? How it works and what it is used for

What is OCR and why is it becoming increasingly popular? This technology has made document storage and retrieval easier than ever.

Join Thao & Co. as we delve deeper into Optical Character Recognition.

What is Optical Character Recognition or OCR?

Optical Character Recognition (OCR) is a technology that converts printed or hand-written texts from image files into a machine-readable and editable format.

This technology enables users to easily scan and store digital copies of physical documents, such as business cards, invoices, degrees, etc.

How does OCR work?

The OCR workflow goes as follows:

1. 1️⃣ Image acquisition: The document is scanned and analyzed for light and dark portions. The light portions are identified as background, while the dark areas are characters that need to be recognized.
2. 2️⃣ Preprocessing: The scanned image is optimized for reading. This includes skew correction, noise reduction, spot and border removal, and brightness adjustment.
3. 3️⃣ Text recognition: The OCR program compares the characters against a database, and this process is known as pattern matching. Another algorithm in use is feature extraction, which breaks down the characters into features like curves, lines, line direction, and line intersections.
4. 4️⃣ Postprocessing: The extracted text data is converted into a file. Some OCR systems can create annotated PDF files that include both the input images and the post-OCR versions for easier comparison and editing.

What is OCR used for?

With the numerous benefits it offers, OCR has found its way into many different fields. Here are some common use cases of this technology.

Language translation

Translation often involves handling various document file formats, including images. This type of file requires manual data extraction before translation.

This is when OCR is employed to streamline the translation process and save time. OCR offers a much quicker and easier solution for text input compared to manual typing.

 ⭐ Discover document translation services here.

Aid for the visually impaired and the elderly

Some OCR software features text-to-speech functionality, offering users the option to have the scanned text read aloud. This enables the visually impaired and the elderly to access printed information audibly.

 ⭐ Learn about voice-to-text translation here.

Case document management

The sheer volume of documentation involved in a case or trial often makes it a daunting task to locate specific information. Therefore, to facilitate easy retrieval, it’s essential to digitize all relevant documents.

Digital storage makes it easy for users to find desired documents by searching with keywords.

Identity verification

Nowadays, you pretty much have to verify your identity documents online for a lot of things. For instance, this might involve verifying bank card details or the identity of a social security beneficiary.

With OCR technology, scanning ID cards and passports to extract information has become a straightforward process. You can do this at home instead of showing up in person and filling out forms.

Document storage and management

Organizations typically maintain a vast array of documents, including invoices, handwritten minutes, printed materials, etc.

Since manual data entry is time-consuming and error-prone, OCR is employed to convert paper documents into digital formats. This allows for effortless storage and management of documents.

Top 4 best OCR software

There is a wide variety of OCR software available today. Here are some commonly used OCR tools.

1. 💻 Google Cloud Vision: This software scans and extracts printed and handwritten texts from images with high accuracy. However, it falls short when it comes to complex documents and those written in non-Latin scripts.
2. 💻 Microsoft OneNote: Users can upload multiple images to OneNote, and the app will quickly extract the text from all of them. Despite this, Microsoft OneNote has high image quality standards and lacks the ability to organize document content.
3. 💻 VietOCR: This is one of the best OCR tools for the Vietnamese language. However, it offers only a limited set of basic features including text recognition and file format conversion.
4. 💻 Adobe Acrobat Pro: This app supports multiple languages, including Vietnamese. Adobe Acrobat Pro is also highly sought after for its advanced security measures, which allow you to encrypt and password-protect your documents.

⭐ Learn how to translate text from images here.

Key takeaways

A growing number of companies are shifting away from traditional document storage in favor of digital archiving. This is a cost-effective, space-saving solution that also offers convenience in retrieving data.

So far, Thao & Co. has provided a detailed overview of OCR technology and recommended several popular OCR software. If you’re interested in our translation and proofreading services, contact us now for a free quote and consultation.