What is OCR software?

Asked 16-Nov-2017
Updated 19-Apr-2023
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OCR, or Optical Character Recognition, software is a technology that enables the conversion of scanned or printed text documents into editable electronic formats. The software uses algorithms to recognize text characters, such as letters and numbers, from images and convert them into machine-encoded text.What is OCR software

OCR software is commonly used in industries where large volumes of paper documents need to be digitized, such as in legal, healthcare, and financial services. With OCR software, manual data entry is significantly reduced, which can save time and increase efficiency. It also enables the ability to search, copy, and edit text from scanned documents, making it easier to work with and share information.

OCR software works by scanning the document using a flatbed scanner or a specialized document scanner. The software then analyzes the scanned image and identifies text characters, which it recognizes using pattern recognition and machine learning algorithms. Once the text is recognized, the software converts it into machine-encoded text that can be edited, searched, and stored electronically.

OCR software can also recognize different fonts, languages, and text sizes, making it versatile and able to handle a wide range of documents. Some OCR software can even recognize handwriting, although this technology is not yet widely available.

OCR software can be used in various ways, such as batch processing large volumes of documents, converting PDF files into editable formats, and extracting data from forms and invoices. It can also be integrated with other software applications, such as document management systems, to streamline workflows and automate processes.

However, while OCR software can significantly improve efficiency and accuracy in document digitization, it is not perfect. OCR technology can sometimes misinterpret characters, especially when the original document is of poor quality or the text is in a complex layout. As such, it is important to proofread and verify the accuracy of the digitized text before using it for important tasks.