Optical Character Recognition (OCR) is a technology that converts scanned images, PDFs, or photos of text into machine-readable and searchable digital text. OCR enables organisations to digitise paper documents and make them editable, searchable, and usable in document management systems.
What Is Optical Character Recognition (OCR)?
Optical Character Recognition (OCR) allows computers to recognise text within images and scanned documents. Instead of storing files as static images, OCR transforms them into structured digital content that can be indexed, searched, and processed.
What Is Optical Character Recognition (OCR)?
OCR works by analysing the shapes and patterns of characters in an image and converting them into encoded text. This text can then be searched, copied, edited, and used in workflows, analytics, and automation.
Why OCR Is Important
- Converts paper documents into searchable digital files
- Eliminates manual data entry
- Improves document retrieval and accessibility
- Supports digitisation and automation initiatives
Common OCR Use Cases
- Scanning and digitising paper records
- Extracting text from PDFs and images
- Indexing documents for fast search
- Automating data capture in workflows
Where OCR Is Used
- Document and records management systems
- Quality and compliance documentation
- Healthcare, finance, and legal industries
- Enterprise digitisation and automation programs
OCR vs Manual Data Entry
- Manual entry: Time-consuming and error-prone
- OCR: Automated, faster, and more accurate at scale
How OCR Supports Compliance
OCR enables organisations to digitise and index records while preserving originals. Searchable text, metadata extraction, and audit trails help auditors quickly locate required documents and verify record integrity.
Next Steps for Organisations
- Identify paper-based or image-based documents.
- Define OCR accuracy and indexing requirements.
- Use a document management system with built-in OCR.
Learn how modern document management platforms use OCR to digitise documents by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is OCR used for?
OCR is used to convert scanned documents and images into searchable and editable digital text.
Is OCR accurate?
Modern OCR systems achieve high accuracy, especially with clear documents and machine-printed text.
Does OCR support compliance?
Yes. OCR helps digitise records, improve traceability, and support audits by making documents searchable and accessible.
Can OCR be automated?
Yes. OCR is commonly automated within document management systems and workflows.
