Why Should You Prefer a DMS with OCR Technology – dox2U
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Sustainability issues, increasing overhead costs, annoyingly expensive real estate, and the ever-lasting fear of losing important documents are a few of the many reasons offices are transitioning to go paperless.
Nonetheless, the transition is slow, and it’s surely taking time for companies at large to realize this deep-rooted cause of unprofitability.
The good news is those who took the step forward and opted for Document Management Solutions have seen considerable results.
According to a McKinsey report, 59% of companies who chose to go paperless received 100% ROI within a year, and 84% received payback in another 6 months.
Which is great! But the question is, how do you know which one to choose?
Choosing software solutions for your company is like finding the last piece of a puzzle. You’ve got to ensure it fits properly to ensure the final results or outcomes are desirable.
Things to Consider Before Selecting a DMS with OCR
You need to consider three things before you lock your hard-earned money with any such solutions.
Reliability
Whatever solution you choose or shortlist for your company, you need to ensure it prioritizes your safety and confidentiality as much as you do.
- The DMS must adhere to basic security and safety standards.
- Should provide you with control over your information & must believe in maintaining transparency.
This is essential for the safe transaction of information within and outside your organization.
Progressivity
Changing with time and keeping up with the trends so you can fulfill your user’s ever-changing demands is essential. Even for a DMS being progressive is necessary. What might work today might not remain the most feasible solution tomorrow. You must ensure your DMS is much more than it is today!
Functionality
Does your DMS do what it says? Or is it all show, no go? You need to understand when you go DMS shopping; you will find several promising deals, do not compromise on functionality to save a few bucks – it’s not smart. Your DMS can be much more than being a standard repository; these are some functionalities you must look for:
- Easy and hassle-free document handling.
- Safe and secure guest access sharing capabilities.
- Content-based search functionality for easy retrieval of documents.
- Conversion of unstructured documents into structured meaningful data using OCR/ICR technology.
So you know what a DMS is and what you need to look for while searching for it now, but what the hell is an OCR, and what difference does it make?
Optical Character Recognition
Have you had to re-enter data manually to pick up relevant information from paper or scanned documents? It could be a purchasing order or an important notification, but how inconvenient is that?
Coming straight to the point, OCR or Optical Character Recognition is a technology that enables you to convert images, PDFs, and scanned documents into editable versions with the help of text extraction and recognition.
For instance, if you own a scanned soft copy of a recommendation letter that you can not edit. You will need assistance from OCR software that will recognize characters for you and put them together in an editable and searchable format.
The software is built in a way that it has to consider many things like text density, structure, font, and spacing.
Lesser known fact: this technology is leveraged by many big giants like Google to offer their service seamlessly to users.
All that aside, let’s talk about why you need it in your Document Management System.
Well, the list of reasons is long but here’s how we sum it up-
- To store editable copies of documents for when the need arises.
- To save the time you invest in typing the contents of the document.
- To make document indexing and retrieval of the stored documents easier.
How can an OCR-Powered DMS Benefit your Business?
Quick conversion of documents
All that time you waste typing those texts will be saved. All you will have to do is upload the scanned document, image, or pdf, and you will be able to edit the same in less than a few minutes. This saves you a lot of time and energy, especially if manual data entry is required more frequently at your workplace. You can then focus on important tasks and leave this laborious and counterproductive job to your Document Management Solution.
Retrieval in seconds
What else can OCR do for you? Well, storing documents will only work if there is a way to retrieve them whenever required. And OCR technology is what takes the easy-search game to the next level.
As we discussed earlier, OCR helps convert these documents into editable and searchable versions. The character recognition technology helps the software solution provide you Content-Based Search capabilities. This implies you don’t need to remember the titles or meta tags; even the smallest bits of content that the documents entail will be enough to retrieve the same.
Ease in administrative tasks
These two functionalities make it much easier to perform regular job requirements. These functionalities bring the companies real convenience instead of just burning a hole in their pockets.
What does dox2U Offer?
dox2U is a cloud-based document management system that prides itself on letting its users easily work on both text and image-based documents effortlessly. The software is powered by OCR/ICR technology that makes conversion of texts into editable formats a cinch.
What else?
No language restraints
Any software can convert well-structured tangible data into a soft editable version. With dox2U, you not only can convert unstructured data but also stay stress-free from language barriers, as the DMS supports more than 160 languages.
Accuracy
Text recognition becomes difficult, especially when the text is not neat and has spacing issues. With dox2U, the accuracy of the text is guaranteed. You will not have to worry about anything or even cross-check it once. Easy peasy!.
Handwriting recognition
Recognizing printed or typed text is still easier but reading handwritten text even for the human eye can sometimes be a challenge especially with varying writing styles. Then do you think it is easy to develop functionality that recognizes human handwriting? It’s not, but dox2U makes it possible with its ICR technology. Any handwritten notes on your documents is also picked up by dox2U seamlessly!
If you are convinced that a smart DMS is powered by OCR/ICR technology, you will look for one. We can save you the time you go looking for the same. Just visit DOX2U’s website once, and you’ll be amazed to see what all they have to offer.
