Automatic Document Classification Using an OCR Scanner & Software

by | Aug 2, 2018

Medical offices, law firms, and other professional enterprises use OCR software for automatic document classification. And companies now capture data from various unsorted documents by using OCR scanning. Find out more about this easy way to identify and sort groups of records. And learn to harness to power of technology to save time and money.

How OCR Scanning Software Works

An OCR scanner is a combination of both scanning hardware combined with OCR software that extracts text from document images. The system is comprised of hardware and software. The scanner is the hardware piece that scans a physical document and converts it into an electronic format.  The OCR software processes and organizes information to classify documents based on keywords, layout, templates, and other pre-defined factors. Also, some applications use specific configurations to accomplish classification. And other applications can be programmed to recognize documents automatically such as invoice capture systems where the information can be anywhere on the page. So the latter involves a smarter automation process and has a more costly initial investment. As a result, the choice is based on the company’s budget and unique requirements.

Advantages of OCR Document Classification

Less than a decade ago, document classification was a labor-intensive process. Often it took hours to find documents, categorize them, and sort them into groups. All this data is now captured using OCR data capture. Optical character recognition accurately identifies and classifies the various scanned documents, such as an image of an ID. Businesses with high volumes of documentation, such as hospitals and large corporations, benefit from this technology. They can just place all the documents in one network folder, the system will automatically pick them up and classify them in different folders based on the document type. All this is pre-configured to meet companies’ exact requirements.

Companies Using OCR Scanners and Software

Interpreting data from multiple documents requires attention to detail. Such data may come from medical intake forms, client reports, and other vital summaries. Also, any distractions during the process may lead to errors. And mistakes are costly and take time to resolve. In the worst situations, an error can tarnish a company’s reputation. So businesses use OCR scanners and software to get the job done right. And these companies include medical offices, hospitals, legal offices, large corporations, and small companies.

How OCR Scanners Benefit Organizations

An increasing number of organizations adopting OCR scanners and software. And here are some of the reasons:

  • Medical offices and hospitals handle patient intake paperwork in a fraction of the time including insurance forms and other records required to process patients;
  • And legal offices scan documents to avoid storing cumbersome files, saving money on storage space and putting digital documents at their fingertips in minutes;
  • Large corporations handle intake and output forms using OCR scanners to classify documents and process projects quickly; and
  • Also, small businesses implement OCR scanners and software to stay organized as the company grows and generates more paperwork.

Can A Business Afford to Invest In An OCR Scanner?

The initial investment in a quality OCR scanner and software is significant. But consider the cost of hiring staff, the hours spent manually classifying documents, and the cost of human errors. And this does not include other costs, such as employee insurance and vacation time. Furthermore, in a short time, the equipment pays for itself. Hence add up the expenses of hiring staff to realize the savings.

How to Get Started With OCR Scanning

Companies invest in OCR document classification and capture systems to simplify and speed up their process. So work with a skilled professional to find the ideal OCR scanner and software for your company’s needs. And the scanner and software must be installed and configured, like any other type of office technology. Then the users and administrators learn how to use the equipment to make the most of this investment. Finally, the documentation is entered to start the classification process and digitize the records. And then the ongoing process is fast and straightforward.

Consult with an industry professional about the advantages of automatic document classification with an OCR scanner. In conclusion, your business will operate more efficiently at a lower cost.

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