What is OCR and how can it help me in my scanning project?

Ah, OCR, also known as Optical Character Recognition. Is it really necessary to use OCR software after scanning files to TIFF or PDF? What are the key benefits of OCR? How can I use OCR to create searchable or editable documents?

OCR technology has come a long way in the past few years, and the OCR engines on the market today utilize intelligence and speed to quickly and accurately convert scanned paper documents from plain old images, into searchable or editable documents. For a quick overview of OCR, ICR and OMR, click here.

When looking at OCR technolgies, you need to determine your end goal: is it searchability or a cleanly formatted, editable document. Is your goal speed, or accuracy?

There are a number of desktop applilcations (eCopy Desktop, Adobe, OmniPage, ReadIRIS), that can provide the ability to create searchable files, as well as Word Processing files, or even spreadsheets. These are perfect for low-volume, daily conversions.

If you are scanning a large volume of paper, and need rapid and accurate conversion, most of the Advanced Capture applications on the market can accomplish the task ( Psigen PsiCapture is an example). This capture software utilizes either the Expervision or OmniPage production OCR engines, and can convert a 1000 pages in 10 minutes to searchable PDF.

For more info on OCR and how it can work for you, see the links below:

OCR Software Links

Scanning and Document Management Articles and Research

Document Management and Image Processing

Image processing is an area that is often overlooked when implementing a Document Management, Document Imaging or ECM project. In some cases, it can even be the key to success or failure, depending on how you are using the images. So, what exactly is image processing? It is the use of software to enhance or improve scanned images and the underlying content. An example would be that nasty copy, of a copy, of a copy of a fax. This page would be seriously speckled, very faint and could have a black border on the edges. Image Processing software can remove the speckles, enhance the text, and remove the border, resulting in a legible, clean, small image.

Many scanners on the market include image processing functions within the scanner driver. My Canon 9080 has border removal, deskewing and color drop out included within the driver. For basic, image only applications, this may be enough (Note: Setting these options may reduce the throughput of your scanner significantly). If you are relying on clean images to provide searchability, then you usually have to go with more powerful image processing software, such as Kofax Virtual Rescan (VRS). VRS provides a broad array of image processing features, and comes in two flavors: Basic and Professional. For an overview and comparison of VRS features click on the following link VRS Basic versus Professional Features.

For additional information on image processing and all the benefits, there is additional info at the following link ScanGuru Document Management and Image Processing Article.

Key Features- Scanning/Capture Applications for Law Firms

What should a Law Firm look for in a scanning application? Here are some suggestions:

Barcode Separator Functionality - Separator pages allow the user to insert a specially coded page between documents in a stack. Once scanned, the software uses these pages to determine when a document begins and ends. This allows the scanning of many documents at once, rather than scanning one at a time. There is also the notion of "intelligent separators" which allow you to encode data on the separator page, such as case, matter, attorney, etc.

Image Enhancement - These tools, such as Kofax's Virtual Rescan, will automatically adjust contrast and brightness, remove problematic colors, remove speckles, and thicken fonts. If you want the highest quality image, with the least amount of scanning operator intervention, this is a key component to any scanning system.

Indexing - The application should allow for the entry of case and matter information, and this should allow you to automatically rename the files based on these values, and create folders. Rapid indexing features should allow quick entry of these fields for multiple documents.

Optical Character Recognition (OCR) - OCR takes the scanned image, and converts it to a text-based format. When looking at this feature, it should allow conversion to the following 3 formats: Adobe Image + Hidden Text, Word/WordPerfect and plain text. If you can test the software, see what type of results it provides with several sample firm documents.

Export - Depending on how you are managing your cases, the application should offer maximum flexibility on where you can direct the end product. I have several firms that use multiple case/document management systems, depending on the case type and size. Folder Export, Summation, Alchemy, SharePoint, etc should all be supported.

Bates Numbering - Get rid of that old stamp!! Most Advanced Capture Applications provide the ability to digitally Bates Stamp your documents. Huge time saver.

Obviously this is just a starting point, but these are some necessary features that will make processing documents easier, and much more efficient.

For more info, go to www.scanguru.com