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OCR Document Scanning: A Digital Revolution In Streamlining Business Operations

Although digitalization has revolutionized this era, fraudsters have been more active in using advanced technology for illicit activities. Professionals are hired to generate fake documents, which are meant to be used for crimes such as financial terrorism, illegitimate transactions, and corruption.  Nowadays, digital print media is used in almost every sector. Now there is a need for a solution to identify the fraudsters using falsified documents.

As per the report of Certified Fraud Examiners (CFEs) in the year 2020-2021 50% of fraud cases were about corruption. OCR document scanning is the only way to verify whether the provided data is authentic or not. In Denmark number of fraud cases has moved from 11,000 to 58,000 from 2012-2022.

What is The OCR Technology?

Optical Character Recognition (OCR) is the method of electronic conversion of printed or handwritten text into digital machine-encoded text. Normally, documents provided to organizations are not editable but OCR technology allows to have the document in text form that can be edited or manipulated. It can read data in various languages and extract the required information.OCR can detect minor variations and acknowledge whether the document is authentic or fake. 

Benefits of OCR Technology

OCR technology has revolutionized this world by identifying real and fake documents. Moreover, it has made documents able to be stored in the electronic database. Numerous benefits of OCR are discussed below.

  1. Quick Digital Search

With the help of OCR, large data files can be stored electronically. Scanned text is converted to digital files. It has made it accessible to search any specific document by using a keyword or phrase. It has made it very easy to search hundreds of similar files stored with the same title. There is no need for any physical effort to search any particular file as all the data is stored electronically.

  1. No More Retyping

Sometimes accidentally a file is lost such as an invoice, there is no need to type and design the format again, simply any hard copy of the invoice can be scanned and used as typed text. OCR for business is a strong tool to use any hard format in soft. It reduces human effort and time, It is a very quick and accurate way to be used. 

3. Edit Text

Once scanned with OCR, a document is conveyed into electronic text that can be modified as in a Word document. If a person has to add a signature to any document but it is difficult to edit it, a scanned copy in text form can be used for it. Resumes can be used in scanned form to be used for various individuals with different information. 

4. Save Space 

It is very difficult to store every document in hard form. Particularly a company having employees in large number have to face this issue. If documents are available in scanned form, they can be stored in the electronic database, It does not need a vast space, large amounts of data can be stored in electronic form.  OCR document processing has enlightened this era. 

How Does OCR Document Scanner Work? 

First of all, it is required to install OCR in a device. Once it is installed, the following steps will be followed. 

  • The document is loaded onto the scanner flatbed. An automatic document feeder (ADF) is there to capture the document image.
  • With a single click, the electronic form of the document is saved in the database. That is editable and can be manipulated. 

Internal Processing

An image is copied and converted into black and white color. The black color is identified as the character that needs to be identified and the white color is identified as blank spaces. Then the black area is converted into digital data in the form of numeric digits. 


OCR is used to extract data from printed and scanned images. It converts the data into text form which is easy to edit and store. It is highly effective in terms of both cost and time. A company can store a large amount of data in digital form and no need to store hard-printed form data files. Machine learning models are working behind OCR which are shaped enough that a minor variation is detected. OCR text extraction is the only way to identify fake documents that are unable to be verified with the human eye. Every organization must familiarize itself with OCR technology to keep frauds away.

Cary Grant
Cary Grant
Cary Grant, the enigmatic wordsmith hailing from the UK, is a literary maestro known for unraveling the intricacies of life's myriad questions. With a flair for delving into countless niches, Grant captivates readers with his insightful perspectives on issues that resonate with millions. His prose, a symphony of wit and wisdom, transcends boundaries, offering a unique lens into the diverse tapestry of human curiosity. Whether exploring the complexities of culture, unraveling philosophical conundrums, or addressing the everyday mysteries that perplex us all, Cary Grant's literary prowess transforms the ordinary into extraordinary, making him a beacon of intellectual exploration.


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