OCR Data Extraction| Extract Data From a Scanned Document

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OCR Data Extraction

Data extraction, capture, and retrieval are the mandatory entities of maintaining updated business data in an organization. These entities set the workflow of an organization and act as the prerequisites for effectively managing large amounts of information stored in different formats.

Data fetching and capturing using OCR technology automates the online file storage process. The scanned files are captured and stored using the OCR technique.

What is OCR Data Extraction?

Data extraction is the process of converting unstructured data into interpretable digital information. Further data processing is done using advanced-level software such as NLP and deep learning software. The cumbersome and tedious process of data entry services is easily done using OCR tools. The data is directly extracted using the easy digitally accepted format.

The receipts, invoices, contracts, utility bills, and many other documents are captured using OCR tools as text, not as images. The standard Optical Character Recognition (OCR) solutions help in scanning and digitization with the help of intelligent AI-powered techniques.

OCR technology supports unstructured data, handwritten data, and language translation with a high accuracy rate.
AI-powered OCR solutions provide a powerful platform to extract sensitive data (special formats and characters) by overcoming all the operational challenges.

Also read – Full Text OCR Services & its benefits

 

How Does OCR Data Extraction Service Work?

The purpose of automated extraction software is two fold:

To help speed up the data entry process by reducing the number of times an employee needs to re-enter personal information.

OCR technology helps in developing automated structured data that can be exported to any digital format.

The OCR data processing starts with documents scanning & converting these documents using advanced artificial intelligence-based software tools. The steps involved are:

A high-quality scanner is used to scan paper documents. At this stage, the document is converted into images consisting of dots and lines or unstructured data that an ECM cannot read.

Now after the image patterns are reviewed and corrected, with OCR software, the unstructured data is converted to structured documents.

The OCR software identifies and extracts letters from the image and assembles them into words and sentences, essentially translating those dots and lines into a structured data form. These documents include Word, PDF, Excel, and other text formats.

The purpose of using OCR API is to fasten the speed of processing and acquire error-free digital copies of data with the help of the character recognition technique.

Technologies Behind Data Extraction

The intelligent data capturing and extraction process is carried out in two steps:

Optical Character Recognition (OCR) – Converting text and images into machine-encoded text

Refining it with the help of Natural Language Processing (NLP) – Using OCR are other computer vision techniques to extract aforementioned data types such as tables and KVPs.

The OCR accuracy is maintained using advanced-level software techniques such as deep learning so that you can obtain meaningful data.
Many business application software are developed for this purpose such as:

Verifying Applications – A data extractor OCR software is used to extract data from manual documents such as id cards, invoices, receipts, etc.

Payment Reconciliation – A highly advanced level tool to extract data carrying the payment details is developed to process with actual cash flow.

Statistical Analysis – The data extraction tool developed to extract data from forms such as academic or feedback forms. The Traditional OCR techniques are used for extracting data.

Sharing Past Records – These OCR tools extract old data such as healthcare records or bank records of existing customers and provide a new platform to use the data. Advanced level NLP techniques are used for such sensitive customer-centric applications.

Also read – Document Scanning Tips And Tricks

 

Commonly Asked Questions About OCR Scanning

Q1. How Does OCR Scanning/processing Work?

Ans – OCR software programs let computers recognize text from physical documents, clean it up, and scan to convert them into digital format. OCR technology is used to obtain high accuracy. Common OCR scanning techniques include character isolation, aspect ratio scaling and normalization, de-skewing documents, and converting images to black and white photos for distinguishing text.

At eRecordsUSA , we use advanced document scanning methods such as Zonal OCR that lets users scan specific “zones” or regions of documents and ignore the rest.

Q2. Does OCR Work for Any Language?

Ans – OCR machines are set to work for a specific language as chosen during the initial setup. However, some software is developed that works for multilingual languages but they are costly.

Q3. How Do You Choose the Right OCR Tools?

Ans – There are many good OCR tools, but the best OCR technology is best supported by the most advanced and powerful tools available on the market today. However, the best way to do this is to find & opt for document scanning services that can meet your needs, such as providing automation to extract data from documents and the language you need.

Q4. Which OCR Technology Is the Best?

Ans – There are many good OCRs available. However, an AI-powered OCR is a right choice to achieve a higher efficiency data retrieval process as it provides many advanced features. The 99% accuracy is maintained by AI and NLP-powered tools.

Q5. What Is the Cost of Data Extraction Using OCR tools?

Ans – The OCR software aims to extract the manual data using image processing of scanned images and create digital copies in images or PDF files. The OCR tools transport the extracted data into well-accepted digital files. The ultimate goal is to reduce the efforts of your Data Entry/Quality and obtain accurate digital copies at a fast speed.

The OCR tools must be able to achieve the following three qualities:

  • Character accuracy
  • layout Detection
  • Data Cleaning

To achieve this, you need to hire an agency that works on maintaining high-quality data extraction using traditional OCR to modern OCR technologies.

Q6. How Does eRecordsUSA Overcome the Challenges of OCR Extraction?

Ans – The major challenge is to choose an agency that is using NLP and machine learning techniques instead of traditional OCR template methods. At eRecordsUSA, we have adopted the latest tools and techniques that is providing advantages as :

> Retrieval of data from tampered documents, large file formats and poor images having black spots.
> Provide high accuracy and does speedy extraction
> Accelerate processes with easy data fetching facility
> Eliminate manual review and “stare and compare” work
> Scale on-demand and flex up (or down) on-demand, 24x7x365
> Protect your data with bank-level security and a robust audit trail

Keeping all these key advantages in mind, we use integrated document scanning technology. OCR software, ICR data extraction, iForms, document classification and indexing, efficiently done by using our NLP centered records management software.

Also read – Learn About the Best Way to Scan and Store Documents

 

Aside from document scanning, we can intelligently capture both structured and unstructured data and use this information to automate other labor-intensive processes throughout your business.

Each of our data capture methods are completely scalable to your needs and can streamline high volume data conversions with ease.

Trying to select the right tool is difficult when you’re dealing with a wide range of documents. Some are geared towards marketing, others at research and data mining. To make sure you select the right tool, our team carefully plans an effective data extraction and retrieval strategy.

If you are looking to extract data from scanned documents? Give eRecordsUSA, a spin for higher accuracy, greater flexibility, post-processing, and a broad set of integrations at the market’s competitive price!

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    What Our Client Says

    •   I contacted eRecords for a small-scale scanning job. Although they usually work on large projects, Pankaj was more than willing to help with what I was looking for! The scans that came back were high quality, and delivered in a timely matter. eRecords was also the business that quoted me the most competitive price. I would definitely recommend - Pankaj is knowledgable and a great collaborator to work with on meeting any scanning service you may need.

      thumb Nina P.
      3/23/2023
    •   ERecords USA has provided Fast, Timely, and Amazing quality service for scanning my books and magazines. Ritika, Pankaj, and their Staff are very friendly, flexible, and easy to work with. They go above and beyond in their service. I give them  A+++.

      thumb Rahul P.
      2/28/2023
    •   I have used eRecordsUSA on three separate occasions and each job was performed exceptionally. All files scanned at high resolution, organized, and returned in a timely manner. Pricing was also very reasonable for such time-intensive work. Management was also very good with their communication.

      I am a digital nomad that owns zero paper, so having all of my files in Google Drive is imperative. With Google's OCR (Optical Coherence Recognition) I can now find my files at lightning speed. ie - I search for [deed], [roof repair], [assessment], etc. and all relevant files "automagically" appear.

      thumb Cameron V.
      12/09/2022
    •   EXCELLENT quality work. VERY professional. I had some kids art work scanned high resolution that was too large for the scanners at copy shops. eRecordsUSA did a fantastic job and I highly recommend them.

      thumb Stephen M.
      11/02/2021
    •   ERecords USA provided a fast and accurate turnaround for a request to duplicate X-Rays.  They ensured that copies were accurate prior to payment and went out of their way to produce within a short time.

      thumb Beth S.
      4/21/2021
    •   Erecords scanned 56 bankers boxes of legal case files and other professional documents for me. This was a particularly difficult and complex job because, in naming files, they had to work from both a written file inventory and the file names on the folders themselves and use a consistent file naming protocol that Erecords and I agreed upon. They did an outstanding job of following this file naming protocol and organizing the documents in digital form to create the file structure that I intended. This job was also difficult because of the variety of page sizes and the age and condition of some of the documents; they managed to accurately capture everything. They also made the job easier for me by picking the documents up at my home. Pankaj at E records was invariably courteous and helpful and spent the time needed with me before the job to develop a digital file structure to make the documents most useful. I highly recommend Erecords for document scanning.

      thumb David L.
      2/27/2021
    •   I chose eRecords to scan over 2000 pages of yearbooks and several hundred photos from the early 90's to early 00's. I was not disappointed. They were one of the few locations in the Bay Area that I contacted that let me drop off and pickup the material in person. The JPG and PDF scans that they sent me were extremely high quality and OCR'd the yearbooks so I can search for text. They were able to repair one of my yearbook's bindings to the point where I couldn't even find the repair! This place is professional and good value for what I received. If something ever happened to my irreplaceable yearbooks and photos I know they're digitized now and backed up to multiple locations on my network and cloud! Highly recommended, Pankaj and eRecords!

      thumb David B.
      10/28/2020
    •   I found eRecordsUSA on an internet search and contacted them to inquire about scanning to PDFs a set of some six hundred old, faded, tattered pages of an underground/community newspaper I co-founded fifty years ago.  I lucked out on this first call, finding a most professional, efficient, accessible, top notch company to help me archive my newspaper despite these trying, pandemic times.

      thumb Ted R.
      7/14/2020
    •   eRecordsUSA did a wonderful job scanning a large, irreplaceable, almost 100-year-old original opera. After checking with the State Library and other printers, we learned that eRecordsUSA was the company that could handle our job. The owner understood the job's importance to us and did the job quickly and professionally.

      thumb Jan a.
      10/04/2019
    •   Very impressed. Wow. They scanned an old picture for me today, and I can't believe the details they were able to "pull out" of the picture. It's over 60 years old and I am in awe of how this looks. Amazing. Thank you to everyone at eRecords!

      thumb Sylvia Z.
      7/10/2018