How OCR technology is considered the best over human data entry?

Things are getting digitized day by day. All the manual work is now being performed digitally or with the help of machines. Technology has taken over every field like a dark cloud that hides the sun behind it.

Humans are working on innovations every day. The latest technology is Artificial Intelligence. The future of our new generation relies on it.

A lot of work has been done on processing language so that the machines can understand it. Instead of manually typing every word, devices are smart enough to read the images and texts. This technology is known as OCR technology.

So, in this article, we will look at how OCR technology is helpful in human data entry work. Let’s get started!

What is OCR?

OCR stands for “optical character recognition,” The data can be automated by extracting the text from the image and converting it into a machine-readable form.

This data is usually taken from an image, handwritten scanned document, or a scenic photo.

An image to text converter tool is helpful while extracting text from image and convert into editable text.

This technology is part of natural language processing. It has taken over the headache of data entry.

Much work has become more accessible by adopting software that reads the data from pictures and converts it into a machine-readable form.

Many free picture to text tools are available that can benefit from digitizing the old data recorded manually once upon a time.

Features in OCR

OCR has found many uses in almost every field. With the advancements in AI, some OCR tools can capture accurate data from poor scans and images. There are many software’s available on the internet. It’s up to using a firm which type of features you want to pave in your working system.

OCR software is AI-powered. They can also capture data from images and transform it into codes. Usually, paid OCR software has more features than low price or free ones.

Benefits of OCR

We can find numerous advantages of OCR. This technology enables businesses to work more effectively and efficiently. The core benefit of this technology is your data can be easily searched. Companies with high-volume data can take advantage of this technology.

 Some of the significant benefits are discussed below.

  • Easy data retrieval
  • Minimizing time and effort
  • It can be accessed from anywhere
  • Reduce company’s cost on hiring employees for data entry
  • Increased accuracy
  • Minimizing the fear of data loss
  • Paperless approach
  • Increased data security
  • Easily searchable
  • It can be edited at any time
  • Disaster recovery

When it comes to data Entry, what are the advantages of OCR?

1. Accuracy Is High

OCR dramatically decreases the chance of human mistakes resulting in erroneous data entering by automating the data entry process.

Fortunately, OCR can help alleviate this critical pain point for many businesses.

2. Improved productivity

Even while OCR scanning is quick, the actual productivity increase occurs when employees wish to search for and extract data from the system.

OCR scanned documents may be searched for using a standard keyword search function on computers since they can be translated by the computer.

3. Paperless   

You no longer need paper copies because of OCR’s ability to organize and save data throughout your organization in a digital format.

This frees up a lot of workspaces and helps the environment by reducing the number of file cabinets you need.

4. Productivity Increases 

Data input processes may be more efficient by automating the data entering the process.

The saved time may be used to do other tasks, ultimately leading to increased productivity.

Firms that can use OCR

Enterprises with high data flow or multiple branches firms can take leverage from OCR. Following are the fields they can adopt OCR:

  • Banking
  • Financial sectors
  • Legal terms
  • Health care
  • Education sector

Use Cases of OCR

The picture to text tool is used to pull out the text from scanned image file. Some of them that needed to be digitized are as follows:

  • Payroll information
  • Invoices
  • Contact information
  • Taxation department
  • Industry documents and articles
  • Finance department
  • Legal Aid

More specifically, we can say OCR is of great help in passport recognition at airports. We can also retrieve data from a phone call by extracting contact information.

OCR is of great use for blind persons. We can easily convert handwritten notes to machine-readable or ASCII codes.

Is there any disadvantage of using OCR Technology?

Because the accuracy of OCR is dependent on the quality of the picture or document recorded on your phone, it is often rife with mistakes. After then, people are in charge of cleaning up the mess and filling in the gaps.

Business cards are available in various styles, unique typefaces, and varying grades of paper or plastic, all of which OCR is not very adept at managing, resulting in frustration and delays.

OCR might be used in conjunction with other systems, such as auto-translate, to digitize, process, and classify documents quickly and efficiently with little effort.


OCR tools give you a high productivity ratio. It allows its users to retrieve crucial information from even the documents that become rotten or torn out.

With this software, it will be easy for firms to store, share and edit vast piles of data in significantly less time.

Image-to-text conversion has become so easy that it speeds up the essential but time-consuming process. Now the text can be easily read from any bar code.

Even every cell phone carries this feature. This feature enables electronic documents to be searched from anywhere around the world.

It is highly recommended for large businesses to adopt this technology to better their documentation process.