OCR
How can you transition from paper to digital workflow while saving time and money? How do you move tons of paper data onto a small hard drive or even into the cloud? If you have asked these questions, it is because you want to know what OCR is. Basically, Optical Character Recognition (OCR) technology facilitates the conversion of scanned documents into readable and editable digital files. OCR is the use of technology to identify and convert scanned, handwritten, or printed text characters into an electronic format that can be more easily recognized by computers and other programs. The technology consists of a combination of hardware and software that is used to transform physical documents into machine-readable text. Hardware such as an optical scanner or dedicated circuit board is used to copy or read text, while the software is responsible for advanced processing. The software can use artificial intelligence to implement more advanced intelligent recognition techniques, such as identifying languages or handwriting styles. Therefore, OCR has been most commonly used to convert printed legal or historical documents into PDF files. After that, users can edit the received electronic copies and format them using common text editors.
How does OCR work?
The first step of the OCR process consists of analyzing the document physically, aiming to transform it into a digital format by capturing images using cameras or scanners. After the document is digitized, the OCR software converts it into two possible options: color or black and white. The digitized bitmap is analyzed for the presence of light and dark areas. In this case, the dark areas are identified as characters that need to be recognized and the light areas as the background. The dark areas are then processed to find letters or numbers. The recognized material is processed using examples of various fonts and text formats. From there, recognition is based on the use of feature detection rules related to the characteristics of a specific letter or number (ICR). Using the detection function, the software evaluates the document data according to rules on how letters or numbers are generated. For example, the capital letter "A" can be stored as two diagonal lines that intersect with a horizontal line in the middle. When a character is identified, it is converted into ASCII code that can be used by computer systems. Before saving for later use, processed texts must be checked for error content regarding the correctness of complex layouts. We can say that the "magic" of OCR begins with scanning. Initially, a physical document is scanned or photographed to create a digital image. This image, which can be a photo of a book page, a hand-filled form, or even an invoice, is then processed by the OCR software.
Character Analysis
The OCR software analyzes each character in the image. Using complex algorithms, it identifies patterns of light and dark to determine the presence of letters and numbers. This process involves breaking down the image into small parts called “pixels”.
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Text Conversion
After analysis, OCR translates these pixel patterns into text characters. This is done by comparing each pattern against a database of known fonts and symbols. The result is editable text, which can be copied, pasted, or modified as needed.
Verification and Correction
Lastly, the technology applies automatic corrections to ensure the accuracy of the converted text. This may include comparing the generated text with dictionaries or databases to correct potential recognition errors.
What are the stages of OCR work?
The better the quality of the original text on paper, the easier the character recognition will be, making the system more precise. The first step is to create a black and white, monochromatic, or grayscale copy. After processing, the characters must be in the desired color (binary or monochromatic) and the background must be white, making the positions of the desired content and the background distinct. Good OCR software can automatically mark difficult elements: columns, tables, or images. All OCR programs recognize text sequentially, character by character, word by word, and line by line. First, OCR software combines pixels into letters and those letters into possible combinations, and then the system compares them with a dictionary. If a combination of letters is found, it will be marked as a recognized word. Otherwise, the program replaces it with the most likely option.
What are the types and uses of OCR?
OCR is not a single technology; it can be adapted for different uses and needs. There are several forms and applications of this technology, each with its own benefits.
Fabio Caraça
Fábio Caraça is the Chief Growth Officer at Pix Force. He leads Pix Force's transformation into a scalable SaaS operation, combining strategic vision, culture, and high-impact execution.
