What OCR technology means in document scanning?

October 17, 2022

OCR technology is an essential technology in digitization’s software, for an efficient transition from physical to digital files.

We are not aware of how some technologies less spoken facilitate our work invisibly in a daily routine. That is the case of Optical Character Recognition (OCR), which stands out in the middle of the digital transformation process experienced by several companies during the pandemic. 

Many companies created a flow of processes based on document scanning. That is the moment when the OCR technology show itself most useful. It converts images and text into data that is recognized by machines. In practice, it means that people do not need to retype information. 

Moreover, without OCR technology, the organization would have to hire people to rewrite documents, since they will be just an image. That is the reason it is possible to say that technology creates some benefits: 

Researchable texts

You can search words, phrases, or numbers in converted documents. 

Data evolution

With reliable information organized, companies can make decisions based on data. 

More efficiency

Without the need to retype information, the possibility of mistakes is reduced, besides the standardization of files that makes them easier to find. 

Another point is the possibility of creating a digital workflow, which enhances companies’ productivity.  

>> Your company can be more efficient with NDD Print Digital Shift. Learn more about the software! 

The role of OCR in an organization 

An enterprise obtains more benefits than not retyping documents because OCR is a crucial part of achieving efficient document scanning. All the paper read with the technology allows search based on keywords or numbers, speeding up the daily routine. 

Most companies receive printed information: forms, bills, contracts, besides other documents. Physical files results in difficulties and more costs to storage – any mistake at the repository could put the company at risk or lead to the loss of meaningful information. 

Above all, digitization needs OCR technology, assuring that data can be traced and analyzed. That results in better analyzes, more efficient operations, smart processes, and gains in productivity.

Another benefit is the generation of an automatic flow. It is not a coincidence that the technology is used in several sectors: 


It helps to process and verify services and financial transactions. As a result, companies avoid fraud and enhance security. 


Optimize patients’ records, including treatments, exams, tests, and payments. Besides, it becomes easy to liberate procedures. 


It facilitates the proof of delivery – one of the main difficulties of the sector –, assuring that the flow is digital.  

Another use of OCR technology 

In the beginning, OCR technology became popular by digitizing historical newspapers. But the “hidden” technology powers many systems and services in our daily life. As examples, we can quote: 

  • Passport recognition for airports; 
  • Data entry for business documents; 
  • Help for the blind;
  • Extracting contact information from documents or business cards; 
  • Making electronic documents searchable like Google Books or PDFs; 


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