OCR for digital archiving and preservation

OCR for digital archiving and preservation
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In our increasingly digital world, it is more important than ever to be able to access and preserve information. As the amount of data grows exponentially, traditional methods of archiving such as paper copies or physical storage are becoming obsolete. This is where Optical Character Recognition (OCR) comes in. OCR is a technology that has revolutionized digital archiving and preservation by converting printed or handwritten documents into text files that can then be stored digitally. In this article, we will explore how OCR works and its application in digital archiving and preservation.

The Different Types of OCR

There are a few different types of OCR software available, each with their own advantages and disadvantages. Some common types of OCR software include:

1. Commercial OCR software: This type of software is generally the most accurate, but can be expensive to purchase and maintain. Common commercial OCR software packages include ABBYY FineReader and Adobe Acrobat.

2. Free/open source OCR software: This type of software is usually less accurate than commercial options, but is often free to download and use. Common free/open source OCR software packages include Tesseract and GOCR.

3. Online OCR services: These services provide an easy way to convert scanned documents or images into text, but can be less reliable than other methods. Some common online OCR services include Free-OCR and New OC R Online.

Pros and Cons of OCR

There are many reasons to use OCR for digital archiving and preservation. OCR can help you save time and money by reducing the need to manually transcribe documents. It can also help you preserve the original formatting of your documents and ensure that they are accessible to people with disabilities.

However, there are also some potential drawbacks to using OCR. One is that it can introduce errors into your document if the software is not configured correctly. Another is that OCR-ed text is often less accurate than manually transcribed text, so you may need to proofread your document carefully before publishing it.

What are the benefits of digital archiving and preservation?

Digital archiving and preservation has a number of benefits over traditional paper-based methods. Perhaps the most obvious benefit is that digital archives take up less physical space than their paper counterparts. They also tend to be more easily and quickly accessed, as they can be stored and accessed electronically.

Another key benefit of digital archiving and preservation is that it can help to preserve the original integrity of documents. For example, with paper documents, it is easy for them to become damaged or degraded over time through exposure to light or air. However, with digital documents, they can be stored in a way that minimizes the risk of degradation or damage.

Finally, digital archiving and preservation can also help to save money in the long run. While initial setup costs may be higher than for traditional paper-based archives, the overall costs of maintaining a digital archive are often lower. This is due to the fact that there are no ongoing costs associated with storing digital documents, whereas paper-based archives require regular replacement of materials such as acid-free paper.

How to get started with OCR

There are a few things you need to do to get started with OCR:

1. Choose the right software: Not all OCR software is created equal. Some software is better at handling different types of documents, while others may be more accurate or faster. Do some research to find the right software for your needs.

2. Pre-process your images: Once you have your software, you need to prepare your images for OCR. This involves scanning or digitalizing your documents, and then running them through pre-processing filters to improve the quality of the images.

3. Perform OCR: With your images ready, you can now run them through an OCR program to extract the text. Depending on your software, this process can be automated or manual.

4. Post-process the text: The text output from an OCR program can often be rough and full of errors. You’ll need to clean it up before using it for anything important. This includes spell-checking, grammar checking, and formatting the text properly.

Alternatives to OCR

There are a few different ways that you can go about digitizing your old paper documents. One popular method is optical character recognition (OCR), but this isn’t the only option available. If you’re looking for alternatives to OCR, here are a few things to consider:

1. Hire a Professional Service: There are companies out there that specialize in digitizing paper documents. This is probably the most expensive option, but it’s also the most reliable. If you have sensitive or important documents, it might be worth the investment to hire a professional service.

2. Use a Document Scanner: If you have a lot of documents to digitize, you might want to invest in a document scanner. This will make the process go much faster and will give you high-quality digital copies of your documents.

3. Take Photos of Your Documents: Another option is to take photos of your documents with a digital camera or smartphone. This can be a bit tricky, as you need to make sure the photos are in focus and well-lit. But if you have a steady hand and some patience, it’s definitely doable. Just keep in mind that this method won’t produce as high-quality results as using a scanner or hiring a professional service.

4. Use Online OCR Services: If you don’t want to invest in any new hardware or software, there are several online O


We will be happy to talk with you and match you with the perfect solution for your organization/company.

Shai Leviner
Shai Leviner
Responsible for CharacTell’s global sales, marketing, and business development outside the US.
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