Digitization has shown its hidden capabilities in the past few years. Digitization of document means
transforming of non-searchable documents/papers (in any format) in searchable form. Digitization of
document is done by scanning the non-searchable or old records, indexing the documents, and saving them
for future retrieval. It requires OCR (Optical Character Recognition) technology to complete this whole task.
OCR helps to turn non-searchable documents (images or scan copy of documents) in searchable and editable format.
In the document management system, OCR helps to transform the process of typing the image document,
saving time and making it easier to work. OCR recognizes characters and turns them into a meaningful copy.
Need for digitizing old documents:
In about 2 million years, humans have evolved in the long run and have many documents to showcase the transformation.
As the research grows, the need for information grows exponentially, and the limited number of print copies didn’t
come up with the demands. To keep those documents safe for our future references and research purposes, digitization
of these documents is a must. In achieving this milestone, technology is helping a lot – OCR
(Optical Character recognition). As most of the old records are subjected to wear and tear, digitization helps
overcome that fear. We can preserve these documents in their original form, and at the same time, it will be accessible for all.
How OCR is helping to achieve digitization of documents:
OCR uses three steps to convert the documents in text format. OCR software is the computer’s eyes that scan the
documents and converts them in text format or saves them in documents depositories. For computer, scanned documents
are non-readable, but OCR helps computers to recognize the characters and letters. In the first process, scanning
of documents and preparing them for the next process is done. If the records are just needed to be stored in digital
format, it can be stored in scanned form as well. In the second process, OCR software scans through those images and
converts them in text, editable and searchable files. It searches for spelling errors and minimizes the errors by
auto-correcting it. In the last process, the indexation of the documents occurs. This process is to make sure that
the documents are easy to retrieve if searched in depositories. Finally, the final copy must be checked by an individual
to confirm the document’s quality and accuracy.
Use of digitization of documents and conclusion:
In this digital era, the need for digital documents are on peak and flow of information is unstoppable. Digitized documents
can be shared easily, easily accessible, reduce paper wastage, store information, save money and time, minimize storage space
and most important the data can be retrieved any time anywhere. In conclusion, digitization of document is preserving and serving
documents at the same time on the web.