Finding missing documents with OCR software
Access to information in the digital age is crucial, which means so is Optical Character Recognition (OCR) software. For information to have real value it must be accurate and available 24/7. Businesses have invested heavily in content repositories – like document management systems (DMS) - and search technology to ensure instant access to business-critical documents. Despite this investment, our research has found that more than 30% of documents in a content repository are non-searchable and therefore invisible to search technology.
What is non-searchable content?
Non-searchable content is image-based documents such as BMP, JPG, PNG and TIFF files as well as paper documents that have been scanned to PDF. There is no text in these documents since they are images, so it’s not possible to search the document for specific words or phrases.
Non-searchable content is a risk
Non-searchable content erodes user confidence in the document management system and search technology; it disrupts organizational productivity as users waste time trying to find documents, and it risks breaching regulatory compliance or legal implications for eDiscovery.
OCR software means better search and better business
Make better business decisions with access to 100% of available information.
Inspire confidence in enterprise search technology and document management systems.
Comply with full disclosure in eDiscovery and Data Subject Access Requests under the GDPR.
Catch documents that come in through fax, scanner, and mobile camera workflow loopholes.
Reduce user frustration by ensuring documents are found first time, every time.
Build a foundation of searchable data to prepare your business for enterprise search technology.
The definitive guide to missing documents in enterprise systems
Documents invisible to search technology have the potential to undermine regulatory compliance and information management. This guide explains how invisible documents are created and gives best-practice industry strategies to manage the risk using OCR software.
Deploy automated, back-end OCR software to crawl for non-searchable files
New search and assess technologies that include OCR software can find non-searchable content including image files and emails with attachments and convert them to text-searchable PDFs. Smart processing identifies only those documents requiring OCR – like scanned images saved as TIFFs or image-based PDFs – and applies a text layer. It can search and convert backlogs of legacy documents as well as actively monitoring for newly-profiled documents.
Back-end, automated OCR software works silently in the background, so there is no impact on staff workflows or processes. Managing non-searchable files becomes as simple as set-and-forget. Staff continue to upload documents into the document content repository without worrying about OCR as a process or a workflow since the software catches every file automatically.
OCR software is designed to maximize the search capabilities of leading enterprise and Windows file systems. Enjoy the confidence that comes with knowing content that was once invisible to search can now be found.