logo

GET A DEMO
  • About
    • About Us
    • Industry Guides
    • Watch Our Story
    • Customer Success Stories
    • Contact Us
  • Products
      • veroDocs
      • styleDocs
      • cleanDocs
      • cleanDocs Server
      • compareDocs
      • compareDocs Cloud
      • pdfDocs
      • pdfDocs Binder
      • printDocs
      • contentCrawler
      • contentCrawler Cloud
  • Solutions
    • Redaction
    • Finding Documents
    • Email Security
    • Manage Metadata
    • Document Comparison
    • Document Bundling
    • OCR for Dropbox
    • Legal Software
    • Accounting Software
    • Mimecast
  • Developers
    • compareDocs SDK
    • compareDocs Cloud API
  • Integrations
    • iManage
    • NetDocuments
    • OpenText
    • SharePoint
    • Worldox
    • Other Integrations
  • News
    • Press Releases
    • Events and Webinars
    • Our Blog
    • Infographics
    • Customer Success Stories
    • Industry Guides
    Discover how to produce high-quality work at every stage of the document journey Discover how to produce high-quality work at every stage of the document journey How Travers Smith, one of the world's most innovative law firms, uses compareDocs SDK How Travers Smith, one of the world's most innovative law firms, uses compareDocs SDK
  • Support
    • Customer Support
    • Client Portal
    • myDocsCorp
    • Credit Card Payments
    • eLearning
    • Training Partners
    • Quick Training Guides
    • On-Demand Training Webinars
    • Product FAQs
  • Partners
    • Become a Partner
    • Find a Partner
    • Training Partners
    • Partner Portal
  • Buy
    • cleanDocs
    • compareDocs
    • pdfDocs
  • Home
  • Our Blog Posts
  • Why a Multi-Function Device with OCR isn’t enough to stop the creation of invisible files

Why a Multi-Function Device with OCR isn’t enough to stop the creation of invisible files

10 Oct 2018

DocsCorp Sales Director and legal technology veteran, Ted Kukorowski, explains.

Setting all the Multi-Function Devices (MFDs) in the firm to OCR scanned documents by default isn’t enough to stop non-searchable files ending up in your systems. While it goes a long way in helping to minimize the risk, just having OCR on at the point of scanning means missing massive amounts of documents that come into the business other ways – like email attachments and ingested files.

A scanner, for example, would never touch co-counsel ingests that have already been digitized and that knowledge is lost because staff can’t find it. What’s more is that these MFDs with OCR may be relatively new and would not have processed the backlog of files already in a document management system (DMS) or Windows file system. As much as 30% of these files will almost certainly be non-searchable. 

Firms have already tried and failed using Multi-Function Devices to prevent invisible files

Marshall Dennehey Warner Coleman & Goggin is a leading US civil defense litigation firm with more than 470 attorneys. They realized there was non-searchable content in their DMS and, according to Manager of Application Services, Lisa Ruane, the root of the problem was documents received from outside the business. “We [could] control the OCR workflow on documents generated internally,” Lisa said, “but there was no tool or workflow to automatically capture and convert image-based documents from outside sources.”

European firm Cuatrecasas, Gonçalves Pereira initially addressed the problem of missing documents by investing in high-powered scanners with OCR’ing capability. This approach meant additional training for staff in the scanning department and resulted in enormous file sizes since documents were sent to the scanning room without separators. “It was at this point that we realized our approach was wrong,” explained Pascual Boil, Applications Director at the firm. 

Switching to a new approach: back-end OCR

Both firms moved from front-end (OCR’ing at the point of scanning) to back-end OCR to solve the problem of non-searchable files. Image-based files like scanned documents would be converted to text-searchable PDFs in the file system or DMS, meaning MFDs or scanning staff weren’t relied on to catch every document before profiling. OCR’ing automatically in the back-end ensured no impact on staff workflows and safeguarded newly profiled documents from becoming lost – no matter the source.

Worried you aren’t finding every document? An audit of your systems can show you what your missing. Learn how it could help you make better business decisions. 

WHAT AN OCR AUDIT CAN TELL YOU

About the author

Ted Kukorowski is a Sales Director for DocsCorp across the Mid-Atlantic and Southeast. Ted has more than 40 years' experience in the computer software industry. When he's not on the road, Ted can be found on the Chesapeake Bay fishing.

  • Industry Insights: How Technology Can Help Firms Create High-Quality Work More Effectively
  • Improve the document journey: Ensure your content repository is 100% searchable
  • The software integration improving document review workflows
  • Improve the document journey: Publish or file sooner with time-saving PDF software
  • TechnoLawyer Hot Product Report | Prevent Misdirected Email and Data Breaches When Using Outlook
  • Improve the document journey: Streamline the editing and review process
  • Improve the document journey: Create professional documents in less time
  • How a UK Top 100 firm trialed cleanDocs to prevent data breaches
  • How to choose the right PDF binder type in pdfDocs Binder
  • 3 articles you need to read about data privacy in the first 3 years of the GDPR
  • 10 reasons to use styleDocs to manage document formatting, numbering, and repair
  • Need to combine PDFs? pdfDocs makes it easy with Binder Project Mode.
  • How compression software helps you save on cloud storage costs
  • What are the standard parts of a legal document?
  • 7 time-saving pdfDocs features you may not know about
  • Should your business choose pdfDocs or pdfDocs Binder to combine multiple PDFs?
  • How to make PDFs searchable
  • How law firms use compareDocs for document comparison inside iManage
  • Understanding the CPRA: An important change to the CCPA
  • Podcast: Ten Minutes with DocsCorp CEO Dean Sappey
  • Guidelines on creating electronic court bundles for the Canadian Supreme Court
  • IDM Industry Profile: DocsCorp CEO and co-founder, Dean Sappey
  • How you can use printDocs to streamline print management
  • A complete solution for document styles, formatting, and repair
  • What is PDF/A? Unpacking the format designed for PDF archiving
  • How to create electronic bundles that comply with UK Supreme Court requirements using pdfDocs Binder
  • 10 reasons to choose veroDocs for template management and document assembly
  • How to compress or split PDFs to reduce file size using pdfDocs
  • Guidelines on creating PDF binders for the UK Supreme Court
  • Answers to common veroDocs questions | FAQs
  • 3 steps to making a Closing Book with pdfDocs binder
  • 3 tools to help you send secure emails while working from home
  • The Start of An Exciting New Phase with Litera | DocsCorp CEO Message
  • Understanding the CCPA, California’s GDPR equivalent
  • The best way to combine PDF files into a Court Book
  • Automatically prevent data breaches when you use cleanDocs AI for email security
  • How veroDocs simplifies the creation of documents and document templates
  • Rethink What Document Templates Can Do for Your Law Firm
  • 3 ways you can write on a PDF and boost productivity
  • How to create a PDF binder with pdfDocs
  • Seven smart financial solutions in one software suite
  • What I learned from attending four virtual conferences in four months
  • Document productivity - driven from the Ribbon
  • Automatically reduce PDF file sizes within your document management system
  • What common document problems can template management software resolve?
  • Expand your text search capabilities with the new pattern and custom regex searches in pdfDocs
  • New page numbering options in pdfDocs make it easier to comply with Court requirements for PDF binders
  • How to use your PDF file editor to be more productive while working from home
  • compareDocs 3-Pane View report and the simple way it compares document versions and highlights the differences
  • Streamline electronic signatures with pdfDocs and DocuSign
  • 7 legal software solutions that improve productivity
  • Enterprise Software Selection Series: The final steps
  • New feature: Better management of unsupported documents in contentCrawler
  • Enterprise Software Selection Series: Should you include a software pilot program?
  • How to produce USPTO-ready PDF documents
  • How to use templates to create consistent looking PDF binders
  • cleanDocs and RMail integration explained
  • Enterprise Software Selection Series: Start your software evaluation process by knowing exactly what you want
  • How to prepare your data in Worldox for the CCPA
  • Top 10 reasons enterprises depend on pdfDocs for PDF editing and bundling
  • Enterprise Software Selection Series: Keep on track by working methodically
  • Digital workflows that help accountants go paperless
  • A report into enterprise software investment, amid the COVID-19 pandemic
  • Add an electronic signature to a PDF with pdfDocs
  • Enterprise Software Selection Series: Create a clear path to success.
  • Part 1: A straightforward approach to navigating the software selection maze
  • Top 10 reasons why businesses choose contentCrawler to find every document
  • How to add custom metadata to electronic binder projects with pdfDocs Binder
  • New, smarter PowerPoint comparison for compareDocs users
  • The new work habits our Marketing team want to take back to the office, post COVID-19
  • Stay productive and secure during the Covid-19 crisis
  • 10 reasons to choose compareDocs to see the difference
  • Answers to common cleanDocs Server questions | FAQs
  • How to output PDF binders with Bates Numbering as file names using pdfDocs Binder
  • Are Australian businesses better at preventing data breaches caused by human error?
  • What I've learned about myself working from home because of COVID-19
  • Feature Spotlight: Customizing a TOC in pdfDocs
  • Working from home: Finding the silver lining in my new normal
  • How to work with Auto Page Numbering in pdfDocs
  • How to compare selected text with compareDocs
  • 3 ways accounting software can make tax time less taxing
  • How to convert from PDF to Word in pdfDocs
  • How to compare Excel files with compareDocs
  • A Q&A with the DocsCorp Co-Founders on gender equality in the workplace
  • Meet the female lead software developer inspiring change
  • Answers to frequently asked pdfDocs questions
  • Meet the female Sales VP leading an all-female sales team
  • How to compare PDFs in compareDocs
  • A better stylus editing experience with the DocsCorp PDF file editor
  • Travers Smith and DocsCorp Industry Case Study | Briefing February 2020
  • How 76,000 missing files were recovered in SharePoint
  • Top 10 reasons why businesses trust cleanDocs for data protection
  • DocsCorp wants to improve how you write on a PDF with a stylus
  • How to compare two Word documents in compareDocs
  • Ask an expert: How to compress PDFs using automation
  • 3 benefits of combining cleanDocs Desktop and Server to protect your sensitive metadata
  • Answers to common contentCrawler questions
  • How to justify email recipient checking software for your business
  • Document comparison workflows made simple
  • How to remove metadata from PDFs using cleanDocs
  • What you need to know about file compression
  • Answers to common cleanDocs questions
  • How email recipient checking in cleanDocs protects you from emailing the wrong person
Home
  • About DocsCorp
  • Disclaimer
  • Privacy Policy
  • GDPR Policy
  • Data Security
  • Accreditations
  • Service Level Agreement
  • Human Rights Policy
  • Anti-Slavery and Human Trafficking Policy
  • Anti-Bribery and Corruption Policy
  • COVID-19 Statement
Products
  • veroDocs
  • styleDocs
  • cleanDocs
  • cleanDocs Server
  • compareDocs
  • compareDocs Cloud
  • compareDocs Cloud API
  • compareDocs SDK
  • pdfDocs
  • pdfDocs Binder
  • printDocs
  • contentCrawler
  • contentCrawler Cloud
News
  • Press Releases
  • Events/Webinars
  • Industry Guides
  • Case Studies
  • Blog Posts
  • Infographics
  • Watch Our Story
myDocsCorp
  • Support Login
  • Pay2Go
  • myDocsCorp
  • Training Directory
  • Customer Support
  • Product FAQs
  • Find a Partner
  • Contact Us
  • blog
  • linkedin
  • twitter
  • facebook
logo

© Copyright DocsCorp 2021 - All rights reserved.