Digitized 1000 Hardcopies into PDFs with OCR System
Delivered 1000 PDFs each week with the application of OCR technology for a B-School.
It’s one of the top-ranked global Business Schools operating in the United Kindom and neighboring countries. At present, the institute owns a large collection of business journals and offline business data records. Students across the globe pursue various MBA programs from this institute and get access to its premium content. The institute has converted some of the Hardcopies into PDFs to enrich its digital library.
The institute wanted to open its digital archive and store all the hardcopy journals there in soft copies. This strategy helped them attract international students to read their business content. On top of that, the company wanted to become a leader in providing top-class content in its MBA programs. Hence, the company invented the only solution that could fix all these things is the OCR technology. It decided to outsource the OCR technology to convert Hardcopies into PDF records. AskDataEntry reached the company and offered OCR outsourcing services and grabbed the deal.
Importance of OCR Services to Make Hardcopies into PDFs
Top-class business schools keep records of academic journals that guide students who studying MBA there. However, keeping all the records offline might not help students at this moment when they need digital support. Here comes the OCR technology as a medium to convert offline records into digital records. Optical Character Recognition (OCR) technology is an economical option that can convert printed papers into digital documents. This technology scans the documents and creates a digital impression of the same document instantly.
The application of OCR technology is wide as it covers different aspects of digital documents. For instance, after scanning the records, b-schools can store the records in any file format. Popularity-wise, storing files in PDF or TIFF format is the best option if the files contain images. Mostly, the B-schools that want to have a digital archive of storing all files prefer OCR services outsourcing. Nowadays, outsourcing companies are offering a variety of OCR services including handprint OCR, MICR, Typewrite OCR, and more. Hence, the application of OCR technology helps B-schools or any other institutions to convert their offline records into digital files quickly and efficiently.
Difficulties Highlighted in the Project
The plan to create a digital archive is not a new thing for the company as it started the conversion many years before. To convert the paper documents into digital documents, the client hired some experts to make Hardcopies into PDFs in this regard. However, the experts were not given proper training thus they created many challenges for the company.
The OCR technology randomly scans texts from a document and creates a digital version from it. It scans tables, charts, and other textual formats also but without maintaining their actual formats. Hence, issues regarding format are a very common thing in OCR technology so the company also faced that. The experts it hired did not provide the exact solution that could improve the formatting issues.
After scanning the images through the OCR technology, the main task was to proofread well. The client provided the responsibility of proofreading to its internal team which made the situation worse. The team was not well aware of the proofreading thing and thus made mistakes there.
The client previously hesitated to opt for OCR processes to digitize their documents. Using OCR technology can expose sensitive information to open sources. Therefore, the OCR experts were prevented from converting its wide number of MBA resources to digital files. It has decided to hire a reliable outsourcing partner that can protect its sensitive information accurately. Previously, the company had lost some crucial information by trusting a fraud OCR expert. Therefore, it did not want to make that mistake again without verifying anything.
To prevent the theft of sensitive information, the company first captured images and then sent them to the OCR experts. The OCR experts, on the other hand, made mistakes in capturing texts from the given images. The main issue that the experts faced was poor-quality images. The images were captured badly as they did not cover the entire area of the pages. Therefore, the OCR experts could not capture the entire text of the page, which is one of the big issues in this case.
Tailored Solutions from AskDataEntry
Providing custom solutions to the client was our priority because we wanted our contribute to this digital archive program. Thus, after getting the contract signed, we indulged in the development of this project to our full potential and to provide OCR advantages to the client company. In the following steps, we released our solutions to the client for this special project.
We established a direct mode of communication to get the detailed requirements from the client’s end. The client hesitated at first because of the sensitive nature of the information but we managed to convince them. We deployed strong security measures in the communication channel to keep all information intact. Thereafter, the client shared all their needs with us in several sessions.
After understanding all the requirements, we started planning for the entire project. We considered various aspects of the project and fixed a deadline for it. Along with that, we distributed our team members according to the needs of the project. We distributed only our expert OCR professionals to make Hardcopies into PDFs and who performed the same tasks before.
We asked the client to share their captured images via a secure platform. Hence, the client decided to share all the input documents through Dropbox. They shared images and wanted PDF files from us as the output. Note that we provided our data capture services along with OCR to complete the project faster.
The client specifically mentioned performing a trial project to check the quality of our OCR services. Therefore, we allotted 2 members from our team to prepare the trial project. The client shared 200 image documents for the trial so we sent them 200 PDFs within 24 hours. The client approved it and finalized the agreements with us for the rest project.
With the help of our image quality enhancement experts, we improved the image quality that the client has shared. We understand the importance of quality images for OCR conversion and thus we improved the quality of images. Hence, our professionals enhanced all images before initiating the OCR conversions.
To fix the OCR issues that were already made, we used cutting-edge tools from our end. The tools efficiently managed to fix the formatting issues and other things. Besides that, we include our manual inspection process to maintain the level of accuracy in the same process.
After fixing all the errors in the existing OCR files, we immediately delivered the project files. For delivery, the client demanded 1000 pages of PDF every week for a period of 20 weeks. By following the client’s instructions, we delivered 1000 PDFs each week via Dropbox.
Jack Jordan
(HOD, Department of Management )
We never imagined that OCR conversion could become a game-changer for us. AskDataEntry made this possible with its amazing OCR services for us. The company used cutting-edge tools along with manual insights to enhance the quality of conversion. AskDataEntry has completely satisfied us with its work.
