Oh! Did we mention, replace OCR technology with AI-enabled OCRs, before you start?Īrtificial Intelligence (AI) is a revolution in the automation industry. “Isn’t the process risky and probably full of anomalies?”, you might ask.
Send the documents for approval and take desired action. Keep the data unaltered as it gets imported in the sheet from OCR. Don’t check your spreadsheets for invalid data. Let the documents be scanned as they enter into the system. Do not create any templates to feed in the OCR software. Don’t structure your data – if your documents are unstructured, keep them in the same state. Let’s follow a simple approach to export data from PDF to Excel. It clearly highlights the unproductivity and inefficiency of your internal business operations, later visible on the entire business. If you backtrack the process, you can calculate how long and how much you are spending on mere data extraction (creating templates, validating extracted data, making changes, and sending for approval!). Also, it cannot work with unstructured or semi-structured documents. It consumes excessive time, money, and resources until the whole process gets executed. The staff has to manually check and update the extracted data for validation and approval. Since it is impossible to code templates for thousands of document variations, abundant manual work comes into picture to rectify errors as a result of variances. A slight change in the position of document fields confuses the OCR and it might result in a costly error. It only looks for the position of the field as defined in the template and extracts data accordingly. Traditional OCR technology cannot interpret data, and hence, do not understand the context or meaning a field conveys. The inability of traditional OCR technology to deal with diverse document formats/structures/ layouts affects the system’s accuracy and requires high amount of manual intervention to ensure the integrity of the extracted data. Document processing is incomplete until the document scans against all the anomalies, meets the required standards, and routed for approval from the authorized departments. 
Mere OCR Reader to Excel conversion is not enough. 
When the OCR recognizes a document with variations (different layout than the pre-fed template), it either makes mistakes in extracting data or skips the entire document.
These algorithms create templates, separate one for each document type, language, format, and layout.
Traditional OCR technology works on pre-fed template-based algorithms to extract data from documents.
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