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Optical Character Recognition

PROSCAN® offers OCR scanning services and software that allows you to digitize your files and simplify your data entry and searches. Optical character recognition (OCR) software extracts and repurposes data from your scanned documents, such as text or images, putting them into words and sentences and allowing you to edit and access all the content from your original document. OCR can be included as part of your document management package or as a stand-alone option.

Optical Image Recognition (OCR)

Why Use OCR Scanning Services?

Enhanced Data Accuracy

Reduction in Human Error: Manual data entry is susceptible to errors. OCR technology significantly reduces these errors by automating the transcription process, ensuring data is captured exactly as presented in source documents.

High Accuracy Levels: Modern OCR systems can achieve up to 99% accuracy rates under controlled conditions, which is crucial for legal, financial, and healthcare records where precision is paramount.

Support for Multiple Formats: Whether dealing with structured forms or unstructured documents, OCR technology can adapt and extract data accurately, supporting various fonts and styles efficiently.

Increased Productivity

Speed of Data Processing: OCR technology allows for the rapid conversion of large volumes of documents into editable and searchable data, processing what would typically take hours manually in just minutes.

Automation of Routine Tasks: By automating data capture, businesses can free up resources, allowing employees to focus on more high-value tasks, thus optimizing workforce allocation.

Seamless Integration: OCR can seamlessly integrate with other digital systems (like Content Management Systems and Digital Asset Management Systems), streamlining workflows and reducing the need for manual data re-entry.

Improved Data Security

Secure Data Handling: OCR helps maintain data confidentiality by minimizing human interaction with sensitive documents and employing secure software processes that adhere to compliance standards (e.g., GDPR, HIPAA).

Data Loss Prevention: Digitizing documents via OCR significantly reduces the risk of data loss due to physical damage (like fires or flooding) to paper records.

Controlled Access: Digital documents can be encrypted, tracked, and controlled much more tightly than physical documents. Access rights can be easily managed, and audit trails can monitor who accessed information and when.

Scalability of Solutions

Handling Increasing Volumes: As businesses grow, so does the volume of documents they need to process. OCR systems are highly scalable and designed to handle increases in volume without a corresponding increase in errors or processing time.

Flexibility Across Business Sizes: Whether a small business or a large enterprise, OCR solutions can be customized to fit the size and specific needs of any organization.

Support for Various Languages and Characters: Advanced OCR systems are equipped to handle multiple languages and even special characters (like Cyrillic, Mandarin, or Arabic), making them ideal for global businesses.

Cost Efficiency

Reduction in Operational Costs: By reducing the reliance on manual entry, businesses can lower their operational costs significantly—less time spent on data entry means lower labor costs and faster turnaround times.

Minimized Need for Physical Storage: Digitizing paper documents reduces the need for physical storage, saving money on storage costs and providing easier and faster access to archived documents.

Improved ROI: The initial investment in OCR technology is quickly offset by the rapid and substantial gains in efficiency and accuracy, leading to a better return on investment.

Choosing the Right OCR Scanning Service Provider

Quality Control For Document Scanning Services

Superior Character Recognition 

Choose a provider like PROSCAN® that guarantees high recognition accuracy across various document types and conditions. Our OCR software minimizes errors and ensures reliability through robust system uptime and comprehensive technical support, setting industry benchmarks for performance continuity and dependability.

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Cutting-Edge OCR Technology

PROSCAN® employs the latest advancements in OCR technology, including artificial intelligence (AI) and machine learning. These technologies adapt and improve with use, handling complex document formats and continuously enhancing accuracy. Our scalable solutions effectively manage varying document volumes, supporting your business growth without compromising on performance.

Data Security and Compliance

Unmatched Data Protection

Security is paramount at PROSCAN®. We comply with international data security standards such as ISO 27001 and adhere to strict regulations like GDPR and HIPAA. Our robust privacy controls, including data anonymization and secure destruction policies, ensure that your sensitive information is protected with the highest level of security.

Integration of scanned documents

Seamless Integration

Our OCR scanning services integrate seamlessly with your existing systems, including DMS, CRM, and ERP systems. PROSCAN® supports robust API integrations, which facilitate smooth data synchronization and minimize manual data entry, enhancing your operational efficiency comprehensively.

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Customizable OCR Solutions

PROSCAN®offers flexible and tailored OCR solutions that can be customized to meet the specific needs of any business and industry. Our services adapt to both structured and unstructured documents, providing the most accurate data extraction and conversion possible, which competitors simply cannot match.

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Exceptional Support and Reliable Service

At PROSCAN®, we provide industry-leading customer support, including responsive technical assistance, in-depth training, and extensive troubleshooting resources. Our Service Level Agreements (SLAs) are clearly defined, offering performance metrics, uptime guarantees, and compensation for service disruptions, ensuring high levels of client satisfaction and reliability.

How Does OCR Technology Work?

Scanning or Capturing the Image

The first step in the OCR process is digitizing physical documents. This can be done using a scanner, a digital camera, or even a smartphone. The goal is to create a precise digital image, as the quality of the image significantly affects the accuracy of the subsequent text recognition.

Pre-processing the Image

Noise Removal: Eliminates background noise and improves contrast for more accurate recognition.

Deskewing: Corrects the alignment of the image if the text lines are tilted.

Binarization: Converts the image to black and white, distinguishing text quickly from the background.

Line Removal: Cleans up non-textual elements like grids or boxes that could interfere with text recognition.

Segmentation: Breaks the image into elements such as blocks of text, lines, words, and eventually characters, preparing it for recognition.

Character Recognition

This is the core of the OCR process, where the segmented character images are analyzed and converted into character codes suitable for use in data processing and text editing applications.

Pattern Recognition: OCR systems can use a database of character patterns to find matches between the segmented characters and known patterns.

Feature Detection: Advanced OCR systems analyze the unique features of each character, such as lines, loops, and intersections, to distinguish between similar-looking characters (e.g., '0' and 'O').


Spell Check and Proofreading: Corrects common recognition errors and refines the output using predefined rules and dictionaries.

Formatting Recognition: This process identifies and retains the layout of the original document, including font types, sizes, headers, columns, and tables.

Contextual Analysis: Enhances accuracy by using context to correct errors (e.g., using grammatical rules or specific vocabularies related to healthcare or legal documents).

Technologies Behind OCR

Optical Techniques: Basic OCR technology, involving straightforward image scanning and processing.

Machine Learning Algorithms: Modern OCR tools use machine learning techniques to improve accuracy with use, adapting to new formats and learning from correction patterns.

Neural Networks: Particularly Convolutional Neural Networks (CNNs), are employed for feature detection tasks to enhance the accuracy and speed of character recognition.

Natural Language Processing (NLP): Used in post-processing to apply contextual corrections based on the syntax and semantics of the text.

Integration with Other Systems

Document Management Systems (DMS): OCR technology can be integrated into DMS to automatically convert scanned documents into searchable and editable formats, thus facilitating easy data retrieval and efficient document organizing.

Enterprise Resource Planning (ERP) Systems: Incorporating OCR into ERP systems helps automate the input process of financial documents, such as invoices and receipts, directly into financial software, reducing entry errors and increasing processing speed.

Customer Relationship Management (CRM) Systems: OCR can automate the digitization of business cards, forms, and other customer-related documents, allowing for quick updates and retrievals of customer information in CRM systems.

Compliance Tracking: Integrated OCR systems help ensure that digitized documents comply with legal standards, providing features like automatic redaction of sensitive information and detailed audit trails for document edits and accesses.

Optical Character Recognition (OCR) FAQs


OCR, or Optical Character Recognition, is a technology that converts different types of documents, such as scanned paper documents, PDF files, or images captured by a digital camera into editable and searchable data. This is achieved through scanning the document, recognizing and converting the characters in the images into text, and then formatting the text to match the original document.

The primary benefits of OCR scanning services technology include increased efficiency and accuracy in data entry, reduced storage space, enhanced accessibility of information, improved data security, and considerable savings in time and cost associated with manual data entry.

Yes, advanced OCR systems, like those offered by PROSCAN®, are capable of recognizing handwritten text from various sources. The effectiveness can vary based on the handwriting clarity and the specific OCR technology used.

OCR technology can handle numerous file formats, including PDF, TIF, JPG, BMP, PNG, and GIF. PROSCAN's OCR solutions are designed to accommodate a wide range of document types to ensure flexibility in document management.

The accuracy of OCR depends on the quality of the document scanned and the OCR technology used. PROSCAN®'s OCR scanning services boast high accuracy rates, typically above 98%, with continuous improvements through machine learning.

Yes, OCR is secure. PROSCAN® prioritizes data security, complying with international standards such as ISO 27001 and regulations like GDPR. Our OCR solutions include robust privacy controls to protect sensitive information.

Absolutely. OCR solutions can seamlessly integrate with existing systems such as Document Management Systems (DMS), Enterprise Resource Planning (ERP) systems, and Customer Relationship Management (CRM) systems through robust API support.

Numerous industries can benefit from OCR services, including healthcare, legal, finance, education, and government sectors. These services help in managing records, automating data entry, and complying with regulatory requirements.

OCR significantly enhances business efficiency by automating the data entry process, reducing error rates, speeding up document processing, and allowing employees to focus on higher-value tasks.

Traditional OCR relies on set algorithms to recognize text, which can be limited by the quality of the document. AI-powered OCR, like PROSCAN utilizes, incorporates machine learning and natural language processing to improve accuracy and adapt to new document types over time.

PROSCAN® uses state-of-the-art AI technologies and machine learning algorithms to enhance the accuracy of its OCR services continually. These technologies allow for the learning of new patterns and adaptation to changing document formats and complexities.

Yes, modern OCR systems are capable of recognizing multiple languages. PROSCAN®'s OCR solutions support various global languages, enhancing the accessibility and usability of the processed data for international businesses.

To start using OCR services, you need a scanner or a digital camera to convert your physical documents into digital format, and an OCR service provider like PROSCAN® to process the digital documents. Integration with existing systems may also be necessary depending on the business's needs.

OCR is highly cost-effective, especially in the long run. By reducing the need for manual data entry and minimizing errors, it saves on labor costs and operational expenses. PROSCAN® OCR scanning services also help reduce the need for physical storage space, further cutting costs.

Choosing the right OCR service provider involves considering factors such as accuracy, technology used, security measures, integration capabilities, and customer support. A provider like PROSCAN® that offers high accuracy, advanced technology, robust security, seamless integration, and excellent customer service would be an ideal choice.

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