It's easy to carry on as you are right? Copying, pasting and typing all your financial information from every invoice, every day into your accounting software. Wrong! This is time wasted, money lost and error prone.
What if we told you there was a better way...no more manual data entry, no more paper filing and more time for meaningful work.
At DocTech our solutions will help your organisation move away from these problems and towards digitally automated processes.
Optical Character Recognition is a form of text recognition where technology is used to identify handwritten or machine printed characters inside scanned documents or photographs. Optical Character Recognition software converts this text into machine readable data that can be easily used in data processing.
Using OCR software means highly accurate data is captured at the beginning of any business process, ensuring information is correct from the start. Incorrect data entering business systems can be hard to spot until it's too late.
DocTech's document management software digitally and securely stores documents of any type including forms, emails, quotes or drawings in one central location. Documents are either scanned in or saved directly from an inbox, giving authorised users across the organisation access to the same information.
The OCR technology built in to our document management software scans receipts, invoices or contracts and extracts the key information. This information is turned into structured data with metadata automatically applied. Documents are classified and saved in the way you choose during set up, such as by type, date, client etc. so they can be easily found.
Once in the software, document information can be used as the business requires. Whether that's securely stored until needed, or pushed into a ERP or Finance package to kickstart an automated workflow.
Read more ideas for Process Optimisation in our Ultimate Guide.
Machine Learning is a form of artificial intelligence (AI) that will automatically improve output the more it is used. You may not be aware, but your email filters do this every day, sorting out spam and learning each time you send something to your junk folder.
Our document management software learns as it goes. As more documents are scanned and saved, it starts to remember where on the page the key information is.
It's likely your business receives documents from the same suppliers who use the same templates for their invoices. Our software learns the company name is top middle and the invoice number is top right and automatically saves the document under these categories. Any corrections needed, the software learns and so with each scanned document, the speed and reliability increases.
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The benefits of Optical Character Recognition for organisations are simple - save time and resources. Data can be processed faster and more accurately, eliminating the need for manual data entry and the mistakes that go with it.
If one member of staff spends a day a week inputting data, that's an extra day your business gains back for more meaningful work. Not to mention a more interesting and productive day for the employee.
Paper and all the problems with it such as loss, duplication and associated costs are removed.
Additionally, document management software and be integrated with any other third party application. Scanned documents are saved and information automatically populated into Sage, SAP, Dynamics Nav and more.
These highly scalable and intuitive solutions can ensure a ROI for your organisation; save time and money, increase productivity and streamline processes.
Incorporating Optical Character Recognition (OCR) for handwritten documents into a Document Management System (DMS) significantly enhances the system’s ability to handle analog content. Traditionally, DMS platforms have excelled at organising, storing, and retrieving digital files—and now integrating advanced OCR capabilities bridges the gap between paper-based information and digital workflows.
Handwritten documents, such as meeting notes, forms, medical records, archive materials or forms, often contain critical data that is difficult to search or categorise without manual input. Modern OCR engines, powered by machine learning and neural networks, can now accurately interpret a wide range of handwriting styles. By embedding this technology into a DMS, organisations can automatically convert scanned handwritten pages into fully searchable and indexable digital content.
Improved Searchability: Handwritten content becomes accessible through keyword searches, dramatically reducing retrieval time.
Enhanced Workflow Automation: Extracted text can trigger automated actions such as tagging, categorising, or routing documents to appropriate folders or team members.
Data Preservation and Compliance: Digital conversion ensures long-term preservation of handwritten documents, while also supporting regulatory compliance through accurate record-keeping.
Scalability: As handwritten input is digitised efficiently, organisations can scale their data capture efforts without adding manual workload.
By extending OCR capabilities to handwritten documents, a DMS becomes not just a storage tool, but a powerful engine for transforming and leveraging all types of content—regardless of format.
Can your business afford to carry on as it is? Speak with one of our experts and let us understand your processes and how we can help.
