What is Optical Character Recognition and how does it improve document management?

In document management workflows, OCR can support faster document retrieval, automated processing, and more efficient handling of scanned information. For organizations using MyQ document workflows, OCR can turn a scanned document from a simple image into information that can be processed as part of a wider workflow. 

What Is OCR?

OCR reads characters from a scanned document or image and converts them into digital text. Instead of treating a scanned page only as a picture, OCR makes the text available for further processing.

This is particularly useful when organizations need to work with information that starts as paper. Once a document has been scanned and processed with OCR, its text can be used within subsequent document workflows rather than requiring users to manually read and re-enter the information. 

How does OCR improve document management?

OCR can reduce the manual work involved in handling scanned documents by making their content available for further processing.

Depending on the workflow, OCR can support: 

• Searchable documents: Text within scanned documents can be recognized and made searchable. 

• Automated processing: Recognized text can be used as part of subsequent document workflows. 

• Less manual data entry: Information contained in a document can be processed without requiring users to manually retype everything. 

• More consistent document handling: Automated processing can reduce the manual steps involved in organizing and routing documents. 

• Faster access to information: Searchable content makes it easier to locate information within digitized documents.

The important distinction is that OCR does not simply create a digital copy of a paper document. It makes the information contained in that document usable within a digital workflow.

From scanned paper to structured information 

The value of OCR becomes greater when it is connected to document processing and workflow automation.

A scanned document can begin as an image. OCR can recognize the text contained in that image, providing information that can then be used by the document workflow. This can help organizations process documents based on their content instead of relying entirely on manual handling.

Within MyQ X, OCR is available as part of Easy Scan workflows and can be used alongside document processing capabilities. MyQ X 10.3’s Document Processor extends Easy Scan with automated document processing, supporting workflows where documents need to be recognized, separated, processed, or converted. 

This creates a practical progression: Paper document → Scan → OCR → Document processing → Destination or downstream workflow.

The benefit is not OCR in isolation. The benefit comes from using the information recognized from the document as part of a wider workflow.

How can OCR support data-driven document management?

OCR can provide information that makes documents easier to classify and process, but it is important to distinguish this from print and usage analytics.

OCR itself does not automatically create metrics such as department-level document volumes, cost-per-document figures, or digitization rates. Those metrics depend on the information captured and recorded by the wider document management workflow.

MyQ X provides reporting and accounting capabilities for tracking print, copy, scan, and related activities. When OCR and document processing are incorporated into those workflows, organizations can combine document processing with the operational information captured by MyQ.

This can give IT teams greater visibility into how documents are being processed, while finance and procurement teams can use MyQ reporting to understand document-related activity and costs.

How can different teams use document and workflow data?

For IT administrators

IT teams can use MyQ reporting to monitor print, copy, scan, and document-related activity across the environment. Combined with automated document workflows, this provides greater visibility into how users and devices are being used.

For finance and procurement

MyQ’s accounting and reporting capabilities can provide information about document-related activity and associated costs. This can help organizations monitor printing and scanning costs and understand where document-related resources are being used.

For compliance and legal teams

Document workflows can provide greater control over how scanned information is processed and routed. MyQ X also provides audit logging and document workflow capabilities that can support organizations where traceability and controlled document handling are important.

OCR Is the bridge between paper and digital workflows

OCR makes the text within scanned documents available for further processing, while document workflow automation can determine what happens next. With MyQ X, OCR can form part of Easy Scan workflows and work alongside capabilities such as Document Processor to help organizations move from simply scanning documents to processing the information they contain.

For organizations looking to reduce manual document handling, the key question is therefore not only “Can we scan this document?” but also “What can we do with the information once it has been scanned?”