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Optical Character Recognition otherwise called as OCR is the process of changing an image into a machine readable and editable text medium. The process involves the lookup for typewritten, handwritten or printed text from a given image file which can be in PDF, GIF, JPEG, TIFF, BMP or PNG.

So why the need for the translation in the first place? In many instances digital files stored in text format is more appropriate. Just to illustrate. A database whose records are in readable text is easier to process. Aside from the ease of processing, this format allows you to carry out better database manipulation. Consequently, it enables you to come up with important analytical reports useful for decision making purposes.

OCR becomes vital if you have to convert sizeable hard documents in digital format. The importance of OCR is more pronounced if you need the digital format in editable text file. Though digital conversion for hard documents can be done manually, this is not an effective and efficient proposition. You need considerable man hours for the conversion process. Hence this may turn out to be more expensive and error prone conversion process.

OCR is undoubtedly the way to go for data entry of voluminous hard documents into text readable and editable format. To carry out data entry through OCR, one important requirement is the use of an OCR software program. Below are primary OCR software classifications:

1) Commercial OCR Softwares

You have to invest in order to access this kind of OCR softwares. They are packaged with after sales support and good features to include multi language conversion, ability to classify business documents like invoice, purschase orders, etc. If you are faced with significant volume of text conversion task, choosing the commercial OCR software package route is a wise decision.

2) Open Source OCR or Free OCR Softwares

Usually fall under the General Public License (GPL), these are free OCR packages which can you tap for your image conversion to text. These are downloadable online. Infact since several of these packages come as open scripts, you can even modifiy these applications to suit your needs.

They serve the same functionalilty as other available OCR softwares. The disadvantage though is that these open script OCR packages or free OCRs normally do not come with support. You can only rely on online available info about their functionality and usability.

3) Online OCR

File conversion can be undertaken online. That means you just upload the necessary files for conversion to the website of a particular online OCR service provider. The generated output is usually sent to your email address. However there are different providers which do not require your email address or registration for output generation. If there is one disadvantage of online OCR, it is the risk of exposing your files- which is not a good idea for confidential files.

Choosing the right OCR software is hinged on your data entry requirements. The main consideration however is to spell out your specific needs and reckon that with your current resources. Tapping OCR sofwares whether these are free, commercial or online OCR makes sense. It undoubtedly helps in your file conversion to computer readable and editable text less taxing.

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