A scanner and an OCR software are the key components of a 'paperless office'. The scanner helps you bring existing paper documents like letters, invoices, books and faxes into the computer while the OCR software converts these scanned images into editable and searchable formats like PDF or Microsoft Word.
OCR can help you go paperless be increasing the convenience with which you can locate digital files. One nice prospect to adding an electronic document management system to your business is getting all your paper files into searchable digital form. With KRYSTAL DMS' straightforward import features, digital imaging is easy, and with KRYSTAL DMS metadata definitions, you can quickly retrieve your scanned documents later.
Here's a short outline on the different ways to scan with KRYSTAL document management system software:
Easy & Simple scans : Save any type of scan — even from very low-cost scanners or all-in-one printers with imaging capabilities — into a dedicated network folder. After you configure KRYSTAL DMS to import these new files from this source folder, the document management software will prompt you to assign metadata information or you can provide this metadata information in a simple file kept in the same source location. Although the document content is not searchable, your metadata attachments to the document will associate the file with the appropriate organizational categories.
KRYSTAL DMS - Inbuilt OCR Engine : KRYSTAL DMS - Premium Edition and KRYSTAL DMS - Enterprise Edition comes bundled with an Open Source OCR technology named "Tesseract-OCR" which automatically performs the OCR on the documents uploaded in KRYSTAL DMS.
For each document uploaded to the repository, all unique words are indexed, or recorded, as associated content meta-data. The search engine queries against these values to rapidly search content across a wide variety of document types.
The KRYSTAL Document Management System software can extract the content; essentially 'reading', from all file types including PDF, Microsoft Office, Zip and many, many more. Users can restrict the area of the repository when searching, for example searching by domain, by the type of document, by author, by creation date, by approval status and any other meta-data search parameter.
Full-Text Indexing features
- Full-text indexing occurs as a background process and only consumes server resources when they are available, ensuring rapid server response for users.
- Indexing of unique words and phrases into a database table makes searching across thousands of documents nearly instantaneous.
- TIFF image OCR technology allows full-text searching of scanned and electronic fax documents along with images and PDF files
Enhanced OCR performance is part of the newest upgrade of KRYSTAL DMS.