Optical Character Recognition is a tool or service that can help a business to achieve its desired goal along with providing proper services to the customer. Digital data processing has gone to a new level with the evolution of OCR. The purpose of the OCR is not limited to digital data processing; it also helps in maintaining accurate and exact information to pass on to the clients or customers. So, in case of customer service businesses, it is needless to say, passing correct information to customers can increase the chances of customer retention. The advantages of OCR are discussed in the following.
Before beginning with the advantages, let me brief you some details about what is OCR and how does it work.
- What is OCR?
- How does OCR work?
- Advantages of OCR
- 1. Easy Access to Information
- 2. Time and Energy Saver
- 3. Increasing Productivity
- 4. Customer Service Gets Improved
- 5. Data Updating
- 6. Cost-Cutter
- 7. Justification to Employee’s Capability
- 8. Data Accuracy and Data Security
- 9. Improvement in Services
- 10. Customer Retention
What is OCR?
OCR is an intelligent conversion software. The main purpose of OCR is to make the documents search-ready. Plus it has some other features like scanning a paper or digital document and converting it to the desired formats such as word, notepad, pdf, etc.
How does OCR work?
“Going paperless” is an initiative that many offices and companies have seriously taken. The evolution of digital documents made a profound change in the world market; which has helped the companies to increase their productivity by pushing their limits. Nowadays you don’t need to get up from your desk to find any information; everything is in the system in front of you.
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However, documents can have text, numbers or images in it and the computer doesn’t have the brain to distinguish between them. The computer only understands binary language; which are the combinations of two numbers i.e., 0 and 1. OCR converts the documents into binary lines, so the computer can scan, read, and re-assemble the data for making the future searches quicker.
Advantages of OCR
1. Easy Access to Information
When the information you are looking for is right in front of you in the system you are working; then undoubtedly it means that the documents are easily accessible. Using the OCR data processing, one can narrow down their searches in the broad database by using some parameters like name, address, reference numbers, etc.
2. Time and Energy Saver
Using paper documents, it was never possible to search for something within moments. As sometimes, one needs to search through an entire pile of papers to search for a document, which is pretty time-consuming. OCR has made the searches quicker and more straightforward, so there is no wastage of time. Plus you can get access to your documents by sitting at your desk so that you can use your energy in other productive works.
3. Increasing Productivity
When time and energy are not getting wasted in some tedious tasks, then that time and energy can be used in some fruitful work. In this case, when the employees can get access to the data within moments without shifting from their system, then they can attend more clients. When the work environment is proper to work in, then obviously it will help in increasing productivity. Find out how to make your workplace better than before on Business News Daily.
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4. Customer Service Gets Improved
Customer service based companies receive massive call traffic every day. Each customer calls for any inquiry or any service request. While on the call with the customers, if an employee can provide the exact information on time then obviously that boosts the customers’ experience. This can only happen in the case of digital information, and OCR will help the user to search for the data instantly.
5. Data Updating
OCR can convert the scanned documents in editable formats such as word, notepad, etc., so editing the report becomes easy. So any latest information can be updated in the documents for future use. On the other hand, copy-pasting from other materials is also possible while you are using OCR tools.
First of all, while you are not using paper documents anymore, then there’s no need to spend money on paper, printing ink, etc. In the case of OCR, it has very low-cost processing, plus it has the ROI factor in it. Even home-office owner can use the mobile OCR app for easy access and low cost.
7. Justification to Employee’s Capability
Using OCR, as the information and data become handy, then it automatically increases the working speed of organizations. When there’s no need to pursue boring and dull work like inputting numbers or data in the system, an employee can show their actual talents. Justifying employees’ skills and capabilities is another advantage of using OCR in business.
8. Data Accuracy and Data Security
While inputting data, there can be unintentional human mistakes, which by using OCR cannot occur. So the data inputted in the system will be accurate. It is needless to say when the customers get exact information; they feel satisfied and possess a good impression of the company.
Digital documents can be secured using passwords and other forms of encryption, which is never possible in case of physical or paper documents.
9. Improvement in Services
Some customer based companies, for the benefits of their customer, keep some data in public. In such cases, customer can get access to their accounts by simply login to the website or an app. Here, the advantage of OCR data processing is, the customers can get exact and proper information about their account.
10. Customer Retention
Excellent service and a great experience can help to build a good impression of your company in clients’ mind. Apart from that, providing accurate customer service increases customer loyalty and higher chances of conversion rates.
OCR is responsible for ensuring customer satisfaction and converting contents in searchable materials for future use. The advantages of OCR data processing is huge; the points as mentioned above are some basic advantages. However, even the primary advantages are enough for a company to progress in global competition.