OCR: All about Optical Character Recognition

One of the advances that have revolutionized the way we deal with written information in the digital world is the OCR technology. A solution that allows us to convert printed documents or images into digital text, which can save us time and effort on repetitive tasks or those related to document management.

Today, many companies manage a large amount of paperwork, invoices, contracts, and legal documents. Digitizing this information using OCR technology not only improve efficiency, but also makes it easy to search, edit and store. In this article, we'll tell you everything you need to know about optical character recognition: what it is, how it works, and what its uses are.

What is OCR and what is it used for?

OCR stands for Optical Character Recognition. Translated to Spanish: Optical character recognition. This technology analyzes documents containing text, such as images, photographs, or PDF files, and converts them into data that can be interpreted by a computer.

Explained in a very brief way, OCR technology is capable of extract the visual characters from an image and translate them into editable text. This means that we can convert a scanned document into a file. Word, Excel, JSON or other formats, making it easy to edit, search and process.

Why is this so interesting? The answer is obvious: its numerous practical applications, ranging from the digitalization of from physical files to task automation in workplaces such as banks, hospitals, insurance companies, marketing companies, logistics… Any company that works with large volumes of information.

How does OCR technology work?

The process of optical character recognition It consists of several fundamental steps in which hardware (such as a scanner or camera) and specialized software are combined, which uses algorithms based on visual patterns and even artificial intelligence.

These are the key steps of OCR technology:

1. Document capture: An image of the document is obtained using a scanner or camera.
2. Preprocessing: The software improves image quality by adjusting contrast, removing visual noise, and detecting edges.
3. Segmentation: The system divides the image into sections: blocks of text, lines, words and finally characters.
4. Recognition: Each character is analyzed and compared to a database containing patterns of letters, numbers, and symbols.
5. Post-processing: Possible errors are corrected and the content is structured for export in digital format, as plain text or structured JSON.

Although this process may seem complex at first glance, the truth is that can be run in seconds thanks to modern software. This allows us to take advantage of real-time OCR technology, even from mobile applications.

Types of OCR technology

There are various variants within OCR technology, adapted to different uses and document types. Not all texts are the same, and therefore, depending on the case, specific methods are used to ensure accurate reading.

• Traditional OCR: Used for printed texts, books, reports or any typed document.
• ICR (Intelligent Character Recognition): Specialized in handwriting recognition, such as handwritten forms. It uses AI to improve its accuracy.
• OMR (Optical Mark Recognition): Identifies marks, such as selected boxes, signatures, or logos. Widely used in surveys, exams, and lotteries.
• OWR (Optical Word Recognition): Identifies whole words instead of single characters when working with clear, well-structured texts.

The choice of variant will depend on the type of document and how complex its visual content is. For example, a passport requires ICR to read signatures, while a multiple-choice form needs OMR.

Advantages of using OCR in companies and organizations

Implementing OCR technology offers clear benefits for any organization that handles documents. Thanks to this system, processes that previously required manual labor and were highly error-prone can be automated. These are some of the main advantages:

• Time saving: Automatic document processing saves hours of manual typing.
• Error reduction: It reduces errors inherent in human work, such as typing errors.
• Quick access to information: Allows you to search for names, dates or key data within digitized files.
• Lower operating costs: Reduces the need to print, store, or mail physical documents.
• Greater security: Digital documents can be encrypted and protected with restricted access.
• Improve the customer experience: Processes such as identity verification and customer service are streamlined.

Most common uses of OCR technology

OCR has practical applications in multiple sectors. And with the evolution of software, more and more tasks can be automated thanks to this tool. Some of the most common uses are:

• Identity verification: Scanning of ID, passports, or driver's licenses to verify personal information.
• Digital onboarding: Register new clients with banks or businesses by scanning documents from mobile apps.
• Invoice processing: Extract expense information for accounting or ERP systems.
• License plate recognition: Vehicle control in traffic or parking systems.
• Reading medical prescriptions: Extract data from medical instructions in hospitals or pharmacies.
• Accessibility for people with visual impairments: Transform text into voice or accessible formats.

Documents that can be processed with OCR

Thanks to the versatility of OCR, it can be applied to different types of documents. As long as they are in a recognizable visual format, they can be sent via web applications, email, or mobile devices.

Among the most common supports are:

• PDF (scanned or generated from image)
• Images in JPG, PNG, BMP, TIFF formats

And the most processed document types are:

• invoices and receipts
• Identity documents (ID, passports, licenses)
• Contracts and forms
• Delivery notes and proof of delivery
• Prescriptions, vehicle registrations and bank statements

OCR tools and services available

There are different options for applying OCR depending on your needs. From free tools for one-off jobs to integrated business solutions.

• Desktop software: Programs like ABBYY FineReader allow you to apply OCR professionally.
• Mobile apps: Apps that use your phone's camera to scan and convert text in real time.
• Online services: Websites where you can upload a file and download it already processed without having to install anything.

Furthermore, Many document management platforms include built-in OCR technology modules. This makes it easy to use regularly in file flows, accounting management, or secure storage.

Digitizing documents has never been more necessary than now, both for reasons of efficiency and sustainability. Applying OCR is undoubtedly one of the most effective ways to reduce paper use, improve access to information, and optimize repetitive processes that previously required hours of human intervention.