Text Searchable Files
Paper files are traditionally indexed on a Reference Number and Subject. In order to find anything specific the expertise of a knowledgeable librarian or records officer may be required. Arc Imaging Bureau Services are able to convert your archives so that all text printed data can be stored in a database. By text searching the contents in the database a list of files containing the word or phrase will be produced in seconds.. As an example any name or post code could be entered, and only files containing that name or post code will appear in the results list. Your documents can be saved in a variety of ways, such as Tiff format, but many organisations prefer to use PDF OCR (Optical Character Recognition) format.
PDFs that are generated from an electronic source – such as a Word document, a computer generated report, or a spreadsheet – and have an internal structure that can be read and interpreted. These “generated” PDF documents already contain characters that have an electronic character designation. As such, conversion from such a PDF can rely on these electronic character designations and provide reliable text searchable output
PDF documents can also be created through the process of scanning a document into electronic format. What a scanned document represents is really just a “picture” of the words contained within that document.
In order to convert a scanned document into an editable format, OCR software is required to analyze the “image” of each character and match it to an electronic character-based file. Because of this, it is more difficult to ensure that the character that is “recognized” by the OCR software is the character on the scanned document. The quality of OCR output is affected by matters such as poor image quality of the original document, mixture of fonts used within the scanned documents, and italicized and underlined fonts, which may blur the quality and shape of individual characters.
Arc Imaging’s PDF and OCR scanning solutions are superior to the many scan to PDF solutions available. We focus on the creation of high quality PDFs so our OCR software is able to read and convert almost any text in the documents to searchable, useable text in your electronic document archive.
The complete text within any scanned file can be searched, so that any word or phrase you require within your document management system can be found almost instantly.
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