Best OCR software for 2023

Anandarup Ghosh

• 4 min read

Introduction:

OCR software is an AI-enabled solution that automates end-to-end document management to free up choked bandwidth. It detects the text from print, PDF, or handwritten documents, converts it into an editable format, and saves it on your system. It has greatly transformed the way information is processed, retrieved, and shared. OCR technology utilizes a combination of image processing, pattern recognition, and artificial intelligence techniques to recognize and interpret characters from scanned documents or images.

According to scale, businesses can be classified into broadly three categories:

1)Small businesses

2)Small and Medium businesses

3) Large businesses

The table below gives us information regarding the best OCR software according to the various types of businesses they are associated with.

  • Best for enterprise businesses: Laserfiche
  • Best by  user satisfaction: Finereader PDF for Windows and Mac
  • Best by the ease of use: Finereader PDF for Windows and Mac
  • Best for budget: Laserfiche
  • Best for small businesses: Finereader PDF for Windows and Mac
  • Best for mid-market businesses: Laserfiche

LASERFICHE:

INTRODUCTION:

Laserfiche OCR Software is an advanced solution that harnesses the power of OCR to convert scanned documents, images, and PDFs into searchable and editable digital files. With its cutting-edge technology and robust features, Laserfiche OCR empowers organizations to streamline their document management processes, enhance data accessibility, and increase overall productivity.

FEATURES AND ADVANTAGES:

Laserfiche, as a comprehensive document management platform, offers a wide range of features to meet the diverse needs of organizations. Here are some key features of Laserfiche:

  1. Document Capture: Laserfiche supports a wide range of scanning devices, including desktop scanners, multi-function copiers, and network scanners. Users can initiate scanning directly from the Laserfiche interface or through integrated scanning applications. The software provides flexible options for configuring scan settings such as resolution, color depth, and file format. Apart from this, Laserfiche employs advanced image enhancement techniques to improve the quality of scanned documents which automatically adjusts brightness, contrast, and sharpness, removes blank pages, and corrects skewed or rotated images. This ensures optimal image clarity and legibility for subsequent processing.
  2. Document Retrieval and Search: Laserfiche enables efficient document retrieval through its powerful search capabilities. Users can perform full-text searches across document content, metadata, annotations, and annotations to locate specific information within seconds. Advanced search operators, filters, and saved searches further enhance the search experience.
  3. Workflow Automation: With Laserfiche, you can automate repetitive tasks and streamline business processes. Its intuitive workflow designer allows you to visually design, implement, and manage workflows without coding knowledge. You can route documents, assign tasks, set reminders, and track progress, improving collaboration and ensuring efficient process execution.
  4. Security and Compliance: Laserfiche prioritizes data security and compliance. It provides features such as access controls, user authentication, encryption, audit trails, and records management capabilities to ensure the confidentiality, integrity, and availability of sensitive information. Laserfiche complies with industry standards and regulations like HIPAA, GDPR, and ISO 27001.
  5. Integration Capabilities: Laserfiche integrates with various third-party applications, including CRM systems, ERP systems, email clients, and other business software, to provide a unified and connected information ecosystem. This enables data exchange and synchronization, eliminating silos and enhancing productivity.

DRAWBACKS:

  1. Accuracy Limitations: Despite advancements in OCR technology, no system is perfect. Laserfiche OCR may encounter difficulties accurately recognizing certain fonts, handwritten text, poor-quality scans, or documents with complex layouts. In such cases, the software may produce errors or require manual verification and correction.
  2. Initial Configuration and Training: Implementing Laserfiche OCR software may require initial configuration and training to optimize its performance for specific document types and data extraction requirements. This process may involve defining templates, fine-tuning OCR settings, and training the software to recognize specific document layouts accurately.
  3. Processing Time: OCR processing can be time-consuming, especially when dealing with large volumes of documents or complex layouts. The time required to convert documents into searchable and editable formats using Laserfiche OCR may vary based on factors such as document complexity, page count, and hardware capabilities.
  4. User Interface Complexity: Laserfiche offers a feature-rich platform, which can sometimes result in a complex user interface. Users may require training or familiarization to fully utilize the software's capabilities effectively. However, Laserfiche does provide training resources and support to help users navigate the platform.
  5. Dependence on Document Quality: The accuracy and effectiveness of Laserfiche OCR heavily rely on the quality of the input documents. Low-quality scans, heavily degraded images, or documents with smudged or illegible text may result in decreased OCR accuracy. Organizations need to ensure documents are of sufficient quality for optimal OCR results.

FINEREADER PDF

FineReader PDF is an advanced software solution developed by ABBYY, renowned for its exceptional optical character recognition (OCR) technology. It offers a wide range of advantages and features that make it a powerful tool for working with PDF documents on both Windows and Mac platforms.

FEATURES AND ADVANTAGES:

  1. Accurate OCR Technology: FineReader PDF excels in its OCR capabilities, accurately converting scanned documents, images, and PDFs into editable and searchable formats. It recognizes various languages and preserves the original document layout, including tables, images, and formatting.
  2. Intuitive User Interface: The software boasts a user-friendly interface designed for easy navigation and efficient document processing. Its well-organized toolset and clear menu structure make it accessible to both novice and advanced users.
  3. Intelligent Search and Redaction: FineReader PDF enables quick and accurate searches within large PDF collections or archives. Users can find specific words or phrases across multiple documents and employ advanced redaction tools to protect sensitive information.
  4. Seamless Integration and Compatibility: The software integrates smoothly with popular document management systems, cloud storage platforms, and productivity applications. It supports integration with Microsoft Office, SharePoint, Dropbox, Google Drive, and more, enhancing productivity and workflow efficiency.
  5. Cross-Platform Availability: FineReader PDF is available for both Windows and Mac operating systems, allowing users to enjoy its features and benefits across different platforms. It provides a consistent experience and ensures compatibility regardless of the operating system in use.

DRAWBACKS:

  1. Cost: FineReader PDF is a premium software, and its pricing might be a deterrent for some users, especially those with limited budgets or who require basic PDF functionalities.
  2. Steep Learning Curve: While FineReader PDF has an intuitive user interface, it still has a learning curve, especially for users who are new to advanced PDF editing and OCR technology. Mastering all the features and functionalities may take some time.
  3. Resource Intensive: FineReader PDF can be resource-intensive, particularly when working with large documents or performing batch processing. Users with older or less powerful computers may experience slower performance during OCR or conversion tasks.
  4. Limited Mobile Support: While FineReader PDF is available for Windows and Mac, its mobile support is limited. There are mobile apps available, but they offer more limited functionality compared to the desktop versions.