In the article below, we will show you how you can increase your operational efficiency, reduce human error through increased accuracy, lower your current costs, maximize your office space, maintain data integrity and improve data security.
We list the advantages of the PaperOffice document management system for you, and how you can guarantee your cost reductions of up to 92% thanks to the use of a DMS.
We also explain what regular expressions (regex) are and list concrete REGEX application examples in the second part of this article.
You'll learn how they can help you extract the data you need from your documents quickly, efficiently, and without manually entering that data.
Three magic letters technique - OCR
What does OCR actually mean and what is it used for?
Optical character recognition (OCR) is now widely used to extract information from various documents, such as receipts, to digitize physical paper documents and streamline document management workflow.
The use of OCR text recognition gives companies a huge advantage as it can help automate document processing, a process that plays a significant role in any industry.
OCR, short for Optical Character Recognition, allows a software product to recognize and extract text from a digital image. It is essential for reading and analyzing scanned documents, for example.
While receipt OCR is handy when businesses deal with batches of receipts on a daily basis, an OCR receipt scanner alone is not enough to provide sufficiently accurate results.
A document management system should be used for this, which already has an extensive OCR function on board as standard, such as PaperOffice DMS.
Thanks to the use of a DMS with integrated OCR text recognition, you get many advantages
Advantages of digitization
Almost everyone who has dealt with the topic of cost reduction in a company has certainly dealt with the technical term "digitization".
Typically, all of the company's receipts are kept in one place. The processing of the documents will only start after a few days. Digitizing them manually involves locating the relevant information, entering it into a spreadsheet, checking that the entries are correct, before moving on to the next, until you've finally digitized stacks of invoices and other documents.
You may even need to take an extra step to upload the spreadsheet to different systems for operational or accounting purposes.
Sounds awful, right?
After setting up the template and the desired specific data fields, the information is extracted from individual documents or document batches.
Extensive document information is stored accordingly, the document is tagged and, thanks to the information read out, can be automatically linked to a stored contact if required.
All you have to do is digitize the files by scanning them or sending them to you digitally from the start, such as by email, and saving them in PaperOffice.
The document management system will do the rest for you.
Tip
By the way, there is a special article on the topic "The 10 most important advantages of digitizing paper documents":
