The Practices of Document OCR for Translators and Graphic Designers

Optical Character Recognition (OCR) has become an indispensable tool in the arsenal of today�s translation and design professionals. OCR allows you to transform printed, non-editable text (e.g. from a scan, photo or text converted to curves) into a digital, editable and searchable format by converting the appearance of letters into machine- coded text. Just like someone looking at a page of a book and typing the text into Word.

OCR in Translations

OCR has become an invaluable tool for translators. Regardless of the type of document, SwifDoo PDF (the basic PDF OCR tool) effectively scans and extracts text, streamlining the translation process. However, it should be remembered that OCR, despite its effectiveness, is not flawless. Minor errors in recognition can occur, so careful verification of results is necessary.

OCR in Graphic Design

Graphic designers have also embraced the power of OCR, enabling them to quickly extract text from images and manipulate it in their designs. The aforementioned SwifDoo PDF not only speeds up workflows, but also increases accuracy (compared to manual rewriting). Graphic designers can scan documents, adjust layouts, and reuse content consistently, often without compromising the original design elements.

Full Graphic Representation

Every element of preparation can make the difference between success and failure. Taking the time to explore and understand the settings - from basic language recognition options to advanced formatting tools (e.g. font selection) - pays dividends. Customizing the toolbar increases work efficiency.

Scan quality is the foundation of successful OCR. Using a minimum resolution of 300 DPI for text documents is recommended. Of course, this does not matter if we are working with a PDF file, which is not a scan. In the case of complex layouts, the automatic detection of the document structure is helpful.

Which OCR to Choose

Depending on the number and type of documents being processed, it is worth analyzing the following features and functions of OCR solutions.

1. Flexibility: loading different types of documents

The OCR system should be adapted to the requirements � if these are just invoices and their number does not exceed several hundred per month, it is worth using an online portal for invoice OCR.

2. Advanced OCR: items with complex row and table layouts

In the case of processing a larger number of documents � it is worth considering an OCR solution adapted to specific business processes in the organization. Such a system will not only be personalized and effective, but will also allow for reading data from documents with a complex layout. This is often a problem for simpler solutions available on the market.

3. Data verification

Depending on your needs, you should verify whether your chosen OCR system has this functionality. The best solutions available on the market provide internal and external validations.

Internal validations include verification of NIP and bank account checksums, compliance of document item sums with summary values. They also apply to values in rows.

External validations are verification of data with the White List, GUS, VIES, NBP, with the client's systems. For example, in terms of compliance with the contractor database, order database, orders, measurement units database, with the register of agreements (the system checks, for example, whether unit prices on invoices are consistent with the agreement).

The Benefits of Excellent OCR

Accuracy is the foundation of any successful translation project - the quality that gives words meaning. The prospect of deciphering an unreadable page or reading a translation riddled with errors is not appealing to anyone. Increased accuracy translates into greater customer satisfaction. An effective OCR process can significantly reduce project turnaround times. Translators who skillfully use advanced OCR techniques are able to achieve impressive performance without compromising on quality, while gaining an additional competitive advantage.

The benefits of effective OCR extend beyond individual translators or clients, positively impacting the entire industry. Higher quality leads to fewer corrections and rework, accelerating project schedules and enabling new work. Companies with improved workflow are better equipped to solve problems effectively, which translates into their competitiveness in the market. Moreover, OCR features in third-party software helps accurately convert text elements, such as PDF to DWG.

In Closing

For translation and graphic design professionals, adopting a strategic approach to OCR solutions is essential. The ability to critically evaluate and effectively use OCR and AI tools is becoming essential. Collaboration with OCR service providers can lead to the development of more advanced and customized tools. Active participation in shaping these technologies will allow them to be better adapted to the needs of the industry.