what is ocr

what is ocr

Optical character readers are input devices that are used to read any printed text. They can interpret handmade marks, handwritten characters, machine printed characters and special symbols and codes. In other words, optical character reader (OCR) is the direct reading and conversion of typed or handwritten characters into computer readable form. Say, for instance, as secretary uses a conventional typewriter to type a list of employee names on a sheet of paper. He or she then places the paper into a feeder bin on an OCR device, which reads the list directly into the computer system without manual intervention and without the need for magnetic ink.

The steps in an OCR system are to prepare the document, read it, recognize characters, edit and format output, and finally output the results directly to the I/O channels or to an off-line computer tape or disk.

OCR devices have been in commercial production since the 1960s. They have become more popular in recent years as prices have dropped significantly.

OCRs scan the text optically character by character, convert them into a machine-readable code and store the text on the systems storage medium. They can read at a rate of up to 2,400 characters per second. This makes it possible for offices to reduce the input keying bottle-neck.

OCR devices are expensive and are used only when there are large quantities of documents to be keyed-in. Other advantages of using an OCR are :

• It can be used to reformat preprinted or pre-typed documents by inputting through the reader and outputting on the systems printer

• It can be used to consolidate texts from various documents into one document

• It can serve as a link between the word processing system and the conventional typewriter.

Since OCR eliminates human element in data entry, it improves data accuracy and timeliness of output. However, if the document is poorly prepared, it can create difficulties.

OCR applications include the following :

• Banking : OCR reads check-information, either as the principal data input device or as a secondary device for checks rejected by magnetic ink character recognition equipment.

• Retail operations : OCR is used most commonly for reading bar code symbols on products in supermarkets, department stores, and other retail firms.

• Processing of credit card forms : Some large credit card issuers such as oil companies, which process millions of receipts forwarded from retail operations daily, use OCR equipment to read these receipts.

• Newspapers : Newspaper stories and advertising copy typed in draft form can be input directly to the computer buy OCR devices. (In some cases editors and reporters type copy directly into a terminal without draft copies; OCR is unnecessary here.)

• Government : OCR equipment is used to read census information and portions of the massive volume of tax records into government computer systems.

• School districts : School districts often use OCR to read typed or hand printed data on student performance, attendance, schedules, and course selections.

• Word-processing functions : Because an OCR device can read typed and/ or hand printed documents, it may be part of a word processing system, or it may be connected to a standard computer system. In the latter case, once a document is read in, it is processed by a text editor or other text-processing software.

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