SCANNING & OCR SERVICES
Convert Paper and Image-Based Documents Into Searchable Digital Information
Global Data Entry Solutions provides scanning and OCR support for organizations that need approved paper records, image-based PDFs or scanned documents converted into digital files and machine-readable text for archiving, document management, indexing, migration and downstream data-processing workflows.
Scanning Creates the Digital File
Scanning converts a physical document into a digital image or PDF. The workflow can include document preparation, image capture, orientation checks, blank-page review, file naming and quality control before the digital files move into OCR or indexing.
The required scan settings depend on document type, source quality, page size, color requirements and the intended downstream use. Higher resolution is not always the same as better usability, so settings should be defined for the actual project.
OCR Adds Searchable, Machine-Readable Text
OCR can recognize machine-printed text in suitable scanned documents and help create searchable PDFs or editable text outputs. Recognition quality varies with scan clarity, typography, layout, skew, background noise and source condition, so OCR output should be reviewed rather than treated as automatically correct.
Scanning and OCR can be combined with paper scanning services, paper scanning and indexing, OCR cleanup processing or document indexing services where a broader digitization workflow is required.
PROCESSING CAPABILITIES
Common Scanning and OCR Requirements
Paper Document Scanning
Convert approved paper records into PDF, TIFF, JPEG or other client-defined digital image formats.
Searchable PDF Creation
Add OCR-assisted text layers to suitable image-based PDFs so the documents can support text search and retrieval.
OCR Text Extraction
Extract machine-printed text from suitable scanned pages into client-defined editable or structured formats.
Table & Field Capture
Capture client-defined fields from scanned documents into spreadsheets or database-ready structures where required.
OCR Cleanup
Review recognition errors, spacing, headings, punctuation and other OCR issues where the source clearly supports correction.
Recognition Exceptions
Flag unreadable text, damaged pages, ambiguous characters or low-confidence output for client review.
COMMON USE CASES
Where Scanning and OCR Can Help
Archive Digitization
Convert paper archives into digital files and searchable document collections.
Backfile Conversion
Process historical paper records before document-management or migration initiatives.
Searchable Document Repositories
Create OCR-enabled PDFs for faster keyword search and document retrieval.
Books & Manuals
Digitize approved books, manuals and reference materials for archival or conversion workflows.
Forms & Administrative Records
Scan forms and capture defined text or field content for downstream processing.
Migration Preparation
Prepare scanned and OCR-processed documents for client-controlled repositories or content systems.
PROCESS
A Controlled Scanning & OCR Workflow
Define
Confirm document types, scan settings, OCR scope, output formats and validation rules.
Prepare
Organize documents into approved batches and identify separators, covers or special handling requirements.
Scan
Convert physical pages or image sources into the required digital file format.
Recognize
Apply OCR to suitable pages where searchable or machine-readable text is required.
Validate
Review scan legibility, OCR output, page order, file names and source consistency.
Deliver
Return digital files, searchable outputs and exception lists in the agreed structure.
QUALITY CONTROL
Controls That Support Usable OCR Output
Scan Legibility Review
Check pages for obvious clipping, skew, low contrast, missing content or unreadable sections.
OCR Source Comparison
Compare selected OCR output with the source where text-level validation is required.
Character & Word Cleanup
Correct recognition errors only where the source clearly supports the intended text.
Page Sequence Checks
Review page order and document grouping where the source and client rules make sequence clear.
File Naming Review
Check filenames and folder placement against the client-defined naming convention.
Exception Handling
Keep low-confidence, damaged or ambiguous content visible for review rather than guessing.
INPUT & OUTPUT
Typical Source Documents and Digital Deliverables
Common Inputs
- Paper business records
- Scanned image PDFs
- Forms and reports
- Books and manuals
- Receipts and administrative documents
- Client-provided OCR and output rules
Typical Outputs
- PDF and searchable PDF files
- TIFF, JPEG or PNG images
- Editable text documents
- Excel or CSV field outputs
- Structured folder and naming schemes
- Exception and client-review queues
SERVICE EXPLAINED
Scanning vs OCR vs ICR
Scanning
Creates a digital image or PDF copy of a physical document.
OCR
Recognizes machine-printed text in suitable scanned documents and can help create searchable or editable text.
ICR
Can assist with recognition of suitable handwritten characters or constrained form fields, but unclear handwriting still requires review.
RELATED SERVICES
Related Scanning, OCR and Indexing Services
WHY OUTSOURCE SCANNING & OCR
Add Digitization Capacity While Keeping Quality Checks Visible
Scanning and OCR projects can become time-consuming when documents vary in quality, layouts are inconsistent or large archives must be processed. Outsourcing can add digitization capacity while keeping scan rules, OCR validation and exceptions visible.
- Support large or recurring scanning volumes
- Create searchable digital document collections
- Apply OCR where source quality supports recognition
- Prepare documents for archives, indexing or migration
- Keep unreadable or low-confidence content visible for review
- Receive outputs in client-defined file structures
PROJECT SETUP
Have Documents to Scan or OCR?
Share representative document types, approximate page volume, scan settings, OCR requirements and target output. We can review the requirement and discuss an appropriate workflow.
Request a Project DiscussionFREQUENTLY ASKED QUESTIONS
Scanning & OCR FAQs
What are scanning and OCR services?
Scanning creates digital image or PDF files from physical documents, while OCR recognizes machine-printed text in suitable scanned pages so the content can become searchable or editable.
Can scanned documents be converted to searchable PDFs?
Yes. OCR-assisted text layers can be added where source quality and project requirements support recognition.
What types of documents can be processed?
Projects can include business records, forms, reports, books, manuals, receipts and other approved paper or image-based documents.
Is OCR always accurate?
No. OCR quality depends on source clarity, layout, typography, scan quality and document condition, so validation and exception handling remain important.
Can handwritten text be recognized?
Suitable handwritten characters or constrained form fields may be assisted by ICR, but unclear handwriting should be routed for human review rather than guessed.
Can OCR output be converted into Excel or CSV?
Yes. Client-defined fields can be captured into structured spreadsheet or database-ready formats where the source and project rules support it.
What information do you need to review a project?
Useful details include sample documents, approximate page volume, scan requirements, OCR scope, target output, validation rules and exception procedures.
CONTROLLED DOCUMENT DIGITIZATION
Readable Scans, Reviewable OCR and Visible Exceptions
Our goal is to make scanning and OCR easier to manage by applying defined scan rules, validating recognition output and separating content that requires review.
CONTACT US
Discuss Your Scanning & OCR Requirement
Tell us the approximate page volume, document types, scan settings, OCR requirements and target output. Our team can review the requirement and discuss the next step.
Address: Sarkhej - Gandhinagar Hwy, Ahmedabad, 382470, India
Phone: +1-572-221-3171
Email: info@globaldataentrysolutions.com
Request a Project Discussion
Talk to us about paper scanning, searchable PDFs, OCR extraction, OCR cleanup, archive digitization or migration preparation.
Contact Our Team