The impact of SharePoint Online on document scanning and OCR capabilities

SharePoint Online is a powerful tool that offers a wide range of features and capabilities for document management. One area in which SharePoint Online has had a significant impact is document scanning and OCR (Optical Character Recognition). In this article, we will explore how SharePoint Online has improved document scanning and OCR capabilities, and the benefits it brings to businesses.

Improved Scanning and OCR Functionality

SharePoint Online provides users with a robust scanning and OCR functionality that allows them to easily scan physical documents and convert them into digital files. This feature eliminates the need for manual data entry and makes it easier for businesses to manage and organize their documents.

The scanning feature in SharePoint Online allows users to scan documents directly from supported scanners or multifunction printers. Once scanned, the documents are automatically converted into searchable PDF files using OCR technology. This means that users can easily search for specific keywords or phrases within the scanned documents, saving time and improving efficiency.

The OCR capabilities in SharePoint Online are particularly useful for businesses that deal with a large volume of documents. OCR technology recognizes the text within scanned documents and converts it into editable and searchable text. This not only makes it easier to find and retrieve information within documents, but also enables users to extract data from scanned documents and use it in other applications or processes.

Benefits for Businesses

The improved scanning and OCR capabilities in SharePoint Online offer a number of benefits for businesses:

1. Improved Efficiency: With the ability to quickly scan and convert physical documents into digital files, businesses can streamline their document management processes and reduce the time and effort required for manual data entry.
2. Enhanced Searchability: The OCR technology in SharePoint Online makes scanned documents searchable, allowing users to easily find and retrieve information within the documents. This can significantly improve productivity and decision-making.
3. Cost Savings: By eliminating the need for manual data entry and reducing the amount of physical storage space required for documents, businesses can save on labor and storage costs.
4. Improved Collaboration: SharePoint Online's document scanning and OCR capabilities enable users to easily share and collaborate on scanned documents. This promotes better teamwork and knowledge sharing within the organization.

Integration with SharePoint Online

The scanning and OCR capabilities in SharePoint Online are seamlessly integrated with the platform's other features, making it a comprehensive document management solution. Users can easily upload scanned documents to SharePoint libraries, tag them with metadata, and organize them into folders and subfolders.

SharePoint Online also provides powerful search capabilities that allow users to quickly find specific documents based on keywords or metadata. This makes it easier to locate and access scanned documents when needed.

Furthermore, SharePoint Online supports workflows and automation, allowing businesses to create custom processes for managing scanned documents. For example, businesses can set up workflows to automatically route scanned invoices to the appropriate department for approval and payment.

Conclusion

SharePoint Online has significantly improved document scanning and OCR capabilities, providing businesses with a powerful tool for managing their documents. The ability to scan physical documents and convert them into digital files, combined with OCR technology, offers numerous benefits such as improved efficiency, enhanced searchability, cost savings, and improved collaboration.

Furthermore, SharePoint Online's seamless integration with other features and its support for workflows and automation make it a comprehensive document management solution. Businesses can leverage these capabilities to streamline their document management processes and improve productivity.

Overall, SharePoint Online's impact on document scanning and OCR capabilities is undeniable, and businesses that embrace this technology can gain a competitive advantage in today's digital age.