OCR Software

PDF document management and optical character recognition (OCR) software


The over-use of print and the subsequent waste of paper and ink – and, ultimately, money – is a recurrent theme in the way companies manage their print resources. This hasn’t been helped by some solutions that have built waste into the service contracts businesses have been offered.

Indeed, according to a Centre for Economics & Business Research study in 2010, companies which outsourced their print management ended up printing up to a fifth more than they actually needed to meet the volume requirements of the ‘cost effective’ deals they had signed up to.

At UTL, we offer a very different deal.

To start with, we would encourage you to switch to digital document output as this both saves on the cost of materials (paper, ink and postage) and improves productivity (the immediacy of sharing files over a network or via email). By simply scanning files and saving them in the universally-accepted PDF (portable document format) file format, you can speed up the creation, editing, manipulation and signing of documents – all while increasing security.

Sensitive information can easily be deleted from PDF files, which can also be password protected and encrypted. This means you can share your documents, but only with the people who need to see them, in a matter of seconds. Even if your files get into the wrong hands, the PDF is useless without the password.

But using PDFs doesn’t only dispense with the need for the laborious, costly and slow process of mailing out documents for sharing, editing, redacting and final approval. As well as being secure, they’re also fully editable and word searchable – and when you perform a word search, you can include just one PDF or a collection of PDF files in one go and get the results almost instantaneously. Try doing that with a collection of paper print-outs.

The format is even flexible enough to enable users to quickly and accurately annotate content via speech recognition software, therefore removing the need for typing. Being digital files, you can always access them via your server or vial the Cloud. What’s more, the system can also output fully-formatted conversions from PDF to Microsoft Word and Excel documents, so you can return to your normal office document formats whenever appropriate.

Though the PDF format is free and universally accepted, the software to create and edit PDFs is installed as standard on fewer than 10% of PCs, according to the Total Document Costs Report from the All Associates Group in 2010.

UTL can help you save valuable time by helping you roll out the use of digital files, and we’ll help you combine different types of documents into a single, editable PDF by simply ‘dragging and dropping’.

In short, we’ll help you cut out the slow, inefficient and costly paper chase.