What is OCR Form Processing?
OCR form processing is a technology that is used to process documents from their images or directly from paper and convert them to machine readable format. Not to be confused with normal OCR software, OCR form processing does a lot more than just recognition. It scans and extracts the data from the original documents and organizes it for archival and retrieval purposes. It is best suited for work that needs OCR to be done on similar set of documents. Eventually, it reduces time and labor costs.
How is Form Processing Carried Out?
OCR form processing makes use of data capture to create self-completed forms. The entire layout and text information of the document is initially scanned and stored in any file format you want it in, MS word, for instance. It will be an editable format, so that you can make necessary changes in it whenever required. OCR also lets you add information like the company seal or signature. This will enable you to have a digital reference of the original. The recognition might not be satisfactory if there are blotches on the original document. If this problem is taken care of, OCR form processing can do a neat job. To convert hand-written texts into computer readable forms, advanced technologies like ICR can be used.
Tips on Designing a Form
With some important points taken into account, a form can be designed well. The design and development of forms are influenced by spacing and usage of colors in the form.The spacing around the data entry boxes bar-coding and colors should be adjusted and accommodated. Changing the spacing around the entry boxes can influence page spacing too. The field for signature should be provided with enough space to let the user sign in it without marking other fields. Use drop-out boxes or tick marks (often called combs) to ensure legibility of the form. Define fields to encourage answers in the right format such as mm/dd/yyyy for date fields and (xxx) xxx-xxxx for phone numbers.Constrained boxes to make the user write one character in one box can be used for better results.