Optical Character Recognition (OCR) tools make it possible to convert non-searchable PDF documents and scanned image files into searchable formats. They support zonal data extraction as well as barcode and QR code recognition.
Modern intelligent data extraction systems help businesses quickly and easily digitize their documents and automate the extraction of necessary information – all with minimal error rates!
The use of OCR is now essential in many areas – from document archiving and administrative automation to improving data accessibility. Today’s advanced OCR technologies also leverage machine learning, enabling them to efficiently handle document structures, various font types, and even damaged or poorly legible text.
How does it work?
The systems independently extract data from scanned and electronic documents (such as invoices, purchase orders, delivery notes, and other structured or semi-structured documents), validate the data, and store it in your desired enterprise system, such as an ERP or DMS, where further internal processes can be triggered immediately.
By automating data extraction, you eliminate many errors typically caused by manual document processing. The data is checked against predefined rules and can be compared with other data sources, such as ERP or CRM master data. Over time, the need for manual intervention is reduced to an absolute minimum, as the systems continuously learn thanks to built-in artificial intelligence.
M-Files Aino
M-Files Aino is an artificial intelligence integrated directly into the M-Files system, designed to help users find exactly what they’re looking for and work more efficiently. Its biggest advantage is the ability to extract data from documents, which can then be further processed and stored directly within the M-Files system.
Aino also allows users to ask questions based on their data, summarize documents, or translate content into other languages. Accurate metadata ensures greater precision, correct classification, and faster search results.
DOCU-X OCR
DOCU-X is a standalone tool for automated document data extraction. One of its key advantages is the automatic validation of both extracted and manually entered data, with error values clearly highlighted. The data is checked according to predefined rules and can also be compared with other data sources.
The DOCU-X OCR system can be easily integrated with various enterprise systems, such as the Helios ERP system or the M-Files DMS system.
Case study from practice
At PETROF, spol. s r.o., the largest manufacturer of acoustic pianos in Europe, we implemented a solution combining M-Files and DOCU-X OCR. This allowed the company to simplify and automate the lifecycle of incoming invoices, from receipt to approval. Incoming invoices now automatically enter the DOCU-X OCR system, where all necessary data is extracted. The invoices are then automatically transferred to the M-Files system, where an approval workflow is triggered based on the invoice type.
If you’re interested in the full case study, you can read it here.
If you’re looking for a solution to streamline document search and handling, get in touch with us – together, we’ll find the right solution for you!