How to Extract Data From Scanned Documents in 4 Simple Steps

Consider you're buried under a mountain of documents, each packed with crucial data you need to extract, analyze, and use. Sound familiar? This is where Document Process Automation comes in, with automated data extraction leading the charge. Streamlining how information is collected and processed can free up time and energy to focus on what matters. In this guide, we’ll show you how to use AI to speed up your research and writing process so you can spend less time on grunt work and more time creating something incredible.

That’s where Otio’s solution, the AI research and writing partner, can help. It’s designed to assist you in achieving your research and writing goals faster, using the power of automated data extraction to do the heavy lifting so you don’t have to.

Table Of Contents

• Can You Extract Data From Scanned Documents?

• How to Extract Data From Scanned Documents in 4 Simple Steps

• 10 Best Tools to Extract Data From Scanned Documents

• Applications of Extracting Data from Scanned Documents

• Supercharge Your Researching Ability With Otio — Try Otio for Free Today

Can You Extract Data From Scanned Documents?

Yes, extracting data from scanned documents is entirely feasible with Optical Character Recognition (OCR) technology. Think of OCR as a digital translator. It converts the text in your scanned images into something computers can understand and manipulate. This magic lets you pull specific information from a document, edit it, or analyze it. Suddenly, that scanned page isn’t just a static image; it’s a treasure trove of data you can use.

Why Bother with OCR?

Imagine your data is trapped in a scanned PDF. Without OCR, you’d have to pluck out each bit of information manually and painstakingly enter it into a spreadsheet. It’s a tedious task, prone to errors, and a massive time sink. Who has time for that? You’d end up hiring someone or outsourcing the job and forget about tracking your data in real time. OCR transforms this nightmare into a breeze. A well-trained OCR system can extract all the data required in seconds, with minimal mistakes.

How to Extract Data From Scanned Documents in 4 Simple Steps

1. Choose Your OCR Tool Wisely

Finding the proper Optical Character Recognition (OCR) tool is like finding the right pair of shoes. Get the one that fits your needs. Whether you're looking for a free online service or a robust application, there are plenty of options. These tools help transform scanned images into machine-readable formats, extracting text precisely and quickly.

2. Upload Your Document Smoothly

Uploading your document is easy. Access your chosen OCR tool and drop your scanned document into the designated area. This process is designed to be quick and efficient, usually only taking a few seconds. This step is crucial as it sets the stage for the OCR tool to do its magic.

3. Review and Correct Text

Once the OCR tool has processed your document, you’ll see a digital version of the extracted text. This is where you’ll want to put on your editor’s hat and check the text for any errors or inaccuracies. Correct these within the tool to ensure your final output is as accurate as possible. Trust me; it saves you time down the road.

4. Download Your Data in the Right Format

After everything looks good, you can download the extracted text in any format you need—JSON, Excel, CSV, or plain text. This flexibility means you can seamlessly integrate the data into your existing workflows and applications. It’s all about making your life easier. For researchers and knowledge workers flooded with information, Otio offers a streamlined solution. As your AI research and writing partner, it helps you gather data from diverse sources, extract key insights, and create draft outputs efficiently. Otio simplifies your research journey—try otio for free today!

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10 Best Tools to Extract Data From Scanned Documents

1. Otio: Redefining Research with AI

Tired of juggling disjointed bookmarking and note-taking apps? Otio is your all-in-one AI-powered research workspace. With tools to collect data from diverse sources like tweets, YouTube videos, and books, Otio makes research a breeze. This platform allows you to extract insights with AI-generated notes and source-grounded Q&A chats. Plus, it assists in drafting research papers and essays. Its web scraping capabilities go beyond traditional academic papers, enabling you to access various data sources. Otio is your go-to partner for streamlined research and writing. Try it for free today.

2. Airparser: Automating Document Parsing with AI

Do you need a tool to automate your document parsing tasks? Airparser, powered by GPT, is here to help. Extract data from emails, images, PDFs, and even handwritten notes. This versatile tool exports parsed data to Google Sheets or Excel or integrates it with over 6000 apps via webhooks and Zapier/Make. Automate data entry for CRM systems, handle invoices, and easily manage support tickets. It’s perfect for organizations seeking to streamline data processing workflows.

3. Microblink: The Gold Standard in ID Scanning

Microblink is your go-to for ID scanning and verification. It extracts data from identity documents, driver’s licenses, and passports, making it a trusted choice for identity verification and KYC processes. With mobile SDK support and API integration, it automates workflows seamlessly. Its global document recognition and rapid processing speeds ensure accuracy. While it specializes in ID documents and payment cards, its flexibility and customization make it a top choice for many organizations.

4. Mailparser: Simplifying Email Data Extraction

Mailparser.io makes it easy to automate email data extraction. Use it to process order confirmations, extract leads, and update CRM systems. With flexible custom parsing rules and third-party application integrations, it’s a powerful tool. However, initial setup can be time-consuming, especially for those unfamiliar with parsing rules. It’s primarily an email parser but can handle simple text-based PDFs with consistent layouts.

5. Nanonets: Versatile Data Extraction for Forms and Receipts

Nanonets is a versatile tool for extracting data from forms, invoices, and receipts. It is perfect for data entry automation and processing and supports many document types. While it may require additional training for optimal accuracy, its customizable features and competitive pricing make it a top choice. Use its AI-assisted OCR tool and easy-to-use API for seamless integration.

6. Docparser: High-Accuracy Data Extraction with Zonal OCR

Docparser uses Zonal OCR technology to extract data, making it perfect for automating tasks like invoice processing and form data extraction. It supports parsing PDFs, Word files, and images but doesn’t handle emails or Excel files. Create customizable parsing rules and integrate Docparser with various third-party applications. Its high accuracy and cost-efficiency make it a popular choice, though it’s less capable of handling complex cases due to its reliance on Zonal OCR.

7. Octoparse: Web Scraping Made Easy

Octoparse is a versatile web scraping tool that gathers data from simple and dynamic websites. Ideal for market research, competitor analysis, and content aggregation, it’s easy to use and cloud-based. It's a powerful tool with API functionality for automated data export and scheduling. While it may require some learning curve, its intuitive interface and scheduling tools make it a top choice for many users.

8. Rossum: OCR Document Processing for Businesses

Rossum is an OCR document processing platform designed to help businesses extract structured and semi-structured data. It can be used to process invoices, extract data from PDF files, and handle scanned documents. While it can parse various document types, it may require training for unique and complex documents. Its customizable features and ability to export data to different formats make it a valuable tool.

9. Import.io: Real-Time Data Extraction for Market Research

Import.io is a data-extraction platform for businesses needing high-quality market research and analytics data. Configure it to extract real-time data from competitor websites and process it via integrations. While it’s a powerful tool, training is required to benefit from its features. It’s more ideal for developers in enterprise roles than beginners due to its complexity.

10. Hevo Data: ETL Tool for Enterprise-Level Integration

Hevo Data is an ETL tool for enterprise-level data integration. This cloud-based software supports multiple extraction sources and features real-time data streaming. With pre-built connectors, it easily integrates into data warehouses for advanced analytics. Although it’s a no-code platform, it’s complex and requires training. It’s focused on data integration, making it less ideal for primary data extraction.

Applications of Extracting Data from Scanned Documents

Financial Services: Fast-Tracking Efficiency

Automated document data extraction turbocharges finance processes. Tasks like invoice processing, expense management, and loan applications become a breeze. Banking makes loan and mortgage processing seamless, allowing analysts and auditors to easily access financial statements and reports. This not only cuts down manual effort but also ensures precision and speed.

Healthcare: Quick Access to Crucial Data

In healthcare, automated extraction quickly retrieves accurate patient data from a sea of medical records. This aids in automating electronic health records and speeds up insurance claim processing. But it doesn’t stop there. Healthcare organizations need to consolidate patient health information for research and clinical trials. Automated extraction provides actionable insights that enhance patient care and streamline operations.

Logistics and Supply Chain: Keeping Things Moving

The logistics and supply chain industry thrives on efficiency. Automated data extraction helps pull relevant information from shipping documents, invoices, and customs forms. It aids in tracking shipments and automating inventory management, improving supply chain visibility and keeping things running smoothly.

Legal: Making Sense of Mountains of Paperwork

Law firms and legal departments handle a staggering amount of contracts and agreements. Automated data extraction helps by quickly analyzing and extracting key information about parties, clauses, terms, and dates. This simplifies due diligence and boosts productivity.

Insurance: Speeding Up Claims Processing

For insurance companies, automated document data extraction is a game-changer. It extracts relevant information from claim forms, streamlining intake and speeding up assessment. This leads to faster claims settlement and happier customers.

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Supercharge Your Researching Ability With Otio — Try Otio for Free Today

Today, knowledge workers, researchers, and students are buried in a mountain of content. It's overwhelming, and traditional tools aren't cutting it. Who wants to juggle a pile of bookmarking, read-it-later, and note-taking apps? Otio changes the game. It's an AI-native workspace designed to help researchers streamline their workflows. Otio lets you collect a wide range of data, from bookmarks and tweets to YouTube videos. Then, it uses AI to extract key insights so you don't have to.

Finally, Otio helps you create draft outputs from your gathered data. It speeds up the process so you can go from reading list to first draft faster. Researchers love Otio's AI-generated notes on all bookmarks. Like ChatGPT, you can chat with individual links or entire knowledge bases. Otio even scrapes the web for data so you can access information beyond traditional academic papers and search engines. Try Otio for free today and see for yourself!

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