Introduction

Documentation helps preserve the history and value of artworks. But managing it can be a challenge. So, how could you easily search these for specific artists, dates, or movements without sifting through pages?

Here’s where Optical Character Recognition (OCR) for PDF comes in. A PDF editor with OCR can transform your physical documents into searchable and editable digital files. No more flipping through pages – find what you need in seconds. So, explore more and discover one of the best tools to help you.

Part 1. Role of OCR PDF Technology in Documentation

Optical Character Recognition (OCR) is the process that converts scanned documents into editable computer files. For example, if you scan a document with handwritten notes, your computer saves it as an image file. You cannot edit or search the content within the image. The same is true for scanned PDFs.

However, you can use OCR on PDFs to analyze and convert the file into an editable text document. It offers several benefits, such as making scanned documents:

• Searchable: Find specific details within your art documentation with a keyword search. OCR helps improve your efficiency; no need to read through the entire pages.
• Editable: Edit text directly within the PDF. You can update artist statements, exhibition details, or research notes.
• Accessible: Convert scanned documents with handwritten notes or legacy fonts into accessible formats for screen readers.

Why Is Performing OCR on PDFs Important for Art Documentation?

Art documentation often relies on physical archives. Exhibition catalogs, conservation reports, and artist’s books are all part of the art world. These paper archives are hard to store, manage, and search, especially for large collections. When it comes to going digital, taking photos or scanning everything may not be the best plan.

To get info about the artwork, materials, or history, you often need to check the written text in the document. That’s where it gets tricky.

Simply scanning art documents creates image files. However, the information remains inaccessible for searching or copying even if you convert it into a PDF format. These scanned PDFs don’t have editable text by default.



But with OCR technology, this changes. Using tools with the OCR PDF feature, you can convert the document into actual text data. It saves you time by eliminating manual retyping and enabling efficient information retrieval in a few clicks.

Today’s OCR PDF editors, like Wondershare PDFelement, blend PDF editing with OCR tech. They work with different document types, fonts, and even less-than-perfect scans with high accuracy. Once you use OCR, you can edit the extracted text right in the PDF. Fix typos, change formatting, or add new text. These apps also have features like batch processing, document conversion, AI translation, and more to enhance your workflow.

Part 2. PDFelement: The PDF OCR Tool You Never Knew You Needed

PDFelement is a smart PDF solution designed to manage and edit PDFs with the help of artificial intelligence (AI). It has an intuitive interface, which makes it easy for you to navigate. One standout feature is the OCR PDF functionality. You can effortlessly edit PDFs with OCR to recognize text from scanned PDFs and images in 20+ languages. It fosters a more efficient workflow for art professionals.

On top of applying OCR on your PDFs, PDFelement offers a variety of other features that are perfect for art documentation:

• AI Tools: Summarize PDFs, translate, rewrite, and explain PDFs using AI prompts. This OCR PDF editor helps you quickly grasp the content.

• Edit PDF: Add texts and images, change colors, font styles, and formatting, and insert links or watermarks. It ensures that you have complete control over the appearance of your PDF documents.
• Convert PDF: Convert PDFs to Word, Excel, Image, PPT, etc., and vice versa. The batch conversion feature allows you to process several files at once.
• eSign: Open, sign, and send PDFs for signature with ease. PDFelement’s e-signatures are legally binding, so you can be confident your documents are secure. Track the signing process in real time and manage all signed documents from any device.

How To OCR a PDF Using PDFelement?

PDFelement can OCR your PDF within a few minutes. It can keep the original document layout and other formatting elements, including graphics, headers, and footers. Here’s how to OCR PDF in high quality:

Step 1: Download and install PDFelement on your desktop. Next, launch the app and create or login to an account.

Step 2: Upload the scanned document using one of the following ways. Then, browse your computer and select the file to convert to an editable and searchable PDF.

• Click the “Open PDF” button on the upper left-side navigation pane.
• Click the “+” button on the top left, then select “From File” if you have scanned images with text.
• Select “Convert PDF” in the “Quick Tools” section.

• Go to “Batch PDFs” and select “OCR” in the pop-up window to process several scanned PDF files.

Step 3: Go to the “Tools” tab in the upper navigation pane. Next, find and click the “OCR” button.

Step 4: A pop-up window will appear to configure OCR. Customize the “Scan Option,” “Page Range,” and “Languages Recognition” settings.

Step 5: Once you’ve reviewed or adjusted the settings (if desired), click the “Apply” button in the OCR PDF pop-up window.

Step 6: After OCR is complete, you can edit the text within the document. Go to the “Edit” tab in the upper navigation pane, then select “Add Text,” “Add Image,” and more.

Step 7: You can also change the text font and format of the content. Go to “Properties” on the right-side panel to do this.

Step 8: Once done editing, go to “File”> “Save as” to save the OCR PDF file to your computer. Alternatively, go to the “Convert” tab and select a file format in the upper navigation pane.

Part 3. How OCR PDF Editors Empower Documentation Across Fields

OCR PDF editors can be a game-changer for documentation processes across many fields. Here’s how it helps various industries:

• Artists and Galleries

OCR can help digitize and catalog artwork with handwritten descriptions or labels. It can help to transcribe historical documents related to art movements or artists.

• Banking

OCR can process checks, deposit slips, and loan applications. Extracting data from documents allows for faster verification and fraud prevention.

• Healthcare

OCR can convert handwritten notes, prescriptions, and test results into electronic format. Extracting data from insurance forms and medical bills accelerates processing and reduces errors.

• Logistics
OCR can read product labels and invoices, ensuring accurate tracking and delivery information. Extracting data from shipping documents and receipts simplifies inventory control.

• Retail

OCR can extract data from receipts for expense reports, warranty claims, and loyalty programs. Extracting data from product labels and invoices streamlines inventory control and restocking.

What Users Love About PDFelement: A PDF Editor With OCR

PDFelement combines AI, comprehensive PDF editing tools, and built-in OCR functionality. Here’s a glimpse of what users appreciate most about it:

• Increased Efficiency

G2 users rated it 4.5 out of 5 stars. One reviewer praises PDFelement’s ability to “address urgent tasks quickly and without delay.”

• Cost-effective Alternative

Capterra users awarded it a 4.4 out of 5-star rating. They highlight it as a more affordable and “good alternative to Adobe.”

• Simpler Editing

GetApp users gave it 4.4 out of 5 stars, appreciating the ease of use compared to Adobe. One reviewer mentioned, “Adobe does a good job, but the formatting is unwieldy... With PDFelement, it is much easier.”

Part 4. A Glimpse Into the Future: Where Will OCR PDF Technology Take You

OCR PDF technology is transforming how industries handle documents. With tools like Wondershare PDFelement, PDFs become editable and searchable. It is just the beginning.

Expect even smarter features. OCR accuracy will soar, making it almost impossible to tell a scanned PDF from a native one. Document sharing and collaboration will be effortless. Get ready to say goodbye to paper and embrace a new era of document management with OCR PDF solutions.

Conclusion

That’s all! Now you know the importance of the OCR PDF feature for documentation. And by converting scanned PDFs into searchable and editable formats, you can do more with your files. You can edit, annotate, and share these documents with ease.
Try PDF editors with OCR like PDFelement to experience efficient workflows. As OCR PDF technology continues to evolve, expect even more innovative ways to manage your documentation in the future.