Converting Images to PDF

One of the main applications of OCR software is converting scanned documents and other document images to searchable PDF files. Using searchable PDF files facilitates information location and retrieval, and saves users' time. Looking through a short document in order to locate specific text may not be a very difficult task, but when working with long documents, manually searching for specific text can be very time consuming.

When documents are scanned, they are often saved in various image formats like TIFF, JPEG, or BMP. These document images are just like photographs of the documents, and therefore can be easily read by human users. However, from a computer's perspective, the these documents are just like any other images. Since images of text are not automatically recognized as text by computers, they cannot be searched as text. The only way to make images of text machine-readable (other than manually retyping the documents) is to use OCR software. Because image file formats cannot include machine-readable text, OCR software typically creates searchable PDF files from these document images, retaining their original look and formatting. The only difference is that the OCR software adds an invisible layer of machine-readable text to the PDF that lines up with the visible text, allowing the user to use their PDF reader's search box and accurately search the document for any word or phrase. Some OCR software, especially server-based OCR software, can monitor specified local or network directories for newly scanned files and automatically convert them to searchable PDFs. This feature is useful for ensuring that all documents scanned within a business are made searchable without individuals having to manually convert every one of their documents.