OCR Conversion Services

OCR Conversion Services for Searchable and Editable Documents

OCR is a recognition stage, not a finished document. Our OCR conversion service turns scanned pages into searchable or editable output only after reading order, characters, tables and page structure have been checked against the image.

Source resolution, skew, typeface, paper condition and layout determine the production route. Reviewers correct broken words and misplaced columns, while genuinely unreadable text remains linked to its page instead of being guessed.

Organisations can outsource archive OCR after testing representative clean and difficult pages. Output may include searchable PDF, Word, Excel, XML or plain text with an agreed accuracy expectation and a record of unresolved content.

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Shri Data Entry Services team working on OCR Conversion Services projects

5000+ Completed Projects

90% Returning Clients

16+ Years Experience

45+ Countries Served

50+ Professionals Team

Services We Offer

Turn machine-recognised text into output people and systems can trust

Source quality profiled
Reading order mapped
OCR route selected
Manual correction defined
Tables and fields checked
Unreadable content reason-coded

OCR can recognise characters without understanding whether they belong to a heading, paragraph, table cell or neighbouring column. Raw output may therefore look complete while its reading order and record structure are wrong.

Representative pages are sampled for resolution, skew, print quality, language and layout before production. Clear pages may need light correction; damaged archives and complex tables require a more intensive review path.

Organisations can assign searchable PDF, Word, Excel, XML and text production to the delivery team after approving realistic accuracy expectations. The return includes corrected output and page-linked exceptions instead of presenting automation as certainty.

Recognition and correction matched to the document’s next use

Search, editing, data capture and structured publishing require different acceptance checks.

Searchable PDF conversion

An OCR text layer is aligned with the scanned page so users can search and select text while retaining the original visual record.

Scanned PDF to Word

Recognised paragraphs, headings, lists and tables are corrected and rebuilt for editing rather than delivered as positioned fragments.

Convert OCR Tables Into Verified Excel or CSV

Defined tables or form fields become typed columns with headers, identifiers and page references suitable for review or import.

Archive OCR and indexing support

Large collections are processed in traceable batches with file reconciliation, document boundaries and quality tiers.

OCR proofreading and cleanup

Character substitutions, broken words, reading-order errors and missed text are compared with the source under the approved correction standard.

Handwritten and mixed-content verification

Printed OCR and manual transcription can be combined when pages contain signatures, annotations or fields that automation cannot recognise reliably.

Document System Compatibility

OCR Conversion Services: Direct Integration and Software Compatibility

Outputs are prepared around the field structure, controlled values and import requirements of your destination environment. Files can be delivered for review, staging or authorised import without forcing your team to rebuild the completed work.

Supported destinations

DMS-compatible files and metadata for searchable repositories

Files are mapped to the client’s approved template, naming rules, identifiers and system structure before full production begins.

SharePointLibraries and metadata columns
OpenTextEnterprise content repositories
iManageLegal matter workspaces
NetDocumentsCloud document profiles
AlfrescoContent models and properties
Custom SQLStaging and relational tables

Source continuity

References stay connected

Source IDs, filenames, record keys and approved relationships remain available for review and downstream traceability.

Import control

Fields are mapped before production

Mandatory fields, formats, controlled values, character limits and relationship keys are checked against the destination specification.

Pilot validation

Test the handoff with a representative batch

Rejected rows, unsupported values and mapping conflicts are returned with exact references so approved corrections can be incorporated before full-volume delivery.

Delivery formatsStructured for review, staging or import

CSV
XLSX
XML

Column order, encoding, date rules, multi-value handling and destination-specific requirements can follow the receiving system’s approved specification.

Compatibility means SDES prepares outputs to specifications supplied or approved by the client. Product names identify commonly used destination systems and do not imply endorsement, certification or partnership.

Process, Quality and Security

A confidence-aware path from page image to accepted text

1. Classify Scan Quality Before OCR

Clean, average and difficult pages establish realistic recognition and correction needs.

2. Define Reading Structure

Columns, tables, headers, notes and form fields receive explicit order and output rules.

3. Run a Representative Pilot

Different fonts, layouts and damage levels are used to test recognition and correction rules.

4. Recognise in Traceable Batches

Files remain connected to their page and document identifiers throughout production.

5. Correct Against the Image

Priority characters, structure and page coverage are reviewed under the accepted quality plan.

6. Validate the Output Use

Search, editing, tables or structured import are tested according to the requested format.

📂 Source formats we accept

Scanned PDF documents (any resolution)
Image files (TIFF, JPEG, PNG, BMP)
Multi-page document image collections
Image-based eBook and publication files
Legacy microfilm and microfiche scans

📤 Delivery formats

Searchable PDF with corrected text layer
Editable Word and plain text documents
Structured data CSV and Excel output
XML structured content for system import
Correction report and accuracy summary

Every supplied file is accounted for as converted, held or rejected; page-count differences are investigated before delivery.

Correction targets characters, word boundaries, reading order and the structure required by the output—not spelling alone.

Reviewers flag unreadable text and specialist terminology rather than guessing. Low confidence is not converted into a false fact.

🔒 NDA Protected Before files are shared

🌐 GDPR Aware EU data handling

✅ Defined Quality Target Confirmed by pilot

🛡️ Secure Transfer Encrypted file access

📋 Exception Log Every delivery

👥 Project Team Only Controlled access

Free accuracy test

Have documents that need accurate OCR conversion with manual correction?

Send a sample of your source documents and describe your target format. We convert a free sample and return the output so you can verify accuracy and correction quality before committing to the full project.

✓ No credit card required✓ No contract required✓ 24–48 hour return

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Source sampleyour_sample_data.csv

Received

✓

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Verified deliveryverified_output.xlsx

Reviewed

▣ Encrypted transfer◉ Quality controlled

Why Outsource to SDES?

Why OCR needs a visible confidence boundary

OCR Conversion Services workflow and quality review

Source-quality tiers
Reading-order control
Manual correction
Page reconciliation
Transparent unreadables
Capacity for archive backlogs

The workflow uses automation for scale and human review for evidence-sensitive errors. It does not promise the same accuracy for every page regardless of source quality.

Clients can assign production while retaining decisions about unreadable, specialist or regulated content. The return shows where recognition ends and confirmation is still needed.

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Industries We Support

OCR conversion for document-intensive operations

Legal and Records

Case files, instruments and archives made searchable with original page images retained.

Publishing and Libraries

Books, journals and collections prepared for editing, search or structured conversion.

Healthcare Administration

Approved administrative documents converted under defined access and review controls.

Finance and Research

Reports and tables converted with numeric and source-reference checks.

Case Studies

Relevant Project Experience

Newspaper Archive Search Layer

Project Name: Newspaper Archive Search Layer
Volume: 1.7 million historical pages — completed in 2 weeks
Problem: Multi-column layouts and degraded microfilm created scrambled raw OCR.
Solution: Layout families, quality tiers and page-linked correction rules guided production.
Outcome: Researchers gained searchable pages with difficult issues clearly identified.
Title: Digital Collections Manager
Industry: Library Services
Country: Australia

Insurance Form Table Capture

Project Name: Insurance Form Table Capture
Volume: 84,000 scanned forms — completed in 7 weeks
Problem: Checkboxes, stamps and handwritten notes disrupted field recognition.
Solution: OCR handled printed labels while manual entry verified defined fields and held unclear annotations.
Outcome: The insurer received structured records without unsupported interpretation.
Title: Document Operations Lead
Industry: Insurance
Country: Canada

Technical Manual Conversion

Project Name: Technical Manual Conversion
Volume: 26,400 pages — completed in 7 weeks
Problem: Part numbers, symbols and diagrams produced high-risk character substitutions.
Solution: Priority tokens received source-level checks and figures retained their captions and page references.
Outcome: The return contained editable manuals with a focused engineering review queue.
Title: Knowledge Systems Manager
Industry: Manufacturing
Country: United Kingdom

FAQs

OCR confidence, layout and manual-review questions

Do you deliver raw OCR output?

Only if specifically requested. Standard projects define the manual correction and structural checks required for usable output.

Can you guarantee one accuracy rate for every document?

No. Accuracy depends on source quality, language, typography and layout; a representative pilot establishes realistic expectations.

Can OCR create searchable PDFs while preserving page appearance?

Yes. A corrected text layer can be aligned with the original page image for search and selection.

Which items are held for client review during OCR Conversion Services?

For OCR Conversion Services, anything that cannot be read confidently — conflicting identifiers, unsupported classifications, decisions outside the approved guide — is held apart from clean document conversion output rather than guessed. Held items keep their source reference for the authorised reviewer.

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