How Cloud OCR Solutions Overcome Traditional On-Premises Problems

On-premises systems require exorbitant license fees, the purchase of pricey scanners, and ever-increasing annual maintenance contracts.  On-premises data capture systems also have a reputation for time-consuming installations that typically require open-ended professional services contracts.

By the time that on-premises capture systems are fully operational, the project typically has taken longer, and cost more than originally planned. Even when the initial deployment is completed, it is followed by a string a software upgrades, patches, and bug fixes that tax the user’s IT resources.

And on-premises data capture solutions are not leading edge.  Many businesses are stuck with lots of manual keying and data validation long after deploying an on-premises data capture solution.

Not surprisingly, businesses rarely achieve the payback they were promised on on-premises systems.

The benefits of cloud OCR solutions

Whether you are automating data capture for the first time or planning to refresh your existing technology, advanced cloud OCR solutions offer a better option than on-premises systems.

• Ease of installation.  Cloud OCR solutions don’t require the purchase of pricey software or hardware.  Training time and costs are minimized.  There is no complicated software to deploy or integrate with your ERP.  Some cloud OCR technology providers can get users up and running within hours.  Information can be easily uploaded into legacy systems. Documents can be submitted in multiple ways. Data capture rules can be easily modified.  And cloud OCR solutions makes it easier for business to support remote work arrangements.  

• Ease of use.  On-premises data capture systems ask a lot of users. Cloud OCR solutions have an intuitive interface. The vendor assumes the burden of accurately capturing data.  Documents are sent directly to the technology provider, and the user receives perfected data.  Some cloud technology provides even guarantee the level of data capture accuracy they will provide.  And updates to the cloud solution are handled automatically by the technology provider, so users can always be sure that they are using the latest version of the product.   

• Tailored solutions. Most on-premises capture systems have rigid business rules that require IT or vendor involvement to make changes. Cloud solutions are flexible enough to support virtually any data capture application. Some solutions support multiple applications on the same platform. Others take things to the next level by offering pre-configured capabilities for processing supplier invoices, sales orders, bills of lading, and healthcare claims forms.   

• Modern technology. Unlike on-premises systems, developers of cloud OCR solutions don’t have the burden of legacy code or obsolete technology. And cloud OCR solutions were built from the ground up for data capture. Capture is a bolt-on for some on-premises systems.

• Highly secure. On-premises data capture systems have lots of potential vulnerabilities to monitor and secure.  The permissions, separation of duties, chain of custody, data encryption, and audit logging built into cloud OCR solutions safeguard sensitive information. What’s more, the technology provider takes responsibility for ongoing security updates and patches.    

• Better return on investment (ROI). The number of moving parts in an on-premises data capture system deployment increases the odds that a business could miss its business case. Conversely, effortless implementation, guaranteed turnaround and data capture results, and competitive pricing combine to deliver a compelling ROI for cloud OCR solutions. 

Why deploy a cloud OCR solution

Cloud OCR solutions address the problems that have dogged on-premises systems for years. The technology is easy to cost-justify, deploy, use, and maintain. Cloud OCR solutions also can be a foundational technology for automating virtually any application. I know it sounds too good to be true. That’s why some technology providers allow businesses to try the technology before they buy it. 

If you’re not happy with your on-premises capture system, it is time to consider a cloud solution.