Extracting text from an image: Smarter alternatives to manual data extraction

Extracting text from an image

What is structured vs unstructured data?

A business’s process for data extraction must include a method for accurately capturing structured and unstructured data. Structured data is highly organized and easier to extract due to its defined format. This kind of data could be anything from a quantity, price, or date within a structured format such as an Excel spreadsheet. Because it is based on rules and models and can be digitally read by programs, this data can be extracted with a simple command or tool. 

Yet, data is often stored in unstructured formats such as PDF files or paper documents. These data formats are the opposite of structured data and are not based on predefined models, making them digitally unreadable. PDF and image files are examples of that kind of format, and therefore, extraction can only occur with a visual method.

Why manual data extraction is inefficient

Businesses need employees to manually read and retype the data into a digital business system. The only other option is to rely on some kind of automation tool. 

Another challenge is that unstructured data sources like invoices, receipts, contracts, and ID documents often vary widely in format, layout, and language, which can make manual extraction both time-consuming and error-prone. Automating the task of extracting text from an image or document helps reduce human error while speeding up workflows and improving data accuracy. 

Unstructured data makes up over 80% of all enterprise data, so it is vital to have a process that can effectively manage it. This is what OCR technology is designed to do.

The role of OCR technology in data extraction

Extracting text from image files is one of the many tasks OCR tools can perform with unstructured data. A simple image-to-text app uses OCR technology to scan a document for text and convert it into a digital format. This tool is simple and easy to use, but its limited functionality makes it unsuitable for business use.

Additionally, many basic OCR apps struggle with low-resolution images, skewed documents, or text embedded in complex layouts. Business-grade OCR software must handle poor scan quality, multilingual documents, and even handwriting, which are common issues in enterprise-level document processing.

Another option for extracting data from image files is converting them to Word documents before copying the data into the business system. When it comes to image text in Word online, you can upload the image file to a converter website and download the editable document. While there is no method to convert pictures to text in Word alone, businesses can use tutorials and programs in conjunction with Word to achieve this conversion.

Working with unstructured data is common for many businesses. Extracting that data efficiently requires a comprehensive software solution.

An application for a smartphone or an online converter tool may work for extracting simple text from individual files but is not practical for large-scale operations. 

Businesses seeking maximum efficiency need an AI document processing platform like Rossum which converts unstructured data into structured information, Making extracting text from an image file quick and accurate.

How to use Rossum’s powerful AI for extracting text from an image

Step 1: Log in and set up your project

With Rossum’s powerful AI-based image extractor, you can configure the system to extract data from a wide variety of sources regardless of shape, size, or format – no preconfiguration required. 

First, you need to log in to Rossum and create a new project. Then, select an OCR model from pre-built configurations or your custom-built model. How Rossum Works will help you get set up.

Step 2: Upload your documents

Next, upload the files you intend to process to Rossum’s interface. You may add as many images/files as you’d like.

Step 3: Process and verify your data

Third, allow Rossum’s advanced AI engine – Rossum Aurora –  to process the images and test the results.
You’ll want to verify each image for accuracy and adjust your settings accordingly. You can also edit the appropriate field values and labels after Rossum has processed the image.  

Smart validation and error detection

Rossum also provides smart validation features to catch anomalies, such as mismatches between extracted data and predefined business rules. This reduces the need for excessive manual corrections and ensures that the extracted text from an image file is not only accurate but also contextually relevant for your workflows.  

The benefits of using Rossum for extracting text from an image

No need for templates or preprocessing

Rossum’s intelligent document processing platform is built to avoid and negate the need for pre-templating and configuring documents before uploading/processing. This allows users to upload files with different sizes, formats, versions, orientations, and styles without standardizing layouts or file extensions.

Seamless integration with your existing tech stack

Rossum’s powerful API is built with flexibility in mind. Even if your existing workflow and networked systems are due for an upgrade, Rossum can integrate and streamline your document processing solutions – and adapt as your systems change.

Rossum also integrates with popular enterprise tools such as ERP, CRM, and RPA platforms, allowing businesses to automatically route extracted data into existing business applications without disrupting current processes.

Continuous learning and improving accuracy

Rossum’s deep learning algorithm typically achieves 75-85% accuracy initially, with 95% accuracy achieved within one month of implementation and training. Some of our clients have reached as high as 99.9% accuracy in data extraction and identification.

Check out our customer stories for big wins with Rossum.

This continuous improvement is possible thanks to Rossum’s human-in-the-loop capability, where user feedback helps teach the AI model, ensuring extracting text from an image becomes faster and more precise over time.

Support for multiple languages and handwriting

With the release of Rossum Aurora 1.5, the list of supported languages expanded significantly. We now offer full or partial support for 276 languages, including support for handwriting recognition. You can find more information about the languages Rossum’s platform supports here.

Enterprise-grade security and compliance

Rossum adheres to strict security standards, including ISO/IEC 27001:2013 and SOC 2. The platform has successfully completed SOC 2 Type II audit and holds TX-RAMP Level 1 certification. Rossum offers HIPAA-compliant environments and BAAs as commercial options, while ensuring compliance with GDPR, CCPA, and other applicable privacy laws through regularly updated policies.

Extracting text from an image online

Using free online tools for basic extraction

Text extraction from image files can be performed manually, with online tools, or with software solutions. The manual data entry method essentially turns your team into image-to-text converters. 

It also introduces the risk of human error in the extracted data and often leads to employee burnout. Many companies use tools or software to lessen the manual tasks required from data entry clerks to prevent this from happening. Online OCR tools are easy to find and use for text extraction.

A business could use one of several websites to extract text from images online. For example, Editpad is a website where the user uploads the image and clicks the “Extract Text” button. After a short wait, the extracted text is available for use. 

Browser extensions for simple tasks

While online converters are useful for quick, one-off tasks, they often lack advanced capabilities such as bulk processing, data validation, and workflow automation. All essential for businesses that need to process thousands of documents regularly. 

An extension for a web browser is another online tool that can copy text from images. Extension options include Google’s OCR Chrome Extension, which can convert images on a website into digital text. Many of these online tools or websites will also be able to extract text from PDF files because of their OCR technology. 

Online website converters and extensions are a place to start when searching for image-to-text extraction tools. Still, they are not designed to meet the rigorous requirements of business document processing tasks.

Extract text from an image with Google

Google Docs OCR – A quick solution

To extract text from images, Google has a few options available. Businesses that use Google Drive and Google Docs have a unique option to convert images to text. 

Google Docs has a capability that enables the user to open an image file in Google Drive, right-click on it, and select “Open with > Google Docs.” This simple action is an image-to-text tool that does not require uploading or downloading documents or software.

Google Lens for on-the-go extraction

However, Google Docs OCR may struggle with more complex document types, such as multi-page PDFs, tables, or documents that combine handwritten and printed text.

Another simple option from Google is the image-to-text Google Lens application. Google Lens is a smartphone application that detects and converts data in an image into digital text.

Google Cloud Vision API for custom integrations

In addition to the Google Docs process, there is a more advanced Google-based option for extracting text from image files in businesses. Your company can use the Google OCR online API to build a custom integration with their business system to extract text from image files.

The Google Docs and Google Lens options are not helpful for businesses that need to process hundreds of documents simultaneously. Rossum, however, is fully capable of handling this at scale and offers additional features for enhanced customization. Rossum has a free API that is simply written and documented, enabling developers to build their solutions rapidly. The Rossum cognitive data capture solution is both highly accurate and can integrate with most business systems.

Convert an image to text

Why conversion matters in business workflows

The first step in making unstructured data from an image valid for data entry is knowing how to extract text from image files. Instead of manually reading and retyping the information, businesses can convert images to text using software or other technology. Converting the file will make the text digitally readable so that employees only have to copy and paste the data into the correct fields in the company’s platform.

Online converters vs enterprise solutions

More advanced tools like Rossum go a step further by not only converting images to text but also automatically mapping the extracted data to the appropriate database fields or business applications, removing the need for manual copy-pasting altogether.

To convert images to text online, businesses must find a secure and accurate converter website. Because business documents contain sensitive information and vital data, these two requirements are essential in any tool a business uses. Image-to-text Google tools, such as those previously mentioned, are a good place to start when finding a converter, especially if you need to know how to convert images to text in mobile applications.

Companies that use Microsoft to convert images to text in Word can follow online tutorials or use a converter website. Since PDF files are standard in businesses and require the same technology necessary for extracting text from image files, many OCR online tools and websites will be able to convert PDF images to text files as well. Rossum, for example, can accurately convert image or PDF files into digitally editable text using AI OCR software.

What is a text extractor?

A text extractor is a tool that can extract text from documents using OCR technology. 

Essentially, an image-to-text converter is a specific version of a text extractor. 

Extracting text from an image using a text extractor can significantly reduce the turnaround time for document-heavy processes like invoice processing, compliance reporting, or customer onboarding.

From image files, text can be extracted using these tools, but the accuracy of the extracted data will depend on the complexity of the tool. 

Traditional OCR text extractors rely upon templates and rule-based systems. While these OCR extractors are effective to a certain extent, if a business receives documents that vary in format, the company will have to create new rules for the text extractor. 

Text can also be extracted from PDFs using these tools, though AI-powered OCR software is significantly more efficient. Rossum is a text extractor designed to mimic human document reading, achieving human-level – or better – accuracy in extracting text from image or PDF files. Without the time and effort required by manual methods.

Online image-to-text converter

While an online image-to-text converter website is not helpful for businesses that need to extract data from images; companies can use these websites to test the technology before deciding to implement a more robust software converter solution. 

It’s worth noting that many free online tools come with file size limitations or watermarks and may not comply with data privacy regulations, posing a risk when handling confidential business information.

If you use one of these websites to extract text from image files, you will be able to gauge how well the tool works and understand the kinds of features that your business may require for text extraction.

In addition, a JPG-to-text converter website may work differently from a PDF-to-text converter. This is why it is essential to find a tool that fits your company’s needs. Organizations that receive large numbers of PDF and image files should consider a solution that can effectively extract data from both file formats, such as Rossum.

Rossum: The best image-to-text converter for businesses

Another way to see how an image-to-text converter works is to use an application, such as Microsoft Office or Word. If you use a smartphone and have a screen reader, the “convert image to text” the Microsoft Word mobile app feature can be an easy way to test basic conversion capabilities. 

The image-to-text converter Google tools could also be used to test the technology on a simple document. None of these options are designed for businesses, however, and extracting text from image files in these settings requires a different system. 

The best image-to-text converter for businesses is one that can automatically read and extract data from hundreds of documents with a high degree of OCR accuracy. 

Rossum is a robust, cognitive data capture solution that converts unstructured data in image files into structured data that can be digitally read. Our enterprise automation platform can also enter the extracted data into the corresponding fields in the business system with almost no manual effort from employees.