Here’s a truth you and your team mates are already aware of: You create many online documents in your day-to-day work life.
Here’s another truth that you also know: The more documents you create, the more likely you are to lose them.
Losing things is human nature.
But if the thing you lose is a business-critical document, it can create a lot of problems for you and for your company.
- Your efficiency is undermined because you need that document for some task or activity – but you can’t find it!
- Your productivity falls because you end up wasting time searching for the document.
- The firm’s reputation and financial position may be damaged when clients start complaining about the delay.
Unfortunately, losing business documents in content repositories is a common problem for many companies. One of the primary reasons for this is that over 30% of documents are image-based and therefore unsearchable and unfindable.
The key to finding documents in is to make them searchable. And the best way to do this is to convert them to a text-searchable format like PDF. Ideally, the conversion process should be automated so every document is searchable and findable, and allows you to save time and gain efficiencies.
The good news: there is a way to do all of this. It’s called Litera contentCrawler framework.
Litera contentCrawler is a technology that assesses all the documents in a content repository or document management system (DMS) and processes them in bulk using either optical character recognition (OCR) or its own Compression services. In this way, it makes every document 100% searchable so you can easily find what you need, whenever you need it.
What makes contentCrawler special? And how can you make the most of its advanced technology?
Read on to find out.
Why Do You Need Litera contentCrawler?
Litera has conducted research to reveal how many enterprise documents are non-searchable. The answer is more than 30%. The more non-searchable documents you have, the less value you can get from them. After all, if you can’t find documents, how can you use them?
Your company likely uses some kind of content repository to store documents. But if these documents contain images or other types of unstructured content, they may be invisible to regular search technology, so you may not find the document you need, even if it exists somewhere inside the repository. As a result, you may have to create a new document, wasting time and effort. Or you may keep looking for the document in the repository using different queries – to no avail. Again, you will end up wasting time. You will also see a negative impact on your productivity and efficiency.
You can avoid all these issues with Litera contentCrawler.
What is Litera contentCrawler?
contentCrawler is Litera’s advanced framework to automatically convert any image-based document in a content repository, such as a DMS, to PDFs. These PDFs are text-searchable. Simply put, contentCrawler can identify any non-searchable content in your DMS based on specific queries and present it to you whenever you need it. contentCrawler intelligently assesses documents in a DMS and identifies non-searchable content based on specific queries. Its OCR module converts content to text-searchable PDFs and then saves them back in the DMS as new documents. These PDFs are searchable so you can easily run queries to find the documents you require. Moreover, it makes every document searchable, even documents that contain a lot of images and are typically invisible to search technology
And that’s not all. contentCrawler also automates the entire OCR process, so:
- Documents are saved in the DMS in a consistent format.
- Consistency means that there are fewer hidden files.
- Every document is searchable and available on-demand.
- Fully-searchable documents to ensure that documents comply with data protection and information security regulations.
The next section explores the features of contentCrawler and shows you how contentCrawler increases organisational efficiency and productivity.
Key Features of Litera contentCrawler – and How You Can Benefit
Information is your company’s most valuable asset. But to capture this value, it must be readily available and easily accessible. If most of your documents are image-based, they will be neither available nor accessible. And when this happens, you and your team will struggle to find the right information at the right time, no matter how much you search or how you modify your queries.
Litera contentCrawler is designed to eliminate these common concerns. Its OCR module automatically converts all your documents into searchable text files, regardless of the content in those documents. Every file will be a PDF so you can easily run a text query in your DMS to find the exact file you need.
Here are some of the features of contentCrawler that will generate tangible benefits for you, your team, and your company:
- Smart monitoring technology finds, assesses, and converts image-based documents to improve search results.
- Compliance support ensures that documents are fully searchable so your firm can comply with applicable data protection regulations.
- Runs automatically 24/7 in the backend with minimal human intervention.
- Dual processing modes so it can process both legacy documents and new files.
- Compression module reduces file size to reduce data storage costs without affecting document quality.
- Administration Console dashboard shows how many documents are OCRd and compressed
- Easy integrations so contentCrawler can find and process documents in any DMS, including iManage and eDocs.
contentCrawler sits in the background of your DMS and OCRs documents from any source. Whether you download a file from an external portal or email attachment, or even scan it from a device, contentCrawler will convert it into a PDF and add it to your DMS as a replacement file. In this way, it ensures that you can easily access that document later without wasting time or losing your sanity.
See contentCrawler in Action with Prime. Ask Us for a Free Demo!
Make the most of your valuable information by making your documents searchable – with Litera contentCrawler. contentCrawler’s powerful search and OCR technology can improve your document workflows, enhance your team’s productivity, and help your firm gain efficiencies through automation, OCR, and PDF conversions. Contact Prime Infotech Solution for a free demo and see for yourself how contentCrawler works.
Get in touch with us to discuss how Litera Content Crawler can benefit your team!
Prime Infotech offers a number of world-class security software solutions for Indian businesses of all sizes. For more information about these products and volume discounts, contact Prime Infotech today!
Phone: 022-2308-0666, +91-9833650378 Email: salesdesk@indiaprime.com
