In CloudNine™ Explore, OCR (optical character recognition) can be performed on image-based documents (such as TIFF, JPEG, GIF, BMP, PNG, and Adobe Acrobat PDF files) at the document level so that their content can be read, filtered, and searched before exporting them to CloudNine™ LAW.
There are three ways OCR can be performed in CloudNine™ Explore:
•Automatically during import
•By file type on the OCR tab
•By individual document on the Filters, OCR, Search, Export, or Exceptions tab
OCR can be performed automatically on documents when the documents are imported into a case by selecting the Automatically queue documents for OCR during analysis check box on the Analysis tab in the New Case Settings or Edit Case Settings dialog box. When the check box is selected, OCR is performed on the documents before their text is indexed (during analysis).
OCR can also be performed on groups of documents by file type, custodian, and import session on the OCR tab or on individual documents using the Queue document for OCR button on the Filters, OCR, Search, Export, or Exceptions tab in CloudNine™ Explore.
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Encrypted files are not automatically queued for OCR and are not included in the Documents to OCR count on the OCR tab. |
If a PDF with images is detected during analysis processing in Explore, then that document will automatically be flagged to have OCR performed. If the resulting OCR text is less than the extracted text, then the extracted text will be used. Documents with extracted text larger than OCR text will show under the "Insufficient OCR" count in the case's OCR tab.
Before performing OCR on any documents in CloudNine™ Explore, verify that the OCR settings have been set to ensure the proper output format. When a case is created, the OCR settings for the case are defined on the OCR tab in the New Case Settings dialog box. These settings can be modified on the OCR tab in the Edit Case Settings dialog box. For more information see OCR Case Settings.
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Performing OCR on documents can help to identify the documents you want to export to CloudNine™ LAW. If you are exporting to CloudNine™ LAW from CloudNine™ Explore, when you export documents that included image-based attachments and have had OCR performed on them, only the OCR from the parent document is exported to CloudNine™ LAW. The OCR for the child documents is not exported. In this scenario, OCR needs to be performed again on the child documents in CloudNine™ LAW once the documents are exported into CloudNine™ LAW. For more information about performing OCR in CloudNine™ LAW, see the CloudNine™ LAW Answer Center. If you are using the LAW Direct export, CloudNine™ Explore exports the OCR text for all documents included in the export regardless of them being parent or child documents. You do not need to perform OCR again in CloudNine™ LAW for any document exported from CloudNine™ Explore when using LAW Direct export. For more information about exporting in CloudNine™ Explore, see Exporting. |
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If you use more than 18 agents on a single machine, you may experience errors when performing OCR with ABBYY. |
Supported OCR File Types
The following table contains the file types that support OCR processing in CloudNine™ Explore.
Supported File Types for OCR |
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File Extension |
File Description |
BMP |
Microsoft Windows Bitmap |
DCX |
Paintbrush Multi-Page Fax Bitmap |
GIF |
Graphics Interchange Format |
JPEG or JPG |
JPEG File Interchange File |
PCX |
PC Paintbrush Bitmap |
Adobe Portable Document Format |
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PNG |
Portable Network Graphics Bitmap |
TIF or TIFF |
Intel Tag Image File Format |