OCR Technology in the hospitality and tourism industry

What is OCR technology?

OCR stands for Optical Character Recognition. This technology involves converting text from an image into machine-readable and editable digital text. For example, when you take a photo of an ID card and scan it using OCR technology, the result is a digital version of the text that appears on the card.

OCR enables the digitization of information, transforming visual data into editable documents. This helps businesses save time and process large volumes of paperwork efficiently and accurately.

How OCR Works – 4 Basic Steps

1. Image acquisition: The document is scanned and converted into binary data. The OCR software then analyzes the scanned image, distinguishing light areas as the background and dark areas as text.
2. Pre-processing: OCR cleans the image by detecting characters, straightening tilted text, reducing noise, removing digital specks, smoothing text edges, and clearing borders or lines. These steps help eliminate errors before text recognition.
3. Text recognition: OCR algorithms use pattern matching and feature extraction to recognize characters in the image.
4. Post-processing: After analysis, the system converts the extracted text into computer-readable files, such as editable text or searchable PDF documents, and retains annotations for both the original and processed versions.

Optimizing Customer Experience in the Tourism & Hospitality Industry with OCR

Long queues for hotel check-ins could soon be a thing of the past. Thanks to advanced OCR technology, customers can now complete the check-in process in just a few seconds. Using a tablet camera or handheld devices like smartphones, guests can check in without needing assistance from front desk staff.

Customers simply take a photo of both sides of their ID card, citizen ID, or birth certificate. The system automatically analyzes and processes the data, allowing check-in once the information matches the existing booking.

Replacing manual operations with automated processes not only provides customers with a faster and more convenient experience, but is also considered a safe step in adapting to the new normal after the pandemic. Alongside other contactless technologies such as voice assistants and automated check-in via OCR, this helps reassure customers and gradually revitalize the tourism industry.

OCR – A breakthrough in management and operational efficiency for the Tourism and Hospitality sector

For businesses in the Tourism and Hospitality industry, OCR offers the following benefits:

Automated Data Entry

OCR technology allows users to quickly input data. Unlike traditional scanners, users only need to take a photo of documents or paperwork, and OCR will scan and extract all the information mentioned in those documents. This process is fully automated, saving time and manual resources.

Fast Data Access

After extracting information from documents, the OCR system stores and manages the data intelligently and synchronously. Users—including business employees and customers—can easily access and search for textual information. These data can then be utilized to support important decisions, such as building customer-oriented business and marketing strategies.

Minimized Errors and Fraud

By significantly reducing human involvement, the automated data entry process is less prone to errors. Additionally, advanced OCR technology can detect damaged or fraudulent documents, helping to prevent fraudulent behavior. Moreover, using OCR is considered more effective than traditional scanners in reducing the risk of potential data loss.

Data Security

Data security is a top priority for any organization. Paper documents are highly susceptible to loss or damage—they can be misplaced, stolen, or destroyed by natural elements or human interference. However, this risk is significantly reduced for data that has been scanned, analyzed, and stored in digital formats. Moreover, access to these digital documents can be strictly managed to prevent mishandling of digitized information.

Improved Productivity and Operational Efficiency

When the data entry process is automated, businesses save considerable time and labor costs associated with hiring manual workers. At the same time, operational resources can be reallocated to more complex tasks, helping to streamline and optimize the organizational structure.

OCR Studio – The Leading Document Digitization Solution for the Tourism and Hospitality Industry

With its capability to extract and auto-fill information into predefined data fields, OCR is widely applied in the field of document digitization. At GMO-Z.com RUNSYSTEM, our team of top experts in economics and technology have collaborated to create OCR Studio, a smart document digitization solution. It enables the Tourism and Hospitality sector to digitize paperwork with up to 99% accuracy, ensuring cost and time savings while delivering the highest investment efficiency.

99% Recognition Accuracy – Market-Leading Handwriting Recognition

OCR Studio is not only capable of accurately recognizing text from standard documents in good condition, but also stands out as the only solution on the market that can identify elements such as stamps, signatures, and checkboxes. It can process documents with noisy backgrounds caused by colors, stamps, or tables. Moreover, OCR Studio is the only solution capable of recognizing Vietnamese handwriting, making it applicable to real-world business operations as required by enterprises.

Flexible Information Extraction, Tailored to Practical Business Needs

OCR Studio is capable of extracting information fields based on specific requirements and supports post-verification of data. Even non-IT users can easily define custom fields for extraction. With an App Store library of over 50 ready-to-use document templates, businesses can extract information immediately without needing to redefine the format. Additionally, we offer several unique features that are unmatched in the market, including:

• Dictionary: A tool for data standardization, used for specific fields within documents.
• Standardized data synchronization with other systems, such as ECM systems or other data management platforms.
• Asynchronous document extraction processing: In cases where customers need to upload a large volume of documents at once, the system can handle asynchronous processing to ensure smooth operation.

Outstanding Implementation Capability

With 20 years of experience in software development, IT solutions, and services for both the Vietnamese and Japanese markets, we are confident in delivering high-quality solutions with dedicated customer support. The OCR Studio document digitization solution has been trusted by hundreds of major partners, including:

• Cathay Vietnam Non-life Insurance Co., Ltd.
• Shinhan Bank
• Southeast Asia Commercial Joint Stock Bank (SeABank)
• Toyota Finance, and more.

If you are interested in the solution, please contact us via the information below to receive professional consultation from our expert team!

Smart Solutions – Digital Transformation Solution Ecosystem

Digital Transformation Division, GMO-Z.com RUNSYSTEM

• Website: https://ssolutions.vn/
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• Hotline: 024 3577 8977
• Locations: Hanoi – Hue – Da Nang – Ho Chi Minh City – Tokyo