Document Digitization and Intelligent Archiving: A Digital Transformation Solution Powered by Dual OCR and ASR Engines

Many organizations still hold large volumes of paper documents and audio recordings that are difficult to manage and leverage effectively. LargitData combines OCR (Optical Character Recognition) and ASR (Automatic Speech Recognition) technology to help enterprises fully digitize all types of content, building a searchable, analyzable intelligent document system.

Challenges in Enterprise Document Management

Despite years of digital transformation momentum, many enterprises — particularly in financial services, healthcare, government, and manufacturing — still maintain large volumes of paper documents. Contracts, invoices, reports, medical records, meeting minutes, and handwritten notes accumulate in filing rooms, consuming valuable physical space and facing the risk of deterioration and damage over time.

The most critical problem with paper documents is that they are unsearchable. When a specific contract clause or historical record needs to be retrieved, employees must spend significant time manually sifting through files — an extremely inefficient process. More significantly, a great deal of valuable content from meetings, client interviews, and expert consultations exists only as audio recordings that have never been transcribed, leaving this information as a "dormant asset" that cannot be effectively retrieved or utilized.

Traditional document digitization methods — scanning combined with manual data entry — are costly, slow, and prone to errors. For an organization with hundreds of thousands of pages of historical documents, a purely manual digitization effort could take years. Speech-to-text has been an even greater technical bottleneck; traditional speech recognition systems have often struggled with Mandarin colloquial speech, specialized terminology, and multi-speaker conversations.

Furthermore, even after scanning is complete, without OCR processing the resulting files remain mere images — full-text search and data extraction are still impossible, significantly undermining the value of the digitization effort.

Digitization Solution with Dual OCR and ASR Engines

LargitData provides two AI-powered technology engines — OCR (Optical Character Recognition) and ASR (Automatic Speech Recognition) — to help enterprises achieve comprehensive document digitization.

For paper document digitization, the LargitData OCR engine uses deep learning to recognize printed and handwritten text with high accuracy across multiple languages including Traditional Chinese, Simplified Chinese, English, and Japanese. The system supports a wide range of document types — including contracts, invoices, statements, tables, ID documents, and handwritten forms — and automatically identifies document layouts while preserving the original formatting structure. Recognized text can be exported in searchable PDF, Word, Excel, and other formats for downstream management and use.

For audio content digitization, the LargitData ASR engine employs end-to-end deep learning models that support speech recognition in multiple languages, including Mandarin Chinese (including Taiwan accent), English, and Japanese. The system can process meeting recordings, interview recordings, customer service calls, training videos, and other audio files, automatically transcribing them into structured verbatim transcripts. The ASR engine also supports Speaker Diarization, identifying different speakers to produce clearer and more organized meeting records.

Most importantly, the text content produced by OCR and ASR can be further ingested into the RAGi enterprise knowledge base, transforming previously dormant information into knowledge assets that AI can retrieve and utilize — realizing the full value of digitization.

Core Features of LargitData Document Digitization

• High-Accuracy OCR Recognition: Powered by deep learning, supporting multilingual recognition including Traditional Chinese, Simplified Chinese, English, and Japanese for both printed and handwritten text, with industry-leading accuracy.
• Multi-Format Document Support: Handles a wide variety of document types — including contracts, invoices, tables, statements, ID documents, and handwritten forms — with automatic layout detection and preservation of the original formatting structure.
• ASR Speech-to-Text: The ASR engine supports speech recognition in Mandarin Chinese (including Taiwan accent), English, and Japanese, and can process meeting recordings, interviews, phone calls, and other audio files.
• Speaker Diarization: Automatically identifies different speakers in audio, producing clearly labeled verbatim transcripts — ideal for multi-participant meeting documentation.
• Batch Processing Capability: Supports automated batch processing of large volumes of documents and audio files, suitable for large-scale historical document digitization projects.
• Knowledge Base Integration: Text content converted by OCR and ASR can be directly ingested into the RAGi knowledge base, enabling AI-powered full-text search and intelligent Q&A.

Expected Outcomes and Benefits

After adopting LargitData's document digitization solution, enterprises can expect the following outcomes:

• Fully convert paper documents and audio data into searchable digital assets, unlocking dormant information value
• Document retrieval time reduced from hours to seconds with full-text search, significantly boosting operational efficiency
• Reduce physical storage space requirements and minimize the risk of paper deterioration and damage
• Automatically transcribe meeting minutes and interview content into structured text, ensuring no critical information is missed
• Digitized content can be further imported into an AI knowledge base to enable intelligent information management and utilization
• Meet regulatory compliance requirements for document retention and digital backup