To make scanned records searchable, run text recognition (OCR) on each scan to extract its text, then index that text in a search or knowledge tool. For sensitive files, use OCR that runs on the device, such as the text recognition built into macOS, so documents never leave the organization. Scan at 300 dpi, keep pages straight, and check accuracy on a sample.
Steps
- Scan well: 300 dpi, greyscale or colour, straight pages.
- Run OCR on the device or your own servers.
- Check accuracy on a sample, especially names, numbers and dates.
- Index the text with file metadata: file number, date, department.
- Control access so only authorized people can search sensitive files.
- Link to decisions: a searchable file is useful; a searchable decision with its reason is more useful.
Quality tips
| Problem | Fix |
|---|---|
| Faint text | Increase contrast when scanning |
| Skewed pages | Use deskew in scanning software |
| Handwriting | Expect lower accuracy; add a typed summary |
| Mixed languages | Test each script separately |
| Stamps over text | Rescan or add a manual note |
Keeping sensitive records inside
Cloud OCR services send documents to a provider. For classified, legal or personal records, prefer on-device recognition and local indexing.
Where Reattend fits
Reattend's Mac app reads scanned images and PDFs with the Mac's own text recognition, so the scan itself is never uploaded. With Rabbit, the default engine (Reattend's own model, still in training), the memory is written on the computer too; if your organization uses managed AI, the recognized text is sent to that service for processing. Only derived knowledge is shared, under access rules, with reattend.com or your organization's own server; air-gapped installs are scoped with our team.
Frequently asked questions
How do I make scanned documents searchable?
Run optical character recognition (OCR) on the scans to add a text layer, then index the text in a search or knowledge system. Good scans (300 dpi, straight, high contrast) give better results.
Can OCR run offline?
Yes. Modern operating systems, including macOS, include built-in text recognition that runs on the device, and there are open-source OCR engines that run locally.
Does OCR work for Indian languages?
Support varies by engine and script. Test with your own documents in each language before relying on it.