Converting or Digitizing hoa documents to an electronic file?

Started by HowardC2 • 10 replies • 1877 views

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HowardC2 (North Carolina)
Posts: 80

Posted:

Our hoa documents are only available in the original form via a.Pdf file. These cannot be searched or viewed as anything other than a "photo".
Has anyone converted their hoa documents to a word or other text file? I understand there are programs out there however they are all extremely expensive?
Thanks

TimB4 (Tennessee)
Posts: 21,062

Posted:

Howard, I've done that using Adobe Acrobat Pro. Actually bought the program.

However, the text recognition program is not always accurate and you will need to proof each converted document prior to releasing.

I'm on vacation at the moment. If you are not in a hurry, I'd be willing to convert the documents for you but you will have to do the proofing. Contact me at [email protected]

As the e-mail implies, I only look at that e-mail when I'm at work. Therefore, it will be next week before I check it.

Tim

DaveD3 (Michigan)
Posts: 796

Posted:

Same thing here. Acrobat text recognition.
The trick is two-fold.
1) Start with a good copy
2) Scan at a sufficiently high resolution (400+ dpi worked for ours)

Depending on who the document is for, the un-proofed version might be sufficiently searchable for most purposes.

Acrobat is nice also in that you can insert bookmarks to various sections as you see fit.

FredS7 (Arizona)
Posts: 927

Posted:

> I understand there are programs out there however they are all extremely expensive?

This WAS true. However technology has marched on and character recognition is now included in Acrobat (and other software). The problem with inaccuracy remains.

I have seen older journal articles character-recognized AND preserving the original scan for viewing. This allows you to search while also being able to check for errors.

The downside is that images lead to very large files.

RichardP13 (California)
Posts: 1,767

Posted:

I use PaperPort Professional. I have used Acrobat, but find PaperPort easier to use transfers at better quality.

HowardC2 (North Carolina)
Posts: 80

Posted:

Thanks for these tips and offers. I was told to try a 30 day test version of a text recognition program last PM. It work well but takes a lot of proofing. I guess that's what I am going to have to deal with. I'll try to find a better copy out to scan.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Many combo printer, copiers, scanners come with Optical Character Recognition software but many have not even looked to see if it exists.

This allows you to scan a printed doc in and convert it to an editable format like scan a PDF doc and convert it to a MS Word file. The doc will have to proofread and edited as OCR is not 100% accurate.

Hope this helps.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Keep in mind these documents are probably saved as PDF to be unable to modify them. That is because it can cause confusion to later members who may get the modified documents. So make sure the ORIGINALS are kept to be read only and not modified.

It's good to keep a "working copy" if your HOA plans on updating and changing the documents for legal reasons. However, keep them marked as "Working copies" so they do not get confused.

I always just copied the whole page by "Cntrl-a" and put it in a word document manually. I can then modify it that way.

Former HOA President

JohnB26 (South Carolina)
Posts: 1,001

Posted:

Melissa,

You are confusing 'searchable' with 'editable'.

Many modern scanners include OCR and PDF software to enable 'scan to searchable pdf' option.

EDITABLE pdf software is expensive, searchable is much much cheaper.

eg.

HP's 'PDF Complete Corporate Edition' (which came loaded on my new desktop) married seamlessly with my HP scanner.

Took about 10 minutes to convert 11 pages to searchable pdf ~ also made a 'hard' image pdf with a MUCH larger file size

HowardC2 (North Carolina)
Posts: 80

Posted:

Quote:

Posted By JohnB26 on 12/04/2014 8:27 AM
Melissa,

You are confusing 'searchable' with 'editable'.

Many modern scanners include OCR and PDF software to enable 'scan to searchable pdf' option.

EDITABLE pdf software is expensive, searchable is much much cheaper.

eg.

HP's 'PDF Complete Corporate Edition' (which came loaded on my new desktop) married seamlessly with my HP scanner.

Took about 10 minutes to convert 11 pages to searchable pdf ~ also made a 'hard' image pdf with a MUCH larger file size

Good info. I have an hp laser jet multi function and it has some ocr software I may try. Thanks

JohnB26 (South Carolina)
Posts: 1,001

Posted:

the 'stock' and 'included' OCR works very well on clean hi-contrast printed documents

if you have a 'faded' copy - adjust the contrast higher BEFORE using the OCR software

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