Convert Real Estate Files to Searchable Text Files With Google Docs

Google Docs now converts the text in scanned documents to Google Docs.  This is a great feature, especially if you are a paperless office.  For example, you can upload an appraisal file that is in PDF format and not only store it in Google Docs, but search the text within the PDF file.

Upload your scanned images (JPEG, GIF, PNG) or PDFs, and Google Docs will extract text and formatting from the scans for you to edit away.

OCR works best with high-resolution images, and not all formatting may be preserved. The original images will be included in the new document to make it easier for you to correct mistakes.

How does it work?

Optical Character Recognition (OCR) lets you extract text from images using automated computer algorithms. Images can be processed individually (.jpg, .png, and .gif files) or in multi-page PDF documents (.pdf). For more information on OCR, check http://en.wikipedia.org/wiki/Optical_character_recognition

How do you upload a document?

Step 1:

Go to docs.google.com and log in.

Step 2:

Click the “Upload” button in the top left corner of the screen.

Step 3:

Select the file you want to upload.

Step 4:

Select to “Convert text from PDF or image files to Google Docs documents”.

Step 5:

You can select a folder to upload to, determine file permissions, and then start the upload.

That is it.  You can now view and edit your document.

To test the service, I creating a PDF file from an appraisal report and uploaded it to Google Docs.  You can see from the image below, Google easily extracted all of the text from the PDF but none of the formatting was preserved.

The OCR feature might be more and more convenient to real estate appraisers.  Appraisal orders and real estate contracts are commonly emailed as PDF documents.  If you use GMail as your email client, you can open the PDF in Google Docs and search for text within the document.

Click “view” to open an email attachment in Google Docs.

The document will be opened in Google Docs.

Now you can search for text within the document.   For example, you could search for the FHA case number in an appraisal order.  This might save you time by not having to read through the entire document to find the FHA case number.

Google Docs currently gives you 1 Gig of free storage.

You can buy an additional 20 GB of storage for $5.00 / year.

Do you use Google Docs to view your appraisal or real estate files?

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Tagged as: Google Docs, OCR