This informal CPD article ‘How OCR Technology is Transforming Family History Research’ was provided by The Institute of Heraldic and Genealogical Studies, an independent educational charitable trust established in 1961. They provide distance learning courses in Genealogy and Heraldry and offer professional genealogical qualifications.
In recent years, family history research has experienced a quiet revolution. Painstakingly deciphering handwritten records may now be greatly assisted by Optical Character Recognition (OCR) technology.
What is OCR?
OCR, or Optical Character Recognition, refers to the process by which scanned images of text, often from books, newspapers, parish registers, census records and wills, are converted into machine-readable and searchable data. This technology bridges the gap between analogue and digital, enabling large-scale transcription of historical documents that were once only accessible in person.
Why OCR Matters for Genealogy
The world of family history research relies on historical records, many of which are handwritten or printed in fonts long out of use. OCR allows us to unlock the information in these sources by converting them into searchable text. This dramatically reduces the time spent working through microfilm copies or original records and thus can increases the likelihood of finding an individual in those records.
For example, a researcher tracing a family line back to the 19th century may now be able to search entire newspaper archives in seconds, uncovering vital clues such as occupations, addresses, and family connections that might have taken months to discover previously.
Limitations and Challenges
Despite its advantages, OCR is not without its challenges. The technology can struggle with poor-quality scans, especially of ornate or degraded handwriting, and older typographical styles. This is particularly relevant in pre 19th Century records, where documents often vary widely in style and legibility.
Genealogists should therefore approach OCR results with a critical eye. Misreadings and missed entries are not uncommon, and corroborating findings with original images or secondary sources remains a best practice.
Enhancing Accuracy with AI
To address these limitations, many platforms now use machine learning and artificial intelligence to ‘train’ OCR engines on historical scripts. Some advanced systems are capable of recognising specific handwriting styles or correcting for misreads that are out of context. This has significantly improved the accuracy of results, particularly for common archival formats such as parish registers or military records.
OCR in Practice
Several online genealogy services now offer OCR-enhanced document collections, enabling keyword searches across millions of pages of historical material. Libraries and archives are also embracing this technology. The National Archives, for example, has ongoing digitisation initiatives that incorporate OCR to improve public access to its collections (1).
For professionals in archival, historical, or research-based roles, understanding OCR technology is increasingly valuable. Familiarity with OCR tools, its benefits and limitations, and their application in family history can enhance research efficiency.
Conclusion
OCR technology is not just a technical tool. By making historical records more accessible, searchable, and manageable, it allows researchers to uncover personal and collective histories more effectively than before.
As with all tools, its value lies in its practical application. When combined with critical thinking and careful verification, OCR becomes an indispensable ally in the ongoing quest to discover where we come from.
We hope this article was helpful. For more information from The Institute of Heraldic and Genealogical Studies, please visit their CPD Member Directory page. Alternatively, you can go to the CPD Industry Hubs for more articles, courses and events relevant to your Continuing Professional Development requirements.
REFERENCES
- https://www.nationalarchives.gov.uk/information-management/manage-information/preserving-digital-records/digitisation/
