Data Conversion- a helping hand!

Data is an essential aspect of any human to grow, and Data conversion, the name suggests, deals with the transformation of data. Be it in terms of moving from one format to another either physical or virtual. For example, moving data from paper to any electronic format or from electronic format to another. This is done so as to make data more efficient and reliable. Suitable data conversion is important to assure that the quality and viability of data.

This can be a quite challenging process as it may include data extraction from primary data available, converting to the required format and lastly, placing this newly converted data to the desired location for further use or analysis.

From the business point of view, data conversion is pretty normal and essential process. Because business organisation deals with bulk of data that has to be processed and therefore must be converted to various formats for the ease of use. This is especially popular in the medical field where the organisations has to manage the changes from records to records like updating the prescription files in required formats. Data can be converted to various formats like HTML conversion, PDF conversion, OCR conversion, XML conversion, word conversion etc, respective to the need of organisation.

datta conversion Data Conversion  a helping hand!

Conditions to keep in mind while data conversion:

What type data can be converted?

⦁ Data which is in huge amount and is not easy to tackle or use, data that is used by various users of any organisation, data that should convert to any particular format that is suitable for all the users of an organisation, to keep the records etc.

How long will the conversion take?

Data conversion that is not quick and efficient is not useful. The system should support the current converted format for the data to load quickly. The data that is to be converted should be real quick for in processing and giving results. The conversion must be in a proper readable format which can be further used. For example, the Word files when converted to normal text document, the formatting and media files are removed which will create the difficulties.

In what formats the conversion will be needed?

⦁ Analyse the original data and then decide the conversion formats needed. The software present must be able to do the conversions without any loss of data. The lesser the formats, the efficient the data usability.

Benefits of Data conversion:
⦁ Can use multiple systems efficiently.
⦁ Improved operations of the organisation.
⦁ Faster and lower cost.
⦁ Reduced downtime.
⦁ Easy storage of data.
⦁ Easy update and migrations.
⦁ New data can be easily indexed.
⦁ The risk of losing data is reduced.
⦁ Easy analysis of records and study of data.
⦁ Remote use of data when data is digitised.

Important Data Conversion strategies:
Pre-planning:
Planning the data conversion should include the conditions of converting data, Is conversion profitable or not, the typical format for the same, the time required for conversions, quality of data, the storage etc.

Follow Data Standards:

The converted data must be compatible with data standards which will ensure the consistency and reliability of data. For this, regularly monitor the quality of data standards to upgrade it.

Clean the Data and Organise it:

Data cleaning procedures are necessary to maintain the quality of original data which is helpful in making the conversion smooth as it removes the unwanted noise, errors, multiple copies of same data.

Management of Data:

While conversion, make sure the duplicated data is eliminated which increases the storage, in turn, increases the smoothness for operations. Management rules must be followed for maintaining the data of the system.

Why should Data conversion be outsourced?
⦁ Focus on other important business is maintained.
⦁ Data Redundancy is removed.
⦁ Multiple formats are possible and efficient.
⦁ Lesser paperwork.
⦁ Cost effective.
⦁ Easy and reliable conversions to electronic formats.
⦁ Resources are saved.
⦁ Quality is maintained.
⦁ Chances of data loss are less.
⦁ Damage control as if any disaster like a crash of software the data is backed up to the outsourced partners.
⦁ Easy accessibility from remote stations.



Leave a Reply