Businesses that are considering or rolling out digital transformation will definitely need data conversion services. As digitization converts physical data into the digital form, data conversion is already happening. A more relevant type of conversion within the digital formats is also required for the businesses. For various purposes, the business uses many software tools ranging from MS Office to high-end Business Intelligence tools. All of these may expect data in different formats which requires the business to convert at least some of their digital data into multiple formats. Every conversion format requires a different tool. Tools need expertise and investment. All of these can be done by outsourcing data conversion services conveniently. Whether you outsource or decided to complete the process in-house, here are the 4 key strategies required for successful data conversion.
Define the Scope
As businesses deal with large volumes of information on a daily basis, it is important to define the scope of data conversion. Not all data will have to be converted. So, the first job for outsourcing data conversion will be to identify what data has to be converted into which all formats. Once this table is made, the scope is identified. The following are some of the questions that need to be answered:
- What data has to be converted?
- What are the formats required?
- What are the tools to be used?
- What is the resource requirement?
- What is the extent of digitization and conversion?
- Is it an ongoing requirement?
- How long will it take to complete the conversion?
- What is the expected cost?
Set Up the Guidelines and Quality Standards
Once the scope is defined, the guidelines and quality standards for data conversion outsourcing services have to be defined. This is essential for the data conversion to be completed assuring quality information. Typically, the outsourcing companies will have their own quality standards and guidelines that they follow.
Set Up the Business Rules
Cleanse and Validate the Data
Every business will have their own set of rules for the information they capture. This includes the minute details like the address should be of this length, the name should not contain numbers etc. Further, businesses have their own data rules such as the stock quantity cannot be negative or below a particular level etc. These are the business rules which need to be well-defined and applied when data is converted. Otherwise, the data, when combined, will be inconsistent causing many discrepancies in the software tools used.
Once the data is converted, the next challenge for the offshore data conversion service provider is to cleanse and validate the data. Data cleansing will remove the redundant data, wrong information and fill up the missing information. Cleansing basically makes sure that the data is accurate, complete, and reliable. It then has to be validated for authenticity. This is essential as the businesses need reliable data to be used for analytical purposes and for financial management.
Data conversion is regarded highly essential for businesses to manage their information efficiently. Outsourcing offers a cost-efficient solution for data conversion and management.