Paper, paper everywhere, and if you’re like most of us, you can’t find the paper you need. When organization is the problem or you just have too much paper cluttering up your office, then it’s time to think about data conversion.
Technically, data conversion is the transformation of one type of data into another type of data. The type of conversion in business is often from paper to a digital file through character encoding.
Look at the advantages of data conversion services:
1. Converting data saves space in your office. An entire file cabinet may fit on one CD or DVD.
2. You can send information quickly and securely to other users.
3. You'll be able to find what you’re looking for easily through developed search methods.
Action Steps
The best contacts and resources to help you get it done
Consult with data conversion specialists
Your data conversion needs may be totally different from those of the business next door. A data conversion specialist can recommend the best target format for your data.
I recommend: NDC is a data conversion business that promises to convert to any format, including tape and optical media. You can also learn more about converting data from the resources listed at
DATACONV.
Take control with DIY (do-it-yourself) data conversion services
When your data conversion needs are simple or infrequent, consider scanning paperwork onto your computer as digital files.
I recommend: Check out the
data conversion software available at Data Conversion to see if you can find one that’s right for your business. Another option to consider is a combination data conversion provider and storage company. Not only will a company like
ImageMentor convert your data, they'll also manage it for you. This has the added benefit of protecting your data should a disaster such as a fire destroy your business.
Outsource data conversion
When you would rather spend time running your business instead of scanning and verifying that every file converted successfully, you need to contract with a data conversion service.
I recommend: Check the data conversion services at
Data Conversion Lab or
Data Stream Content Solutions.
Keep your data system current and accessible
New software applications, operating systems and hardware make data an ever-changing part of your business. Every time you upgrade your system or technology, make certain that current data is compatible with new systems or transform your data to a newer format.
I recommend: Ask data conversion specialists about compatibility information. Get a heads up about the
problems of compatibility with data.
Make your data work for you, not the other way around
The target format for your data should be searchable by keyword, so that you can find the information you need immediately. Keep your files secure through passwords that you change on a regular basis.
I recommend: Find out how to create great
passwords from Microsoft.
Tips & Tactics
Helpful advice for making the most of this Guide
- Don't forget to back up data files. In addition to files on your hard drive, back up data to CDs, tape or a portable hard drives.
- If scanned paperwork is sensitive, include shredding as part of the data conversion process.
- Data conversion is not foolproof. Sometimes things happen, and you'll need to call in data conversion specialists experienced in recovery.
The official source of Data Conversion Services is
the Data Conversion Services page at Business.com
Featured Vendors
Innodata IsogenPartner with a Proven Leader in XML Data Conversion.
www.innodata-isogen.com
Switch From Microsoft Excel to Microsoft AccessGet your business spreadsheets professionally converted into a custom Microsoft Access database. Serving nationwide since 1999.
JustGetProductive.com
Data VirtualizationFind, access, federate, and deliver data without replication. Save time and cost on data integration projects.
www.compositesw.com
Reuse Existing AppsCreate a Flexible Infrastructure for SOA. Read the Brochure.
www.IBM.com
Related Resources from Business.com
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