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How to Do Preparations for Data Conversion?


The ever-changing scenario of business has data in today’s picture. Several companies and startups are spinning gold through data-mining. Be it market or business research, the outsourcing units are developing business intelligence. And for that, all they want is data.

Finding data in desirable format is next to impossible. However, it’s an overwhelming data set (that’s why it is called big-data) but the usable part needs conversion. Take an example of an ocean. Although it has opulent water yet it’s saline. It needs conversion from saline to potable for usage.

Likewise, big-data also requires transformation. The smart and adept data mining experts extract the relevant part from its gigantic structure (but not the entire). Then, data conversion comes into picture. It is so because converted version is easy to retrieve and store.

Now, let’s take a roundup of how to do preparations for data conversion.

Cataloguing: If one has an idea of how much data should be converted, the subsequent conversion process becomes a walkover. So,
• Create listing of all the documents.
• Identify the number of their hard and soft copies.
• Determine the version of software.
• Comprehend the target location where the data will be located.
• Calculate overhead expenses.
• Prepare the compilation trick for collating many documents.
  
Classify: A financial document can’t be similar to invoices in layout. For example, many companies in data conversion from India deal in outsourcing data domain. It can’t be restricted to a particular industry. Catalogs, manuals, brochures, process papers, medical transcriptions, billing details, technical report, regulatory papers, lease or mortgage papers, insurance documents, and real estate papers are a few categories in which it deals. So,

• The data executives should sort out all the documents.
• Provide them all different captions or headings to enable easy finding.

Differentiate formats: Converting pdf, jpeg, exe, ppt and any other file format simultaneously is a herculean task. Troubles and difficulties will likely to irk the conversion team. And if the data professionals hire software for the same task, the flaws will be larger in counts. So,
• Check the formats (and count the formats also)
• Choose the best tool or method for sifting the documents.
• Choose outsourcing option for it. 

Scheduling: Different volumes of the data require variant timeframes. The data operators can take manipulative deadlines for completion of such projects. It can hamper the delivery of the projects. So,
• Separate time-consuming documents from others.
• Schedule conversion as per document’s nature.
• Comply with the technology also. 

Maintaining confidentiality: Hacking poses the biggest threat to data. The data can be of any kind. It can be payroll, cheques, invoices, bills, logistic details, manufacturing inputs and outputs etc..  Hacking such data can invite catastrophe for the company. Thus, maintaining confidentiality is mandatory. So,

• Pick the most trustworthy and skilled executives.
• Monitor through IT-infrastructure.
• Vet the background of the executives before selection. 
• Install server for centralizing the data and securing it. 
• Secure data with solid password. 

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