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.