Why Do You Need Data Conversion Outsourcing Services?
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Have you ever tried hands on data conversion? Certainly, it’s a technical task. And if you are not aware of how to do it, hiring a third-party professional can be the best decision.
If it’s your first time to hire such experts, explore some real-life examples. We have one for you.
Real-life Example
Let’s consider the case of the healthcare industry. Various hospitals or clinics sign agreement with data conversion outsourcing companies. With this kind of professional support, various clinics, hospitals, and healthcare companies feel no burden of converting medical records into desirable digital format or languages. This practice indirectly helps insurance companies to eliminate medical billing hassles. This is simply because the conversion process transforms paper-based records into digital file, which can be accessed online. Even, patients can immediately check their reports as they are processed. Additionally, you won’t have to spend a lot. It’s cost-effective if you outsource conversion project to an expert company.
A healthcare provider, Mercy Health, did the same and noticed unprecedented savings, better efficiency, and accuracy in its medical records. According to an article in Healthcare IT News, Mercy Health accumulated savings upto $250,000 per year via these services. Additionally, the outsourcing provider was able to convert 1.5 million pages of paper records to digital format in just six months, a task that would have taken Mercy Health several years to complete in-house.
This example shows cost-effectiveness. But actually, contracting with a conversion professional brings a ton of more advantages. Let’s discover why you need data conversion outsourcing services.
Hiring a third party for conversion services can save more money than onboarding and training in-house staff. Various organisations rely on this option to save the cost of in-house operations, recruitment, salaries, benefits, and other costs associated with maintaining a full-time workforce.
In addition, you can have multiple options to contract with. Let’s say, if a company asks for thousands of dollars, you can look for alternatives that offer cost benefits. Above that, you get quality work.
Virtual assistants are mostly certified and specialised in this area, which enables them to deliver high-quality output in a timely manner. It allows businesses to spend more time on innovation and focus on their core competencies for improving overall productivity.
Contacting a conversion specialist provides easy access to skilled resources who have years of extensive experience in this process. This practice helps in ensuring accurate and efficient conversion.
Most outsourcing companies use advanced technology and techniques, which makes this process faster, more accurate, and easier. All in all, you can have flawless records with an accuracy rate of 99.9%.
When you outsource data conversion services, it leaves you with a scope to scale the project or reduce the need if you don’t have much data over time. Simply put, you can scale up or down the conversion project depending on business needs. This conversion allows businesses in the present scenario to manage fluctuations in demand without having to invest in additional resources.
Now that you know the benefits, let’s move on to know the entire process of leveraging these advantages.
Process of Data Conversion Outsourcing
The conversion process requires technically sound experts and specialised training, which a data conversion provider or outsourcer provides. Here is an overview of this process.
Planning
Since it’s all about hiring a professional, the discussion is a must to go on, at first. The client and service provider agree on the scope of the project, timelines, budget, and other specifications. The service provider may also guide on the best approach to convert the data.
Data Collection
The collection is the next step wherein the data are gathered and sent to the service provider. The collection is forwarded through shipping or electronically.
Data Conversion
The hired data clean-up provider converts the datasets from one format to another using specialised software and tools. The process may cover the conversion of paper-bound documents into digital formats, such as PDF or Microsoft Word, or transforming them from one file format to another.
Quality Assurance
As it is the next step of conversion, it is then checked for improvement in quality or accuracy and completeness. With this step, it is verified if the processed datasets meet the client’s requirements. For this purpose certainly, manual checks, automated validation, or a combination of both, can be preferred.
Delivery
The converted data is now ready to be delivered. One more time, the efficient professionals check if the converted records are as per the agreed format and within the agreed timelines. This step again involves transferring the data electronically or physically shipping it.
Support
Considering that the delivery is over, the role of the service provider does not get over. The client may require support, which is provided to the client. This is how it is ensured that the converted documents, files, or records are usable and hence, meet the client’s needs.
Last but not the least, the data conversion outsourcing process can be successful with seamless collaboration between the client and the service provider. This coordination takes place unless the project is completed successfully and the client shows happiness upon delivery.
The process of conversion differs from the outsourcing process. It involves completely technical steps, which are dedicated to transforming records at every step. Let’s understand what these steps are.
Process of Data Conversion
Data conversion is the process of transforming data from one format or structure to another format or structure. The conversion process can involve changes in data type, encoding, structure, or presentation.
Let’s get deep into the process, defining the transformation of data.
Secure the Source Data
For conversion, you need records. So, discover files and folders to create an optimized database and its format.
Understand its Structure
Before moving ahead, you should check up its structure if it is ideally standard to use. Once found, employ a data hygiene team, which thoroughly observes its structure.
Determine the Target Data Format
The analysis in the previous step will help data specialists to create a picture of how to make it better. They understand and evolve its refined version that will be the best-fit to use further. However, online tools are available to transform it in a desired format.
Convert the Data
Now, this step is crucial wherein a programmer or coder will write a script to request APIs for data extraction, collection, and then, transformation in a specific format. This can be done using data conversion software or tools.
Validate the Converted Data
Now that you have converted records, initiate their cleansing. Data validation can help in doing it. This effort allows you to have error-free, enriched, and unanimous records.
Import the Converted Data
Eventually, you have reached the step wherein the transformed records are available. You can align them for importing to a desired place. Various functions and tools can be helpful in making this process effortless.
Conclusion
Outsourcing refers to contracting out with a third party for support. It is like seeking support for paying attention to core activities by offloading tasks that are secondary products. Once outsourced, major improvement can be seen in the efficiency and productivity without investing extra bugs on improving them. Besides, you can have all cleanedup records with high quality. Later, you can emphasize assessing them for the next-level business strategies. Being data-driven, those decisions would be a true luxury.
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