Customer, financial, and legal data may as well be hard currency, just like dollar bills. If you’re running a business, no matter how large or small, your viability depends on your ability to store, sort, and access data.
If you’ve got blended data formats, you have to efficiently perform data conversion so as not to lose valuable person-hours. It’s better to spend time growing other essential parts of your organization.
The quality of your document storage and retrieval systems can mean the difference between a stress-free year and weekly data headaches in many of your projects and procedures.
So, what happens when you need to transport raw or paper documentation to different CRM platforms, archival systems, vendors, reps, or other company collaborators? Can you trust the data hand-off to deliver accurate information to the people who need it to help make your business go?
At River City Data, Data Conversion is all we do. Your data integrity is our meat and potatoes.
In this article, we’ll help you discern when to outsource professional data conversion services. Outsourcing this service can assure the accuracy of transferred information for continuous and consistent access and reliability in all your business operations.
When you’re ready to outsource your data conversion, contact us. We partner with you in data integrity, no matter where or how you need to store it or send it.
To convert or not convert: sample scenarios for nimble decisions
Here three sample scenarios that may warrant a helping hand when switching from hard-copy court docs, medical records, list serves, and more.
Your business may mirror these examples. If so, it may be time to outsource your data conversion.
3 Reasons to Outsource Document Scanning Services
Conversion case #1: Paper to online storage transition in a healthcare office
As more of our business operations become digitized, your file management may need to change with your software.
For example, say you run a dental or chiropractic office. Depending on how long you’ve been in business, you may have a blend of paper and online patient charts. Both need to be retained and archived. How do you integrate them all for easy access and better patient care?
That’s easy. Hire a data conversion company specializing in high-quality document scanning and storage. You’ll get a complete and organized compilation of all your patients’ info first gathered in manilla folders.
After conversion, you’ll be able to store patient info on your portable drive. You can download into your CRM software for ease of access in the future. Be sure to check that your data conversion partner complies with HIPAA regulations, so your patient info remains protected.
Having a data outsourcing partner in this situation benefits you in several ways:
- Efficiently delivering documents stored under newer digital patient files
- File formatting consistency in the transfer of records
- Compiling, downloading, and storing original databases in ways that seamlessly translate to your new system, with no lost information.
Further, you still have to run your business while the transition roles out. Outsourcing your data conversion means you can service your clients and market your products. Let the experts do all the heavy lifting of data conversion for you.
Data conversion from paper to digital systems is a temporary challenge. Outsourcing data conversion provides a no-brainer solution within your operating budget without hiring additional staff.
Conversion case #2: Litigation
It’s a wonder most courts aren’t drowning in paper. From wills to trusts, divorces, and child custody, there’s no shortage of documentation. All that paper must be accounted for in every case, regardless of the specialty.
Having a trusted, high-quality scanning partner means you’ll free up storage space and reduce the need for special equipment and extra staff.
Leaning on a data conversion specialist gives you a simple solution for storing and archiving all your data within digital systems. Once converted, you’ll be able to attach digital documents to your existing clients inside your CRM systems.
Be picky when you’re selecting a partner for this kind of conversion task. Make sure you can receive your converted documents in a format that will dovetail seamlessly with your existing software for secure archival and retrieval.
Your data conversion partner should be able to take time to meet and strategize with your IT department. Together, you’ll formulate the best delivery format for your converted files.
Conversion case #3: Insurance
Claims management is the perfect storm in which to have an accurate and reliable data conversion “navigation” system.
With clients, medical providers, and repair professionals needing quick access to documentation, digitizing your paper files increases your responsiveness and enhances claims service.
Having a trusted data conversion partner enables you to collect claims information and policy orders in both paper and digital formats. You can also compile and store them within your claims management systems for secure and reliable access.
When you strategically delegate document management to an outside partner, you can generate more new business and more adeptly manage your existing client and claims load.
Stay on top of your insurance customer needs, claims compliance, and more with outsourced data conversion services.
River City Data: When your data needs to come of age.
With state-of-the-art scanning equipment and Kofax Document Conversion Certification, we’ll build a long-lasting and secure relationship with your organization. Our employees are each vetted, put through background checks, and BCA Certified optimizing security unmatched in the industry.
Our primary goal is to deliver the data conversion services you require reliably, securely, and at competitive pricing that fits your budget. From general office document transfer to the most stringent compliance requirements, we will ensure a smooth transition of your paper documents into your existing digital storage and CRM systems.
We’ll work diligently with you to deliver your converted docs into the formats required within your software. We ensure uninterrupted customer service and business operations, on time and on point.
Contact us today to build out your data conversion strategy in any scope from small to large. We know the value of accurate, readable data you can access and use with ease. We’re your partner in data conversion services that delivers outstanding operational results and saves you time and money.