What is Data Conversion?

Simply put, Data Conversion is the process of taking data from one place, altering it, and putting somewhere else. This process can take many forms and have many useful properties. In many cases, the data conversion process is applied to files from one application to make them available to another application. This process is used in system upgrade projects to move the historical data from the old application into the new one without the need for re-typing. In other cases, the conversion process is applied to files to modify or update portions of the data. The basic types of data conversion are described below.

Format Conversion
Format conversion involves changing the layout of a data file so that it can be used in a different application. Suppose that your organization is implementing a new accounting system, and this new application is replacing an obsolete or semi-customized program. In this case, data conversion services can be employed to take data from the existing system and make it available to the new system. For large quantities of data, this process can be much quicker and more efficient than any other process.

Content Conversion
Content conversion is the process of altering the data itself to effect changes in the content of the file. In these cases, the data file may already be in the correct format, but some of the data in the file may be incorrect or obsolete. For example, with the recent addition of two new area codes in Massachusetts, several organizations have seen their customer phone number databases become outdated overnight. With a content conversion, these databases can be updated with new area code information quickly and efficiently.

Document Conversion
While many conversion projects involve the translation of various database files, the document conversion service provides a means of translating document files from one format to another. This process is primarily used for translating existing documentation into HTML for Internet or intranet access.

It is important to consider the business factors which dictate the need for data conversion. In general, the nature of conversion projects can be classified into two categories: one-time conversions and periodic conversions. The one-time conversion is generally used to provide data migration from one application to another. In a software upgrade situation, the data needs to be converted only once, with all future upgrades to the data being handled by the user through the new software.

Periodic conversions apply to cases when an organization receives data files regularly from one or more external sources and has no control over the format in which these files arrive. Periodic conversion is the process of translating these files into a defined format each time they arrive. This kind of conversion is also used when an organization must provide a file to an external party in a specific format which they cannot create with the tools (or time) that they have available. In this case, the file is created in the format that the customer can provide, and the conversion process creates the required format.

Dayton Technologies DCS can provide all of these services and more in any combination to create a robust and efficient data communications solution for your organization.