Exploiting Document Conversion for Growth in Business

A process of capturing the hard copy documentation into digital format was introduced, known as document conversion.

The document conversion services do become time-consuming and hectic at times but the positive aspects outweigh the negativities always. The advantages observed are:

  • The need for physically storing documents is no longer required. This saves storage space and cost of printing, photocopying, or for storage.
  • There is no need for manual handling of the data. This reduces the risk of data loss or rekeying of data.
  • No business wants to show a disorganised face to their customers that can lead to loss of customer loyalty or company switch. This service can make the surplus amount of data manageable and available at the click of a button.
  • Once the time-consuming part of the service is done, the usage of data or documents is faster than finding physical documents from the storage room.
  • Large complex data can be incorporated into specific information with ease that becomes easily accessible at any period of time and requirement.

Things to do before the process of document conversion are undertaken:

  1. Catalogue:

When planning for document conversion, it is better to take a note of all the physical copies or hard copies of the data that are to be converted. An additional task of listing the number of output formats after conversion, the estimated cost required to do so, etc. is important. If documents need to be relocated from one place to another for conversion purposes, transportation cost, temporary storage cost and space, need to be registered too.

  1. Pigeonhole:

Different documents belong to different sectors of the business and mixing will be a great problem. Some are catalogues, manuals, insurance papers, lease agreements, financial records, regulatory notices and much more. These documents need to be categorised under the respective headlines for the ease of access. Delivering them already categorised in physical form will speed up the conversion process for the service providers.

  1. Format:

Determine the target format that is required for the conversion. It can be one or more formats as per the future usage. Plan, research the market and sort out the desired format(s) in which the document needs to be converted.

  1. Timeline:

As the time required to convert depends on the size of the input document, time becomes subjective in this case of conversion. Thus it is suitable for the companies’ part to plan specific timelines and deadlines for particular documents to avoid any impact on the daily operations of the business.

  1. Confidential:

Documents, rather the data in the documents vary from one company to another and they are highly confidential in nature. Ideas can be leaked or stolen from documents that would benefit one company while hampering the existence of another. Thus while selecting a data conversion company, background study, research and checking of regulatory rules, policies, experience and reviews must be kept in mind. The employees who will assist the service providers must also be trustworthy.

Businesses can use this service to enhance the productivity and efficiency altogether.

XML Conversion Services: Types and Benefits

Have you heard the term XML conversion several times and found yourself clueless about it? Well, in this blog we will tell you exactly what it is and the various types of data format that can be converted to XML format. XML or Extensible Markup Language is used widely to display and contain information on the World Wide Web. XML is a web-publishing format which is media independent and has emerged as the new standard for web-publishing platform.

Advantages of XML

The primary advantage of using the XML format is that it is easy to implement due to the flexibility of its nature. Many firms spend money on XML conversion services as the benefits of this particular format help them to increase the returns to their business.

Types of XML Conversion Services

1. HTML to XML: You must have learnt HTML at the high school level. But did you know that it delivers information in format-oriented form? The content of a document or information, represented in HTML format is simply interpreted as text strings. The conversion of HTML to XML is done for encoding information and services with meaningful structure and semantics that computers can easily decipher. When XML and HTML are used together, these allow the separation of the data from its presentation format, thus converting into much more extensible format which is suitable for web use.

2. PDF to XML: PDF data can be converted to HTML format both online and offline. Latest technology and software is used to convert PDF data to XML while ensuring complete security of data.

3. Word to XML: Converting Word to XML can be complicated as it involves the possibility of data loss during the process. The data entry companies apply the technology carefully and it will definitely help your business grow.

4. Excel to XML: These companies are as familiar with Excel as they are with Word. The following aspects should be kept in mind in order to ensure error-free conversion of Excel to HTML:
• Retention of format and content of source data
• Layout of data should be unaffected
• Retention of structure and style
• Protection of data
• Charts, hyperlinks and other internal logic structure should not be affected

5. Text to XML: Through functions like scanning, indexing, OCR, quality control this conversion is possible. Some of the aspects that must be kept in mind while doing this conversion:
• Retention of original data
• Layout and structures should be unaffected
• Updating formats and layouts as required
6. SGML to XML: The following should be done before converting SGML data to XML format:
• A detailed study of your SGML pages
• Re-tooling methods and documents
• Retention of structural integrity of SGML documents
• Retention of original data

The other types of XML conversions are:
• Binary to XML
• XML to html
• XML to PDF

If you have a business, you can easily outsource the data to specialised firms that apply advanced technological tools in order to cater to the accurate and speedy XML conversion needs of their clients.

Top Reasons for Outsourcing XML Conversion Services

Along with the non-stop growth of the business world, the data generated during the on-going process also increases. A substantial number of files need to be converted from one format to another on a daily basis. No one really wants to waste time doing this and it is a time-consuming process. But it is an essential part of business growth. So, utilise this time by focusing more on strategy building. A company should outsource document conversion to a renowned data entry services company.

XML or Extensible Markup Language is one of the most popular languages for data conversion. Markups are the most important ingredients in identifying structure in the document. This, in turn, generates formats which can share structured data through the internet. XML is versatile and enables the user to customise tags. XML conversion services include the following:

  • HTML to XML
  • PDF to XML
  • SGML to XML
  • XHTML to XML
  • Word to XML

Listed below are the top reasons why a company should opt for the XML conversion services:

  • Organised Data: It is extremely difficult to retrieve information at a moment of need when data is stored in the form of plain text or images. The difficulty also lies in scanning large volumes of data. Data entry service providers offering XML conversion services organise data efficiently. This language can be used to store data in easy to access formats.
  • Identifiable Data: In a company, data is generated in various formats which include sound, images and text documents. Assembling them branch by branch and converting them into a single format can be a daunting task. Outsourcing data conversion will ensure that the documents are segregated to a group which can be converted into a single format through XML.
  • High Performance Level: Renowned XML conversion service providers employ trained people. They will efficiently sort out the files and then convert them into the desired format. Their clients do not need to be anxious about the completion of tasks on time. Moreover, the structure of XML documents ensures competent data mining and enhanced search efficiency.
  • Negligible Penalties: When diverting these gruesome but necessary tasks to XML conversion service providers, the clients can rest easy. They have experienced professionals who efficiently deal with the file format conversions.
  • Cost-effective Process: Delegating these tasks to such companies is in short a cost-effective process. Also, there is no such thing called capital investment. The expenses saved here can be used to focus on other projects which will ultimately lead to the growth of the company.
  • 24×7 Services: The registered outsourcing companies are usually open throughout the day. Thus, they will be able to help out whenever a project comes in.

Technology and human resources go hand-in-hand when it comes to data conversion services. These data entry service providers have the required industry experience and also offer XML conversion services.

How to Use Data Mining to Gain A Competitive Edge in the Market

In the modern world, organizations around the world have to work with enormous amounts of data on a daily basis. Raw data in this form needs a lot of time and effort to sift through, but is critical to maintaining and improving a business.  Delegating such tasks to a data entry outsourcing company that has adequate experience and knowledge data mining, can be regarded as the best solution in this case.

Data mining refers to a sophisticated and organized methodology that aims to identify major information from the strands of data, which is otherwise invisible to the naked eye.  They are entrusted with filtering out arbitrary factors, transforming all sorts of data into valid, understandable information that can be readily analyzed to make critical business decisions.

Data mining thus serves as a filtration process for data leaving out the unwanted information to unlock hidden profitability, reduce client loss to expand the business exponentially. Below are certain ways you can use Data mining to your organization’s advantage.

  1. Sales Prediction: Data mining facilitates sales predications where organizations can easily track the number of customers in a particular market and pick out the prospective ones. Analysis also helps to determine a strategy for planned obsolescence or developing newer product ideas to sell.
  2. Database Marketing: Data mining is a process which automatically enhances and extends the database. The collection of information depends on crucial data received from sales, subscriptions, surveys and questionnaires. This information is analyzed for creating more customer friendly products and turning customers into advocates for the brand.
  3. Guarantees: This is an important aspect of data mining, as it allows the management to foresee the exact amount of customers that can cash in on the guarantee of the product. One way of doing this, is to study the data of past guarantees and sales and profits. This allows the management to effectively frame their guarantee policies to get an edge over rest of the competition.
  4. Affinity Analysis: Affinity analysis refers to the assumptions by which the management can predict future customer behaviours by studying past performance data, like purchases and preferences. It is extremely helpful for evaluating patterns of telephone use in an office, or to identify fraudulent insurance claims.

Data mining has thus become an almost primordial function for a business, which helps marketers better serve their customers on a regular basis. The principle here is simple; the more information the marketer has about customers, the more value they can deliver to them, resulting in a higher return on investment.

Different Types of Data Mining and Its Uses

The process of sifting through a database such as files, records or the internet, in order to find data that would be helpful in identifying the purchase-related behavioural patterns of the consumers, who belong to a certain company, is known as data mining. In short, there are a lot of things that are involved in data mining, such as drawing up patterns in information variables as well as units, drawing inferences from them and also organising them into coherent forms. Companies tend to outsource work such as data entry services and data mining. If you are to ask about the techniques of data mining, then let me tell you that it ranges from complex to simple. Of course, all the techniques are not meant for realising or discovering similar things. With the help of data mining, you can not only analyse but also process a large amount of data and develop them into patterns with regard to demographics and groups. From this post, you will get to know the different types of data mining:

1. Anomaly detection

Anomaly detection is a type of data mining which is mainly used to discover if there is any irregularity or abnormality in data. It is most commonly used in fields that are related to weather forecasting and forensics.

2. Cluster mining

This is the most common type of data mining. In big data supersets, if you want to detect the hidden patterns, then you can make use of cluster mining, which is a kind of pattern-recognition tool. Using this technique, common data characteristics emerge. Then they are used in order to group the data into both cross-categories and categories.

3. Regression

People make use of this data mining technique so that they can accurately focus on the outcomes of certain sets of analyses. For this purpose, large sets of existing variables are generally used. Using this technique, you can not only predict the prices of property but also predict the future patterns of user engagement.
Now that you know the different types of data mining, here are discussed some of its benefits.
• In the field of marketing, people use data mining so that they can use it to assist in conversions, create smart and well-researched advertising campaigns and maximise consumer satisfaction. In short, data mining is all about studying the needs of customers, depending on demographics. And this is achieved in two steps – recalling past data and then looking at the irregularity of records over time.

• You can see the use of data mining in almost all types of industry including consumer service, forensic, banking and finance related industries. In these places, data mining is used so that people can create risk models for loans and mortgages.

• In the field of manufacturing, the main use of data mining is to improve and enhance the comfort quotient of the products.

So these are some of the main use of data mining.

Top 4 Advantages of Outsourcing Data Entry Services

Throughout the operation, businesses generate a bulk of data. This data plays a significant role in the decision making process. So, it is highly important to make this data digitalised so that it can facilitate the decision making process. In today’s world of digitisation, where everything is digital, data also needs to be converted from handwritten form to digital form. This process is necessary but really a time-consuming one. It is not recommended to hire staff for data entry services, since an additional data entry team can be stressful for the management as well. The reason is it puts a lot of pressure unnecessarily on management. So outsourcing data entry services is a logical choice for organisations.

Below are discussed a few advantages of outsourcing data entry services.

  1. Budget-friendly:

Perhaps one of the most important benefits of outsourcing data entry services is that it is extremely cost-effective. In comparison to the cost of hiring data entry staff, the cost of outsourcing data entry work is significantly low. The latter option also improves the business operation. Thus, by outsourcing, organisation is beneficial in two ways first, it saves on costs, and second, it enhances the profit a business earns.

  1. Focus On Core Business Activity

In case of an in-house data entry team, the attention of the management is divided to maintain it properly. Not only that, the management has to design aims and strategies for an in-house data entry team. And since, data entry is a monotonous task, it makes the employees get bored. This problem can only be solved by outsourcing data entry work. While companies outsource this monotonous work, employees become more enthusiastic and productive. It helps the management to focus on the core business activities.

  1. High Quality is always maintained

The employees of outsourcing companies are highly qualified and efficient enough to deliver work with zero error. They also have the ability to produce the output on time while maintain higher level of accuracy. They never compromise with quality. As this is their job, they never feel the monotony of it. In case of in-house data entry, you will never get 100% error-free work from your employees. These errors or mistakes always act as an obstacle to your decision making process. Outsourcing companies also use the latest technologies to bring the best results to you. So, by outsourcing data, you can accelerate your decision making process with ease.

  1. Turnaround Time

In terms of in-house data entry work, chances are that you will never be able to complete it within time, since output is not up to the mark. This is quite natural as the in-house employees are not experts in this particular field. But the outsourcing companies can handle all the work of many clients under any tricky situation, because the employees of outsourcing companies are highly skilled in this particular field.

Apart from the above discussed advantages, businesses also get several advantages and they also get saved from the tiring process of setting up the infrastructure, hiring process and training.

Top most Reasons to Outsource Data Entry Jobs to India

Since the IT boom in India in early 2000’s, it has become sort of a trend worldwide to outsource all customer-service work and minor technical jobs to India. And as the days pass, this trend is gaining more followers and becoming more pronounced. Work such as forms processing, data entry and data mining services are increasingly finding their way to outsourcing firms in India. There are a lot of benefits associated with outsourcing data entry jobs to India. Some of those are listed out below:

  • Firstly, outsourcing to India would cost any company about half (maybe even less) of what it would cost in its home country. The currency of India is far weaker compared to, say, the US Dollar or the Euro, so the fee structure would naturally be less in comparison to similar concerns in the developed world. Therefore, outsourcing to India would fit your tight budget.
  • Secondly, outsourcing is much cheaper than doing all the work yourself; especially if you’re a start-up. If you decide to do everything by yourself, then you would have to commit a huge part of your workforce to data-related work. If you fall short of employees for the job, then it means that you have to hire additional heads and hands to get all work done within time. Hiring additional employees is extremely costly. It would involve having recruitment boards, testing out the prowess of new employees, arranging for imparting adequate training (for you might be getting freshers in the industry who might not have the correct technique or speed), and also granting of monthly payments, yearly bonus, plus a few days’ worth of paid leave. Taken together, the whole process would come across as disproportionately costly. In comparison, outsourcing to a company with an adequate number of skilled workers at about half the price (of doing it yourself), would surely seem appealing to every entrepreneur.
  • Thirdly, no matter how skilled the workers (that you hire) might be, they might not be flexible to serving your every need. On the other hand, an outsourcing organisation would have the workers with the necessary skills to adapt to the unique needs and requirements of every single customer. You would not have to invest a lot of time in training the workers and then conduct ‘tests’ to see whether they’re really ‘there’ or not. You would just assign tasks and get them done in a jiffy.

When you outsource all the minor technical tasks to another concern, then you would be able to free up your own company’s workforce in order to make them concentrate on the more important areas of the business. When you do all data-related work by yourself, you tend to engage a lot of your employees to invest their energies in relatively minor tasks. As a result, more important and pressing issues/aspects of the business go overlooked. Outsourcing solves this problem.

In short, these are the greatest advantages of outsourcing data mining and other related work to an outsourcing firm in India. By engaging in outsourcing, you’d hopefully find a good and reliable business partner who you would be able to forge a smooth understanding with.

Outsourcing Forms Processing: A Few Words

This is the age of outsourcing. Starting from early 2000s, the IT boom in Bangalore, India prompted a slew of American companies sending their customer service-related jobs to India and other similar offshore locations. This was, however, just the beginning. Gradually, the sphere of outsourcing witnessed a slow and steady expansion. Presently, technical jobs considered menial and ‘basic’ in nature (such as data entry, data mining, forms processing etc.) are being outsourced to India at a high rate. Outsourcing data entry services to India has always been popular; and now, outsourcing forms processing is catching up fast.

And here, we’re going to discuss the concept of form processing and why it is necessary to outsource it. So, what exactly is the term ‘form processing’ all about? Form processing, to define it succinctly, is a definite kind of data processing which assists in storing huge volumes of data which is absolutely critical to the core functioning of a business. It helps in reducing paper work to a great degree and contributes to a greener office. It also helps in procuring accurate reports and other details. In the function of form processing, there are a variety of processes involved. There are various kinds of structured forms in existence which pertain to it; such as questionnaires, membership forms and legal documents of different kinds. This also involves the systematic and organised data extraction from a plethora of customised forms and database.

The formats of form processing are quite varied and huge in number. The appearances and formats vary a lot from one company to other, and they are tailored according to the needs and functions of the company in question. A whopping majority of big companies are currently using online form processing services, in order to take care of all their data processing needs. The documentation which is provided by outsourcing companies after form processing, is normally quite useful where the various institutions are concerned. This effectively converts the office into a completely digitised, paper-less space.

Below are listed some of the most effective and profitable benefits of outsourcing form processing:

  • When you outsource jobs such as data entry and forms processing, you’re normally assured of total and complete confidentiality. Therefore, your data will be worked upon in a completely secure environment and manner.
  • If you decide to do all the work yourself, then it would cost you a lot of time and money; since extra workforce would be needed. However, at an outsourcing unit, they hire an army of experts who carry out the task in a nimble and efficient manner; and present before you the competed task within the deadline. Therefore, you get to hire the services of a lot of people at a cost which is about half the expenses of hiring them yourself.
  • Outsourcing companies are normally extremely flexible towards the needs and demands of the client. They would tailor their services and modes of operation exactly the way you require.
  • A firm, which is made up of professionals, is seen to harbour talent and expertise in every type of form processing. It assists in saving up a lot of time, enhances the efficiency and keeps the data stored in a secured form.

Thus, it is clear from all the above points that it is necessary to hire a suitable outsourcing firm whose work ethics and functions are compatible with the needs and demands of the client. This is necessary in order to strengthen the efficiency of the company and enhance its productivity.

Data Mining: Types and Uses

“Data mining” is the term commonly used for sifting through a database (internet, records or files) to find data which would be useful in identifying the purchase-related behavioural patterns of the consumers of a particular company. To make it even simpler, data mining involves drawing up patterns in information variables and units, organising them into coherent forms, analysing and drawing inferences from them. Sometimes, tasks such as data mining and data entry services are outsourced. Data entry services, especially, are sent to India. Anyway, to get back to the topic at hand, the techniques of data mining can vastly vary from complex to simple. And, not all the techniques are uniformly geared towards discovering or realising similar things. Through data mining, it is possible for people to analyse and process huge amounts of data and establish them into patterns with respect to groups and demographics. Types of data mining are as follows:

1. Cluster mining: Cluster-style data mining or data detection is a kind of pattern-recognition tool which can be used to detect patterns hidden in big data supersets. With the help of this technique, common data characteristics emerge, which are then used to group the data into categories and cross-categories.

2. Anomaly Detection: The second one in the list is “anomaly detection”. This one mainly aims to discover any abnormalities or irregularities in data. It is mostly heavily used in fields related to forensics or weather forecasting.

3. Regression: This one is a technique which chiefly aims to accurately forecast the outcomes of particular sets of analyses. Huge sets of existing variables are mostly used for this purpose. Future patterns of user engagement and prices of property can be predicted using this technique.

Reading up to this point, the benefits of data mining would be more or less clear to the reader. But to sum them up in clear-cut points, below is the list:

Data mining is used in almost every kind of industry, and especially in the banking, forensic, consumer service and finance-related industries. In these places, data mining is put to use in order to create risk models for mortgages and loans.

In the field of marketing, data mining is mainly used to assist in conversions, striving to maximise consumer satisfaction and also to create well-researched and smart advertising campaigns. Basically, studying customer needs based on demographics is what data mining is all about. This is achieved by recalling past data and looking at the consistency/irregularity of records over time.

In case of governmental organisations (for example, tax bodies), data mining is used to detect irregularities in citizen behaviour.

In fields like manufacturing, data mining is basically geared at improving and enhancing the comfort quotient of the products. For example, if you’re engaged in the furniture business, then you’re going to utilise data mining to find out what kind of padding on your sofa your customers prefer.

So these are some of the uses of data mining.

Outsourcing for Quality: The Benefits of Delegating Data Entry Work

Every firm generates a lot of data in the course of its functioning. Such data can be of a variety of types: Records of transactions, list of orders by serial number, transaction statistics, and a host of other things. These facts and figures are recorded on a daily, monthly or even (sometimes) yearly basis. They are most commonly maintained in the form of sheets, spreadsheets and charts; with the aim of reverting to these for reference in case the need arises. It’s difficult for a firm to take informed decisions unless a data-based record is maintained, regarding the details of each and every contract and transaction that were participated in by the firm. Without data entry, a firm would be lost. However, all said and done, it cannot be denied that maintaining a database and updating it from time to time, is an extremely boring and tedious task. Recording data under various heads in the database is an arduous and un-stimulating task. For one, it has no use for the intellectual capability (thereby being almost in the same category as strictly physical work). It also prevents a huge part of the firm’s staff from directing their energies towards more productive work. Therefore, the need for outsourcing to a data entry company inevitably arises.

Outsourcing the work of data entry offers a lot of benefits to a company.

• Firstly, it would save the client from wasting his or her time, such as what has been previously mentioned.

• Secondly, owing to the expertise of the staff in a data entry company and the large number of people who are employed in it, there is a greater concentration of efficiency and time management devoted to the data that is to be recorded. Thus, not only does this result in an increase in quality of the data arrangement (as regards the indexing, heading-giving, categorising and charting), but it also marks betterment of the work turnaround rate. Contrast this to hiring data entry experts with an organisation— first of all, manual data entry would be extremely expensive for a firm to bear; and due to this, there would only be a limited number of people that the firm would be able to hire.

• Going for outsourcing would solve a two-fold problem that would arise, in case any firm decided to do all the data entry work by themselves. It would greatly increase the firm’s monthly expenses. So, it would be safe to say that it would be a loss rather than gain on the firm’s part, if it hires people for the sole purpose of data entry. And that is not even considering the yearly bonuses and leaves that would have to be granted to extra staff. Combining all of that together, it sounds not too good an idea.