Types Of Document And Data Conversion For Businesses

You could do paper document conversion into an appropriate format. This involves document scanning into different formats.

Data and document conversion serves a variety of reasons. Among the most common reasons are: to save on storage space, to save money on storage, to make data and documents more accessible, to make data and documents more secure since there will be no need to hire a document shredding service and to facilitate the archiving of data. Document conversion involves document scanning into the format of choice. There are several types of data and document conversion.

You could do paper document conversion into an appropriate format. This involves document scanning into different formats. Document scanning and conversion is done because papers are expensive, they take up a lot of space and they increase a company’s or a business’s carbon footprint. In the business setting, document scanning and conversion is usually done to searchable formats such as PDF, to archive formats such as PDF/A for the long-term storage, to compressing formats such as MRC-PDF, to editable formats such as DOC, XLS, TXT, RTF and PPT and to structured format such as XML and HTML.

You could convert data and documents from one digital version to another. The most common digital document conversion methods are converting .doc (Microsoft Word) to .odt (OpenOffice.org) format, to .pdf (PDF) format, to a website based format, to .swf (flash) format and to .mp3 (audio) format. Other popular options are converting .ppt (Microsoft PowerPoint) format to .odp (OpenOffice.org) format and converting .shw (Corel Presentation) format to .ppt (Microsoft PowerPoint) format.

XML document conversion from such formats as .doc and .pdf as well as from HTML and related formats is popular in businesses that want to communicate information to the mass audience. HTML or Hyper Text Markup Language conversion is popular with businesses that want to publish important information on the Internet. These options are advantageous in that they are completely paperless.

Micro-format conversion is document scanning into a micro format or the conversion of digital data into a micro-format. This document conversion method involves the use of image-enhancing software and it provides for point-and-click access of the entire document archive. More and more businesses are opting for micro-formats such as microfilms and microfiche to store information since very little storage space is required, it provides a long-term storage solution and it provides for easy access. You could do large and wide format document scanning. This is done for such large documents as GIS maps, architectural drawings and construction drawings. This document scanning option leads to massive saving of storage space.

Document conversion also involves content extraction from such technologies as OCR or Optical Character Recognition or ICR or Intelligent Character Recognition. This is done for image files and modern OCR applications can even convert image files to your document format of choice. Other popular business document conversion methods are CAD conversion, sgml conversion and book conversion. Hiring a pro for the document scanning and conversion is the best option since pros have the necessary experience, training and tools.

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Jim Collins is the author of this article on Document Conversion.
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Author: Collins. J.

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