Data Management

Document Conversion Services Can Save You Time and Reduce Errors

Businesses rely upon document conversion service providers to eliminate human error with expertise, technology, and faster deployment than in-house work.

Data transfer is a delicate operation. Seemingly small errors in data entry can lead to a ton of wasted time. Errors can end up duplicated in multiple places, metrics or insights can be thrown off, your team might have to backtrack once the mistake is realized, and more. Just one error can have a huge effect on your operation and ultimately waste a ton of time.

The consequences can be financial, too. Companies have a bottom-line incentive to save time and reduce human errors wherever possible with document conversion services from a reliable outsourced partner. Let’s unpack the reasons why.

Human Errors in Data Transfer Are Inevitable — And Costly

We all know the game of the telephone. Every time data changes hands, there’s a chance of introducing new errors. The same is true of the document conversion process. When a large quantity of unstructured physical and digital files are processed and converted into a more usable format, the potential benefits are many, but human error looms as a risk.

Human data entry, without additional verification layers, has an error rate of 4%. This is with a professional keying the data. That means as many as 400 out of every 10,000 human entries will be inaccurate and have the potential to cause problems. 

Verizon’s 2022 Data Breach Investigations Report revealed that 82% of illicit data disclosures were the result of human errors. Meanwhile, the average cost of data breaches from this sort of human error was $9.44M in the United States that year. People make mistakes when transferring data, and the costs can be substantial in the wrong circumstances.

Typical Issues in Document Conversion

Human error affects all sorts of data transfer and the complex process of document conversion is no exception. Businesses prefer to keep employees focused on high-level duties, but it’s a mistake to view conversion as a low-grade process that could be left to interns. 

Errors in document conversion can create time-consuming rework due to:

  • Manual miskeying of data, labels, or metatags
  • Issues with inconsistent or poorly designed naming conventions
  • Processes not being followed by employees with minimal training

Every mistake not only costs the time of the initial work but the additional time when the work has to be done over again.

Reduce Errors & Save Time With an Expert Document Conversion Service Provider

It takes specialized expertise in document scanning, data mapping, and data conversion to save time when converting data from legacy systems. Professional document conversion services from a partner like Scan-Optics make it possible to eliminate unnecessary errors or wasted hours with key advantages including:

  • Plug-and-play expertise: No time lost on training your in-house team! A document conversion specialist has seasoned experts taking care of the whole process.
  • Advanced equipment: Procuring, maintaining, and training on the equipment needed for document conversion can be both expensive and costly. An outsourced partner already has sophisticated equipment in place.

  • Minimal disruptions: Shuffling around internal resources to accommodate document conversion projects creates headaches and creates bottlenecks elsewhere. A partner ensures that employees can stay focused on their primary tasks. 

  • Faster deployment: It takes longer to deploy a full-scale document conversion project when everything is in-house and other priorities are competing for your team’s attention.

There’s simply no reason to rely on in-house resources, stretching your time thin and risking errors in a distracting internal process. Scan-Optics is an experienced leader in digital transformation with the resources and expertise you need to digitize and convert your records with maximum precision and efficiency. We digitally transform over 4,000,000 documents every day with 99.9% accuracy. Get in touch today to learn more about our document conversion services and how we can help you put hours back in your day.

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