Data Conversion Services

Data Conversion Services for Accurate, Structured and Immediately Usable Digital Output

A conversion succeeds when the receiving system can use the result—not when a tool merely produces another file extension. Our professional data conversion service begins with the target schema, then maps documents, databases and legacy files into that required structure.

The offshore workflow protects identifiers, field relationships, data types and source references across PDF, Excel, CSV, XML and image-based content. Automated extraction is used where suitable; expert review addresses tables, encoding defects and values that cannot be carried across safely.

Organisations outsource one-time migrations and recurring format pipelines after approving a representative sample. The solution includes validated output, a transformation record and a separate exception set for content the source cannot resolve.

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Shri Data Entry Services team working on Data Conversion Services projects

5000+ Completed Projects

90% Returning Clients

16+ Years Experience

45+ Countries Served

50+ Professionals Team

Services We Offer

Preserve meaning while changing format, structure and system context

Source inventory reconciled
Target schema confirmed
Field relationships mapped
Data types protected
Unsupported values isolated
Output tested in its next use

Changing a file extension is not the same as converting usable data. A customer identifier must remain an identifier, a date must remain a valid date and related records must still connect after the source structure disappears.

Our professional data conversion service begins with the receiving application or workflow. Database conversion, legacy data conversion, document conversion and cross-platform format conversion therefore use different mappings, validation rules and acceptance tests.

Organisations can assign repeatable conversion production to the delivery team while authorised owners approve mappings and unresolved values. The return includes converted output, a transformation reference and a source-linked exception register.

Different sources require different methods of preserving structure

The destination determines which content is extracted, transformed, validated and retained.

Database and legacy data conversion

Tables, fields, identifiers and approved relationships are mapped from legacy exports into the target schema. Unsupported codes and broken references remain visible for client resolution.

Spreadsheet and delimited-file conversion

Excel, CSV and fixed-width files are transformed with controlled headers, types, separators, encodings and blank-value conventions suitable for import or analysis.

Document-to-structured-data conversion

PDF, Word and image sources are converted into records, tables or index fields. Page references can be retained where later verification matters.

XML and structured markup conversion

Source content is mapped to supplied elements, attributes and relationships, then tested against the required DTD, XSD or receiving-system rules.

Cross-platform migration preparation

Data from one CRM, ERP or operational platform is prepared for another without treating visually similar fields as equivalent until the mapping is approved.

Recurring format transformation

Scheduled supplier, partner or departmental files follow a versioned conversion guide with input reconciliation, validation and exception reporting on every cycle.

Document System Compatibility

Data Conversion Services: Direct Integration and Software Compatibility

Outputs are prepared around the field structure, controlled values and import requirements of your destination environment. Files can be delivered for review, staging or authorised import without forcing your team to rebuild the completed work.

Supported destinations

DMS-compatible files and metadata for searchable repositories

Files are mapped to the client’s approved template, naming rules, identifiers and system structure before full production begins.

SharePointLibraries and metadata columns
OpenTextEnterprise content repositories
iManageLegal matter workspaces
NetDocumentsCloud document profiles
AlfrescoContent models and properties
Custom SQLStaging and relational tables

Source continuity

References stay connected

Source IDs, filenames, record keys and approved relationships remain available for review and downstream traceability.

Import control

Fields are mapped before production

Mandatory fields, formats, controlled values, character limits and relationship keys are checked against the destination specification.

Pilot validation

Test the handoff with a representative batch

Rejected rows, unsupported values and mapping conflicts are returned with exact references so approved corrections can be incorporated before full-volume delivery.

Delivery formatsStructured for review, staging or import

CSV
XLSX
XML

Column order, encoding, date rules, multi-value handling and destination-specific requirements can follow the receiving system’s approved specification.

Compatibility means SDES prepares outputs to specifications supplied or approved by the client. Product names identify commonly used destination systems and do not imply endorsement, certification or partnership.

Process, Quality and Security

A conversion trail from source inventory to destination acceptance

1. Inventory the Source

Formats, versions, record counts, relationships and known quality problems are documented.

2. Read the Target Contract

Fields, types, required values, hierarchy and import constraints are confirmed with the owner.

3. Approve the Mapping

Every material source-to-target transformation and prohibited assumption is recorded.

4. Convert a Representative Pilot

Normal, incomplete and structurally difficult records test the proposed method.

5. Convert in Source-Controlled Batches

Automated and manual steps follow the approved mapping with source-linked holds.

6. Validate the Next Use

Counts, types, keys and representative imports confirm that the output works beyond visual inspection.

📂 Source formats we accept

PDF files (both native text and scanned image)
Scanned page images (TIFF, JPEG, PNG)
Printed and handwritten documents
Legacy software exports and database files
Word, Excel and older digital format files

📤 Delivery formats

Excel and CSV (structured, import-ready)
XML / JSON with schema compliance verified
Searchable PDF with corrected text layer
Database-ready structured files
Exception and gap reports

Input-to-output reconciliation accounts for files, records and rejected items before delivery is accepted.

Priority checks cover identifiers, required fields, types, controlled values and relationships that affect import integrity.

The specialist review queue distinguishes a conversion defect from a source defect so the delivery team does not silently repair business meaning.

🔒 NDA Protected Before files are shared

🌐 GDPR Aware EU data handling

✅ Defined Quality Target Confirmed by pilot

🛡️ Secure Transfer Encrypted file access

📋 Exception Log Every delivery

👥 Project Team Only Controlled access

Free accuracy test

Have documents or data in a format that does not work for your current systems?

Send us a sample file and describe your target format and downstream use case. We convert a sample section at no cost so you can review structure, accuracy and exception handling before committing to the full project volume.

✓ No credit card required✓ No contract required✓ 24–48 hour return

Request a Free Sample Conversion

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Source sampleyour_sample_data.csv

Received

✓

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Verified deliveryverified_output.xlsx

Reviewed

▣ Encrypted transfer◉ Quality controlled

Why Outsource to SDES?

Why conversion requires both technical rules and human restraint

Data Conversion Services workflow and quality review

Target-led mapping
Identifier protection
Relationship validation
Encoding control
Traceable exceptions
Offshore conversion capacity

A professional conversion can automate predictable transformations while sending ambiguous mappings and unsupported values to an expert owner.

Clients outsource production volume without transferring system ownership. The solution protects the receiving environment from clean-looking but structurally invalid data.

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Industries We Support

Data conversion solutions across document-intensive sectors

Finance and Accounting

Ledger, invoice and reporting files converted with numeric types, references and period context protected.

Healthcare Administration

Approved administrative records prepared for target databases under defined privacy and field controls.

Retail and eCommerce

Supplier, catalog and inventory feeds transformed into platform-ready schemas and controlled values.

Publishing and Information Services

Documents and structured content converted for searchable archives, XML workflows and digital reuse.

Case Studies

Relevant Project Experience

Legacy Membership Platform Migration

Project Name: Legacy Membership Platform Migration
Volume: 126,000 member, subscription and payment-reference records — completed in 4 weeks
Problem: The export used obsolete status codes and several identifiers with leading zeroes.
Solution: The team mapped approved statuses, protected identifiers as text and separated broken relationships before import.
Outcome: The new platform accepted reconciled batches without losing member-reference integrity.
Title: Membership Systems Manager
Industry: Professional Association
Country: United Kingdom

Supplier Feed Standardisation

Project Name: Supplier Feed Standardisation
Volume: 2.4 records per month
Problem: Separators, encodings, units and category values changed by supplier.
Solution: A professional conversion guide defined each source route and produced one target schema with reason-coded rejects.
Outcome: The commerce team received consistent weekly feeds and a focused supplier-correction queue.
Title: Catalog Integration Lead
Industry: eCommerce
Country: Australia

Historical Report Table Conversion

Project Name: Historical Report Table Conversion
Volume: 38,600 PDF pages — completed in 6 weeks
Problem: Tables used merged headings, repeated footnotes and changing column structures.
Solution: The offshore workflow combined extraction with expert table reconstruction and retained page references.
Outcome: Analysts received usable datasets without losing the qualifications attached to reported values.
Title: Research Data Manager
Industry: Market Intelligence
Country: Canada

FAQs

Questions clients ask before outsourcing data conversion

Can you convert data directly between two business systems?

Yes, after the source export, target schema, relationships and import constraints are confirmed.

Will every invalid source value be corrected automatically?

No. Only approved transformations are applied; unsupported business facts remain in the exception queue.

How do you confirm the converted file is usable?

We reconcile counts, validate fields and keys, and test representative output against the intended import or workflow.

How is quality checked for Data Conversion Services?

Quality checks for Data Conversion Services are scaled to the operational risk in document conversion output — required fields, identifiers, controlled values, cross-field relationships and source correspondence all get reviewed. The review method is tested during the pilot batch.

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