Data conversion in data entry means moving information into a format or system where it can be used. A simple conversion might turn a spreadsheet into a CSV file. A larger one can involve matching fields across systems.
Map the fields before moving records
Identify what every source field represents and where it belongs in the destination. Check details such as date order, blank fields, character encoding and identifiers that start with zero.
Test a small sample
Choose examples with common formats and likely edge cases. Import them into a test environment where available. Review the output to confirm dates, numbers and names still mean what they did in the source.
Reconcile the finished batch
Compare record counts and review any import errors. Keep the original file and document the changes so someone can trace a record if an issue turns up later.
Test data conversion in data entry with a sample file
Suppose your source file stores a customer ID as 00418. If the destination reads the field as a number, it may display 418 instead. Set the intended field type in your test file and check that the value remains intact after import. Try a blank field, a date, and a name with punctuation too.
Document conversion decisions
Record which source field maps to each destination field and who should decide how to handle exceptions. Keep the original file and note the number of records that were read, imported, or rejected. That gives a reviewer a concrete way to spot missing records and helps the team repeat the conversion later.
For more detail, see O*NET’s data entry keyer profile. Also see Data Entry Job Qualifications for another part of this series.