Data Conversion is the most important step in the implementation process and we take great care to ensure the highest quality result.  It is a very deliberate and an iterative process that takes several days no matter how few records you have because we work closely with you, sending your data back for clarification several times throughout the process.  Our data conversion specialists work with you to resolve duplicate records and other apparent discrepancies, identify assumptions we need to make where necessary, and confirm or clarify the nature of unclear entries or data elements.  

We begin by combining and cleaning the data as needed. All of the various data sets you provide us are combined into one master file, and great care is taken not to lose the ‘source’ of each data element. Names are parsed out into separate fields for "Prefix", "First Name", "Middle Name", "Last Name" and "Suffix". Addresses are parsed out into separate fields for Address Line 1, Address Line 2, City, State, Zip Code, Zip4, Postal Code and Country. Addresses are simplified using US and Canadian Postal Service best practices.  Missing Zip Codes are added if it is possible to determine them from existing data. 

After cleaning the name and address information, we identify potential duplicate records and return the list to you to resolve as many cases as possible. The data conversion process is then frozen until the list is returned.  

We also submit a second list to you, to identify the types of businesses that are present in the data. We do not freeze the data entry process again however; we can proceed with the conversion and then incorporate the information towards the end of the project.  

Once we have resolved as many duplicates as possible we can proceed with the conversion. We continue to call or email you with questions as we come across them.  

We convert all of your data, including but not limited to: grant applications and gifts, all other transaction and volunteer information, membership programs and history, your events, contacts and notes. 

Once the conversion is complete, we prepare a Data Conversion Summary Report for you detailing how the fields were mapped from the old system(s) to Total Info.  This report and the data are reviewed with you in detail at the start of training.  If any data problems are discovered for whatever reason, we work to immediately fix the problem before we deliver the data to you for final implementation.