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Learn different types of data entry work
Data entry has become one of the most important jobs that are commonly outsourced to freelancers or competent outsourcing firms from across the world. India is one of the top countries that receive most of the outsourcing jobs from the Western countries because of the high volume of skilled resources that the country has and their dedication to excel in the work. If you are looking to join a data entry outsourcing company it is good to learn the different types of data entry work offered by these companies in India.
Online Data Entry
These need the data entry service provider to have a consistent high-speed broadband connection and a decent workstation or laptop to stay online and input the details given to a web-based form or database. Sometimes, the data entry service provider will have to mine the information from the World Wide Web and then structure it and input online. This type of data entry is commonly done by the competent Data Entry Company India that has ample skilled resources to find relevant information and input it without any mistakes.
Offline Data Entry
Sometimes, the company provides the information that need to be digitized and/or structured which can be done offline and then later uploaded or emailed to the client. This is usually done using Office applications such as word or excel and data will have to be structured and sent to the client back regularly. Many organizations adopt this method when they have loads of product, customer and invoice information that need to be digitized and the outsourcing BPO Company helps them complete this herculean task without wasting any time.
Specialized Data Entry
Data entry for healthcare, real estate and insurance companies involve high-value documents that need to be reproduced electronically to aid better storage and processing. This requires experts in the industry to get involved closely with the data entry work to make sure the text and the figures are correctly and consistently input.
Transcription Work
In the medical and education field, transcription works are very common. Audio and video transcripts are to be input as text by the offshore data entry services. This is not an easy job as the technical terms used by the person who’s talking need to be decoded correctly and input in a legible way non-technical people can also understand.
Translation Work
Translation works are done on books or articles that are usually in English or a local language and need to be available in other languages also. Even though automatic translation tools are available, they do not provide quality translation when it comes to abbreviations and some slangs used in the localities. Hence translators are required to translate the data into the specific language in which they are experts so that it will be accessible to the local people easily.
Most of the reputed and competent data entry service providers have resources specialized in all these so that whenever a client comes up with such data entry requirements, they can put the best skilled and experienced resources to work which will ensure maximum data consistency and completion within a short time.
Basic Data Entry Standards That Ensure Quality Information
Data entry is the basic requirement for digitization. Every business in every industry needs data to be digitized for various purposes. This information is processed by legacy software to provide useful Management Information Reports or MIS that help the management to make important decisions. But the input data becomes useful only when it is accurate, complete, non-redundant and relevant. Since data entry is a monotonous non-core business activity, it is usually outsourced to a competent data entry outsourcing company that has ample resources to cater to bulk data entry. Companies that specialize in providing outsourced data entry services follow some strict data entry standards to make sure the information they input is reliable and consistent. Here are some standards followed by data entry companies:
Reliable Sources of Information
If the data entry company is collecting information and inputting it, they have to make sure that their source is reliable and updated. When the client is providing the input information, the Data Entry Company India can consider it as a reliable source even though they conduct a basic checking on the data provided. They check for any inconsistency and completeness of the input information provided before they start the data entry process. Any discrepancies need to be resolved before they start the input process which will ensure consistent information.
Verification and Validation
Typically, the data entry firms employ industry experts to input or verify critical information. This can be done during the entry or after it, though the ideally validations done during the entry reduces the burden on proofreading and corrections. Since the industry experts will have a better idea of the information expected, they will also be able to fill in some missing information such as the location details. Any formats followed should also be considered by inputting the information to make sure data is consistently stored in the database. A competent BPO company will have a two-level checking system in place to verify and validate the information before it goes for processing.
Corrections and Missing Information
During the validation process, all records that need corrections or have missing information are marked appropriately so that they are not considered for processing. The data entry company uses flags along with the records to mark the information as complete or incomplete as the case may be. Only the completed records are processed and the incomplete ones are kept on hold to collect the missing or correct information for correction after which they will also be processed.
Technology-driven Data Entry
A competent offshore data management services provider will use sophisticated software to automate data entry. The use of technology not only eases the data entry process, but also improves the efficiency of information thus input. Devices and software can be used to input information present in the physical forms such as printed forms or worksheets. Scanners, readers and other such devices are used that automates digitization of information faster, though this also needs to be manually verified for accuracy.
Using Forms
Web forms are an excellent way to input information digitally. The forms can be created with in-built validations such as numbers, email id etc that should conform to a specific format. Forms also simplify data entry by providing selection options and default data which makes data entry faster and more accurate.
Stringent Quality Assurance
All information that is input should pass through strict quality procedures to make sure that they are accurate and complete. This must be in place before the information is processed.
Some insights into Choosing the Right type of Data Processing
Data processing involves many important tasks. Depending on the industry and the business, these tasks can get simplified or complicated with the interference of technology. When there are complications involved in data processing techniques involved, it is better to Outsource data processing to a competent firm that has experience and the right resources to tackle the problem more efficiently. In general, data processing can be of 3 types – Manual, Mechanical and Automated. In Manual processing the entire processes are done by human resources who make them more error-prone and require more time and effort to complete. Mechanical processing involves the use of devices that aid in data processing. In automated data processing, very little human intervention is required which make it more accurate.
Which process to Choose?
Companies can opt for one or more of the different types of data processing techniques available. How to choose the right type of data processing or whether to go for a combination of the available data processing techniques depend totally upon the organization’s requirements. That’s one reason many companies prefer Offshore Outsourcing Services for data processing as they will have the experts who can decide upon the right techniques to employ based on the firm’s needs.
Manual processing is desired when data is less and requires manual intervention to complete it. Details such as invoice information, master data entry etc requires manual intervention to complete. Most of the processes in banks and insurance companies and even in the healthcare sector are done manually. These need to be recorded manually to digitize the details. The problem with manual processing is that it takes up a lot of time and most of the work is repetitive. Filling up similar type of forms, checking and verifying them, moving the files to higher authorities etc are done on a daily basis. It is even more tedious when you have to retrieve some information from the manual process. But in healthcare, construction, teaching and manufacturing sectors, most of the work involves manual processing. In such companies, you may have to employ someone for Data processing India to digitize these processes.
Mechanical processing is easier than manual processing and helps automates many processes with the help of machines and computers. Many organizations adopt mechanical processing to digitize the processes and avoid errors that usually happen in manual processing. Mechanical processing helps avoid papers to a large extent as much of the authorization processes can be done digitally which is more secure and faster to access. Many Banks have adopted mechanized processing because of the time and effort it saves and the data accuracy it delivers.
Automated Data processing involves advanced technology that uses pre-programmed micro-processors that helps automate most of the processes. Attendance capture machines, smartcards, biometric systems etc used in many organizations are a part of this automation techniques adopted by organizations. This ensures the most accurate information comparing the other two. You need lesser human effort and time to process such information. Advanced software such as ERPs help organizations integrate and automate most of their processes which provides them with critical information for taking management decisions.
5 ways in which Data Management Leads To Business Success
If you still have this question, you probably have no clue how important Data is to your business. From small to large businesses, everyone can benefit largely from the information they generate on a daily basis. It could be the information on the number of calls made by the tele-caller, their contact details and responses, the number of clients met by the marketing team, their feedback, the number of enquiries and orders received, the number of invoices raised, details of the employees on leave, details of the new employees who recently joined and so on and so forth. All these are precious information that can provide you better insights into how you are performing in your business. Since recording all this information can get quite tedious, many organizations engage a data entry outsourcing company to record this information digitally. Here’s how they help you succeed:
Digital Data Easily Accessible with Data Entry
One of the main aspects of engaging a Data Entry Company India for outsourcing is to make sure that your company has access to digital information. Whether it is a new organization or an existing one, data is pivotal to its success. All information such as invoice details, order details, vendor, customer and employee details need to be stored digitally for easy access. The data entry services make sure that information is digitized successfully.
Consistent Information with Data Cleansing
When you are digitizing your organization’s data, it needs to be reliable, accurate and relevant for the organization. Data cleansing makes sure that the input data is complete, accurate, reliable, and relevant. The input data goes through strict quality processes using state of the art technologies that purify the data. Data is checked for completion first. Industry experts are roped in to contribute to the missing information. The accuracy of information is verified and validated. All redundant information and obsolete information are removed. Once these steps are taken, your organization will have consistent information which helps management decision making.
Legible Information with Data Conversion
Data conversion helps convert information in illegible and incomprehensible formats to legible formats. Data in images are converted into structured information by the BPO Company using state of the art technologies to maintain quality of information. This ensures that you can use the information as an input for your ERP or other application software to compile reports.
Informed Decision Making with Data Processing
Once the information is cleansed and converted, with the help of facts and figures in an organized matter, you can use it to compile management reports. These are important since the management uses this information to make informed-decisions. Marketing research data, customer survey data, budgeting data, accounting data etc are all processed and used for making important decisions that pose less risk to the organization.
Faster Access to information with Scanning and Indexing
Scanning and indexing makes bulk information accessible faster. Offshore data management services use the latest technologies to scan the information available in images, OCR, bar-codes etc and convert it into more organized data. This data is then indexed so that it can be accessed quickly whenever there is a requirement.
Data management services provide critical information to businesses that enable them to store data digitally and efficiently. This reduces the physical storage space, reduces cost of managing data, provides easier access to the stored information and makes it more secure. Data-driven decisions are vital to the success of businesses.
Key Contributions of Document Indexing and Document Scanning Services in Industrial Sectors
Data management is a crucial aspect of every industry. Data is the most precious asset every business has. Historical data helps the business to compare the previous year’s performance with the current year’s performance so that projections can be drawn based on existing information. Digitization of information gives instant access to it anytime from anywhere which is critical to success driven businesses. Document scanning and indexing services an important part of data management and document management. A competent data entry outsourcing company will provide complete document scanning and indexing services as a part of its digitization process. Every industry will have numerous documents in physical and digital form. The physical documents such as manuals employee forms legal information contracts vendor details bills extra need to be digitized. Document scanning provides the quickest solution for data digitization from existing physical documents. Document scanning involves a lot more than scanning and storing physical documents as images. In fact, with the help of state of the art technology, the data in the scanned document can now be stored in an organized manner with the help of trained Data Entry Company India experts. Data such scanned and stored gives instant access to precious information to the management. Once digitized, this information is available online or offline whenever and wherever it is required. The power of information is relevant when it helps taking critical management decisions that help resolve critical situations.
The scanned documents are indexed and stored in digital devices which provide instant access to it. Indexing the bulk information makes sure that any record or information is accessible quickly. Information that is stored in RDBMS is automatically indexed for instant access. When the data is stored in an organized manner, it can be partially or wholly retrieved and used for important comparisons and projections. Since large industries will have large volumes of documents and data to be scanned and indexed these are generally outsourced to a competent BPO Company. The outsourcing company will have access to the latest technology that helps in storing this information in an organized manner and indexing it for quick access.
While document scanning is done to digitize the physical documents purchase invoices and contracts Industries may also have voice and video information that need to be transcribed into organized digital data. The competent data entry Outsourcing companies have experts in voice transcription and video transcription which the index and store for quick access. All types of industries benefit from outsourcing data scanning and indexing services particularly when they deal with bulk data. Digital information helps them take informed decisions that are more success driven. Data digitization also helps the industry to streamline their processes in the most efficient manner possible. It sometimes helps to avoid obsolete processes to reduce its complexity through automation. Outsource Scanning and Indexing also helps large businesses to follow a standard process across the department or the organization.
When you have solid information regarding the processes followed and you can measure its effectiveness quantitatively it increases the efficiency and productivity of the entire industrial unit. Digitization helps the industry to form and ensure strict quality policies that are followed. Information security is another important aspect of document scanning and indexing services. Physical documents can be easily misplaced or destroyed while the digital documents are safer. The data can be easily carried to different locations or transferred over the Internet in a secured way without taking much effort.
Industries benefit in many ways from document scanning and indexing services. Outsourcing these to competent partners ensures that this data is available anytime anywhere for management decisions.
Is there any difference between outsourcing to small companies Vs outsourcing to bigger firms?
Whenever a business decides to outsource its data entry and data solutions processes to a data entry outsourcing company, one question they need to answer first is whether to approach a small specialized firm or a large one-stop-shop for data solutions. There are many factors that go into deciding upon the right outsourcing partner. When choosing between a large firm and a small firm, the following points need to be considered:
Bigger Firms have better infrastructure
Data entry may be a non-core aspect of one business. But information can be very critical when it comes to management decisions and marketing strategies. When you realize the worth of data, you consider a Data Entry Company India that can afford or has already invested in a great infrastructure that includes the latest data solutions software. This is important when you are looking for a vendor who can handle bulk data efficiently. The latest technology is a must when you are looking at quality deliverables and faster turnaround times. The bigger outsourcing firms will have access to these facilities.
Bigger firms have access to more resources
Depending on the requirement of your project, the outsourcing firm should be able to upsize or downsize the resources. Bigger firms will have more access to larger resources whenever required. Smaller firms may further outsource the work to individuals or smaller vendors which may affect the quality, consistency, and security of the information.
Bigger firms provide end to end solutions
If you take the bigger outsourcing firms, they usually provide end to end data solutions starting from data entry, data mining, processing, verifications and validations, data cleansing and conversions to marketing research, data integration, image processing, surveys, call centers, technical desk and complete back office solutions. When you have one vendor dealing with all your data, it will be more consistent and reliable. Moreover, you don’t have to bother about collecting information in different formats from various vendors and having to compile them for analyzing the information.
Smaller firms are flexible
When it comes to larger firms, they have rigid policies and standard procedures to follow for every process. But when you consider a smaller BPO company, they will be more flexible with their policies which make your job done easier.
Smaller firms are more affordable
Smaller firms are more affordable as they have limited resources and investments. So if you are looking for cost-efficient outsourcing, you can approach the smaller firms.
Smaller firms may provide specialized solutions
If you are looking for a specific solution such as image enhancement or data conversions, you may approach a specialized solution provider which might be a small firm providing only those solutions. They will be experts in it and will have the right technology and resources to get the job done.
It all depends on the type of solutions you require, your budget for the process and the accessibility to the outsourcing or offshoring firm. If you process requires advance technology to be used, the smaller outsourcing firms may not have them and hence the larger firm is desirable. If your process does not have much budget to spend, you may approach a smaller firm. If you want some exclusive attention on the process such as data entry India, a smaller firm might be more flexible to accommodate your requirements. When it comes to expertise and experience, the larger firms will have access to an experienced and expert taskforce. You can list out your outsourcing requirements, approach a few outsourcing partners and compare their deliverables before deciding on which one to choose. It will be a more rational approach to choosing the right outsourcing partner.
How To Choose The Best Forms Processing Partner?
Forms are a great way of data entry as it helps you input data in a structured way. But if you are not well-versed with the technology or if the forms require considerable quantity of information to be input, it can get highly complicated. Forms data entry is usually despised by employees because it requires some expertise and takes up a lot of time and effort to perform. For the same reasons, forms data input such as survey data, customer data, invoice data etc are usually assigned to a competent data entry outsourcing company. But since there are so many outsourcing companies available across the world, it becomes very difficult to choosing the right Forms processing partner. Here are some pointers on how you can select the right outsourcing partner for your business:
Forms Design and Strategy
Forms processing starts from requirement analysis. The very first step involved in forms data processing is understanding what the data requirement is which could range from customer data, invoice data, customer survey, feedback collection etc. Based on the requirement, the Data Entry Company India will come up with a detailed strategy and forms design which should be apt to capture all required information. It should be simple enough for the customers to input the information, if required, and at the same time capture complete information required. It should be attractive enough to keep the customers engaged and minimize the input providing maximum suggestions where possible.
Reach the Target Audience
Once forms are designed based on the requirement analysis, the next step is to reach out to the intended audience in the best possible ways. Most of the companies consider social media networks for maximum reach but that also involves considerable data to be analyzed before deciding on the right mix of online and offline campaigns. Voice surveys are also feasible as most of the customers find it easier to speak out their feedback rather than having to write or type it out. You can approach the best BPO Company that has the right infrastructure and resources to reach out to the maximum intended audience.
Data Entry / Conversion
Sometimes, the customer inputs the data digitally and some other times they do it offline by filling up forms or through voice surveys. The next step taken by Form Processing India is to input the offline data and convert or consolidate the information so that the diverse data comes together in a central repository in a single format. This is important for the next step which is the most critical process.
Forms Processing and Reporting
Once the data is input and converted into a single format, the forms need to be processed and consolidated so that the information can be useful for the management. This is the last step during which the requirements are matched against the output. Consolidated information is presented to the management in a simple and comprehensive format they can understand and analyze. They use this information to take critical decisions such as marketing strategy, pricing and change in product line.
The right Forms processing partner would be one who comes out with comprehensive solutions covering all these major steps involved. Convenience, completion, accuracy and cost are all important factors to consider while deciding upon the right Forms processing partner. The above-mentioned inputs are the most critical factors which you need to consider.
Top 10 Guidelines to Secure Outsourcing
Data security remains the most important aspects of outsourcing data management services. Whether it is data entry, data conversion or data cleansing processes, the outsourcing agencies handle bulk volumes of crucial information which has to be dealt with utmost security. When you consider a data entry outsourcing company to outsource your bulk data entry requirements, you need to ensure that they follow strict data security policies which will protect your data from leaking out or getting misplaced. Here are 10 top guidelines to secure outsourcing:
- Check for Experience and Reputation
Whenever you plan to outsource any kind of work to an outsourcing partner, make sure you choose a reputed one that has many years of experience in the outsourcing field. Ask for references from previous clients and also check with them without fail.
- Enter into a Legal Agreement
A legal agreement for outsourcing is a must for all types of outsourcing. All terms and conditions of outsourcing conditions have to be mentioned in the agreement. Impose an explicit legal binding on part the outsourcing firm to make sure they comply with all terms and conditions, including the security policies.
- Cross-check Security Policy
An outsourcing company ought to have a strong and stringent security policy to ensure data security for the clients. You must ensure that the Data Entry Company India you choose for outsourcing has a written and up to date Data Security Policy that it strictly follows the same.
- Documentation on Data Security standards followed
Written documentation standards and security standards are also to be checked for better data security. A firm that follows stringent quality policies will make sure that no data is leaked or mismanaged.
- Do they conduct Security Audits?
Reputed firms conduct periodic security audits to keep check on their information. Since there’s bulk data to be handled, frequent quality checks and security checks are inevitable and these should be documented well. The parent company can ask for these documentations to make sure the outsourcing company is considering the security aspects seriously.
- Will they let you conduct Security Audits for your project?
This is another interesting point to consider for parent companies, especially when outsourcing to a fairly new outsourcing company. Since they are not as experienced in the market, you can insist on conducting random security checks exclusively for your projects which will make sure that the outsourcing company implements adequate data security measures.
- Technology used for security
A secured network is a must for data security. The outsourcing BPO Company needs to make sure that the network glitches are all sorted out satisfactorily and uncompromisingly so that the parent company does not risk losing its precious data. The hosting services used by the BPO should also be scanned for any apparent security risks.
- Software used for Security
Antivirus and anti-phishing software used by the outsourcing company are as important too. Complete data security can be ensured only when the outsourcing company uses state of the art security software which is up to date and licensed.
- Safe data transfer methods
If the data is transferred online, the data transfer protocol used must be secure too. Otherwise, network and data transfer can be compromised and data can be leaked.
- Online / offline data entry into your software
You can also insist that the Outsourcing Data Entry provider input the data into your software. It can be done online or offshore depending upon the location of the parent company and outsourcing company. This makes sure that all security aspects are taken care of by the parent company. Only user authentication has to be done to the outsourcing company and this information can be tracked consistently by the parent company.
Manual Data Entry Challenges – Is Your Organization prepared for it?
Manual data entry may seem the easiest to adopt in any organization. All you need are some data entry operators and computers with the required software to input the data. But that’s only the tip of the iceberg! It is by far the least inefficient method of data entry, especially when it is not your core competency and you do not have experienced people handling the data. If you want to make good use of the money invested in data entry and the data thus input you better approach a reputed data entry outsourcing company. They will have the technology and expertise put to use for data entry to provide complete and quality deliverables. If you still wonder why you must spend on outsourcing data entry when you can rely on cheaper manual data entry operators, here are some major issues with manual data entry:
Bulk Data to Input
When you are new to digitization or when you decide to adopt better technologies, you will obviously have more data to input. The issues with manual bulk data entry are many if not handled by experienced hands. The first problem is that there’s too much of data to be input and you may need to set up an entire data entry department in your organization complete with the required infrastructure. This includes investment on additional office space, recruitments, technology.
Takes more time
When there’s more data to input, it takes more time to complete the data entry. Similarly, when the data has to be input in a complicated form or structured way, it takes even more time. Another issue is that when inexperienced data entry operators are at work, they take a lot more time to complete the job and it will invariably contain a lot of mistakes. Outsourcing such job to a competent Data Entry Company India provides you all the advantages of outsourcing that includes reduced cost, quality deliverables and on time availability of data.
Chances of error high
As can be expected, when there’s bulk data entry, it will get monotonous and mechanical when it is input manually. There are more chances of mistakes in manual data entry because of inexperience and monotony. A reputed BPO company will have strict quality control process which ensures that all data input by the employees are checked for mistakes, omissions and redundancy. Thus, the final deliverables will be complete and accurate.
Lose focus on Core business
Data entry is a demanding job process. When you employ your existing employees for data entry, they will not be able to concentrate on their core competencies. This will affect their performance and productivity. Ultimately, the company will be concentrating more on the cost-centers rather than the profit-centers. When you outsource data entry, you make get the most of your employees as they can concentrate on their core competencies and get more productive.
Spend more on Data cleansing
Manual data entry calls for mistakes, incomplete data and redundant data. If you want to make the most of your data, you need to make sure you cleanse the data to make it complete, accurate and unique. Outsourcing Data Entry service is the perfect way to ensure that data entry comes along with data cleansing as it is a part of their job.
Seamless advantages of outsourcing data entry services
Data is an important asset for all organizations. Data provides information which is used to make important management decisions. Data also provides the base for building concrete plans and budgets based on the past performance. Every organization has to deal with bulk of data every day in various business processes. From customer data to product data, critical information has to be digitized and stored so that it can be processed and used later for important reporting purposes. Most of the companies find it difficult to manage inputting the data and depend on data entry outsourcing company to perform this expertise task. Outsourcing data entry has many advantages as you can see below:
Save Expenses on Staffing
One of the main reasons for outsourcing data entry services is the shortage of staff who can exclusively handle bulk data. As organizations adopt digitization, data entry becomes a major hurdle as their existing staff will not be able to handle this extra work. Instead, they outsource this work to the experts which saves them from spending on additional recruitment.
Save Spending on Infrastructure
Data entry also requires ample infrastructure to be in place to be effective. Even if you manage some cheap recruits, you need to provide them with workstations, office space and other basic infrastructure that adds to your expenses. When you outsource this work to Data Entry Company India, you no longer have to bother about staffing or investing on infrastructure for data entry.
Save Time
When you have expert staff managing the data entry work, it gets done quickly. The outsourcing firm’s main business is data entry and hence, they will always have the best staff handling bulk data. They will make sure that data entry is done in the most time-efficient way.
Saves Reputation
Data entry not only saves you considerable amount of money and time. It also saves your reputation. Availability of information is very important for any company’s reputation in their field. The BPO Company manages data efficiently which makes sure that the organization receives the information required on time which saves their reputation in front of the vendors and customers. This makes your business more reliable and profitable too.
Complete and Accurate Information
Information is valued only when it is complete and accurate. With data entry work done by the experts, the possibility of errors and mismatched data is very less. Reputed outsourcing firms have stringent quality procedures in place which ensure that the deliverables are always accurate and complete.
Data is Secure
Though some businesses find data security a huge risk in outsourcing, reputed firms make sure that their client’s information is secure for their reputations’ sake. Businesses can ensure data security while Outsourcing Data Entry by entering into a legal contract with the outsourcing firm and also by making sure that the firm follows strict security procedures. Once these are confirmed, data security is no longer your organization’s risk as the outsourcing company will undertake the same.
These are some of the most important advantages of outsourcing data entry services. Businesses can leverage from the latest tools and technology for data entry by outsourcing them to reputed data entry outsourcing firms.