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.