Data Entry System: 5 Steps to Successful Implementation

1. Data entry is an essential factor in data management. The data entry process quality would determine the quality of data and its effect on downstream procedures of information management. It has been formerly shown that there is a direct relation between the quality of data and business value. Top quality data entry is the foundation of accurate business decision making. However, performing effective data entry can prove to be a challenging business. It can be easily and efficiently handled with the help of a trusted data entry outsourcing provider. Data Entry System One of the important factors that influence the quality and profitability of data entry is the data entry system in place. Companies may need to update or change their existing data entry system in line with changing demands and requirements. The best data entry system must be one that is efficient and can deliver maximum results in minimal time. It increases the efficiency and productivity of data entry operators. An ineffective data entry system can lead to huge costs and loss of revenue, not to mention the negative impact on the project. Two kinds of costs are important: labor costs and costs needed to set up and maintain data entry projects. Therefore, your efficient data entry system must guarantee that these costs are reduced while ensuring maximum productivity. A skilled and effective file management service provider can give you expert advice about this.

2. Since there can be many good quality data entry systems, how do you figure out which one is worthy of implementation and investment? Following are five steps that you can follow to evaluate a planned data entry system that you want to implement in your own company. If you want your data entry projects completed by an experienced ​online data entry service provider​, you can surely use this process to evaluate the current data entry system used by the provider and check whether it fulfills your requirements. 5 Steps to Successful Implementation of Data Entry System 1. Create a List of Preferred Specifications That You Want in Your Data Entry System: Establish a list of requirements for the new system. This list should consist of all your expectations concerning your data entry project, regarding the kind of data entry project, procedures, and software, to be in place. The list needs to mention what features you don’t want. You can consult experts in document data entry on this problem. A few of the questions that will assist you in this way include: What are the important requirements of the Data Entry System and what would be the goal? List out the weaknesses or flaws of the existing system that you want to mitigate. List out the various software in terms of how they help to fix these problems while maximizing productivity. Does it have error detection and data validation and systems in place? ​Data entry errors can be quite expensive and the planned data entry software used should have these systems in place. Double- key data entry should be provided as an extra option. Does your data entry system utilize software that maximizes efficiency? ​It is essential to buy good data entry software that promotes the productivity of data entry operators. Some companies may prefer Access to perform their data entry, but the number of keystrokes using this method is significantly lesser (1500 keystrokes per hour) as compared to that achieved by using an excellent data entry software (11600 per hour). Use top quality software for high fidelity data entry work. ● ● ● ● ●

3. What is the number of people who would be working on the system- their experience, skill set, performance, keying rate, and error rate? ● 2. Identification and Comparison of Various Software Systems: Compare the various data entry software and rank them on various parameters. These parameters consist of software performance on different standards such as operator performance, ease of use, reliability, and service as well as how it impacts the productivity of operators. If it were able to improve operator efficiency, it would be able to lower down the data entry labor costs which are the biggest contributor to total data entry system costs. Thus, success is guaranteed. Check the various software on the following attributes: availability of technical support, vendor’s track record, and vendor’s commitment to the product. 3. Carry out a Cost-Benefit Analysis of the Leading Software Candidates: Carrying out a cost-benefit analysis of the main data entry software being considered would help you to focus on the best possible software that fulfills your requirements. This analysis can be performed by identifying the expenses incurred and benefits acquired, among other parameters. The following parameters can be included for this analysis: software costs, hardware costs, conversion costs that consist of internal staff and outsourcing costs, training costs, tangible and intangible benefits (cost reductions, savings, process improvements, flexibility, improvements in data precision, and other intangibles). 4. Finalize the Software Plan: Followed by the comparison of costs and benefits, the software is selected from the top-ranked competitors. If there were very little difference qualitatively between the different software, economics, and technical assistance would be used as the main selection criteria. The next step is to identify, purchase, and set up the hardware that best matches the software. Step 3 can be used for this. Consequently, software and hardware can be ordered. 5. Installation and Implementation Strategy: The last step is to implement the data entry software system. For this, you require to install the software, followed by the training of the staff. The implementation procedure may involve necessary training for the users and software maintenance, hardware usage training, ensuring the completion of existing data entry projects successfully. Also guaranteeing that the system is

4. ready to handle new tasks, data entry operator training, quality control procedures, preparation of documentation and tutorials on these matters, production cutover, and postproduction review. Buying and installing the best data entry software in the world is not enough. Data entry techniques and data quality accuracy assurance processes must be of a high standard to guarantee the quality of the resulting output. The personnel should be trained in the best practices of data entry and best data entry practices to guarantee data accuracy to increase productivity. Outsourcing to a highly experienced manual data entry service provider can surely save time and help you complete time-critical data entry projects in record time with high accuracy.