Data Entry System: 5 Steps to Successful Implementation

1
Data Entry System
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.
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
5 Steps to Successful Implementation of Data
Entry System
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.

• 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 dont
  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?
• 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,
  vendors track record, and vendors commitment to
  the product.
• 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).
• 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.
• 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.