Since data is the most important component to any company in this world, it has to be accurate to reflect the real picture of any organization. Data Entry is used by the companies to make vital decisions for the business from time to time. Therefore, it becomes highly valuable that the company is maintaining an accurate data information system. For this, it is important that accuracy rate is maintained all the time without committing any data entry errors. This is why professionals need to adopt strategies that can help them to improve the accuracy rate of data entry.
Majorly, there are two types of error found in data entry jobs .i.e. Transcription error and Transposition error.
Types of Data Entry Errors
Let’s discuss the two types of errors.
- Transcription Error: A type of data entry error that is commonly made by human operators. These errors are commonly the result of putting fingers on the wrong keys due to fast typing. These errors include words spelled improperly, information displayed in the wrong way or just a typo. This can also occur while using OCR (Optical Character Recognition), if the paper is crumpled or the ink is wet.
- Transposition Error: As the name suggests, this error occurs when the characters or numbers have been transported i.e. they have switched their places. This mistake commonly occurs when people are typing numbers. For instance, instead of typing 4532, they type 4523 or errors similar to that. This is mainly the result of a hurry among the operators.
Why Is Data Accuracy Important?
Erroneous data can lead a business to making poor decisions for the company, hence, it is vital to improve data entry quality. Therefore, it is vital important to reduce or eliminate mistakes. A major aspect of ensuring data accuracy is understanding the importance of data. If you are aware of the consequences of faulty data, then automatically you would strive to maintain the purity of data and work accordingly. It is also important that the workers understand the same and implement this idea into their work. Once they understand the importance, they will take the initiative to be efficient.
Practices For Data Entry To Improve Accuracy
There are quite a few ways to ensure accuracy in your data entry. We have listed the best of them. One of the best ways to keep errors under control is automation. Automation can reduce most of the human-generated errors which are caused by lack of attention or too much workload – such as typos, wrong information input and others. Hence, here are a few ways on how to check data entry accuracy.
Know The Source Of Error In Data Entry
Knowing the source of the inaccuracy is the first measure one should take. Errors are mostly made while it moves through the system, like copying data from one database to another, inaccurate data entry etc. Hence, knowing the source of the problem, can help in coming up with targeted solutions and hence optimal solution of the problem.
Accuracy Verification In Data Entry On A Regular Basis
Verifying the data that is entered on a regular basis will maintain a standard quality in the data entry process. As the information goes through the system, each step brings in a new set of inaccuracies, hence maintaining a habit of checking data entry accuracy will keep the data usable and efficient.
Use Softwares For Accurate Data Entry
Software reduces the need to manually type in data into the database. Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) can automatically collect some types of data. Hence, reduction of manual data entry will reduce the inaccuracy in the whole process.
Train Your Data Entry Team
A trained team is necessary for data entry accuracy. The personnels can be trained to take up workload and maintain accuracy, while at the same time, keeping up a standard speed. While it is important to maintain a healthy speed, it is advisable to companies not to rush the workers as it may lead to more errors and hence, reducing the efficiency of the data. Therefore, training the team gets important to make sure that they can juggle these three factors together.
Maintain a Sound Working Environment
Your surroundings affect your working speed and concentration heavily. In the data entry & processing tasks, you need absolute dedication and good concentration level. For this, the working environment ought to be free from unwanted noises and unnecessary disturbances. In a nutshell, a sound working environment is mandatory in order to ensure the flawless completion of the data entry task.
Maintain the Data Entry Workload
Make sure the workload is optimally distributed amongst the personnels. There is a limited amount of work one person can do in a specific period of time. If you overload them with more than they can handle, then the chances of mistakes increase accordingly hence doing more harm in the data entry process than good.
Outsource to Data entry Service Providers
Often, businesses try to keep the data entry process within the house to reduce cost and time. However, these processes can feel like a lot when the company is big enough and hence, it is required for them to outsource these tasks to a data entry service provider. The specially trained workers in the service provider companies are efficient enough to keep a healthy speed, maintain data entry accuracy and take up a handsome workload.
eDataindia Can Help You In Achieving Data Entry Accuracy
Keeping up with all these steps can seem like a lot when the process of data entry is maintained in house. As mentioned in the last point, outsourcing to service providers is a great way to ensure a standard accuracy in the data as the workers in those companies are specially trained for these types of tasks. At eDataIndia, we have 9+ years of experience in data entry and have delivered large projects in impressive turnaround time. Here, our first priority is to ensure complete data security and maintain high accuracy levels.