10 Things to Know About Outsourcing Data Entry Services Process

As an industrial head, if you outsource your non-core data entry work to outsourcing companies, wouldn’t you be curious to know about how your things are done by professionals? Get answers to your doubts and know few facts about the data entry process, right here:

1. Management of Resources

Data management plays an important role in the data entry process. When the client provides information, it can be in various formats and conditions. Data has to be classified and rearranged to simplify the work of data entry. If the data are in the paper form like survey forms, resumes, medical reports, etc. they need to be scanned with high quality results and scored in the desired format as PDF, Image, HTML, etc. If the data provided is already in electronic form then is it the desired format or needed to be converted into Excel, PDF, HTML, Text, Word, Image form, etc. Management of data makes the data entry work more convenient and easy to perform. Thus, outsourcing companies provide best quality of data management services. The all-time data management need is what proves the need to invest in outsourcing data entry services to India.

2. Tools and Equipment’s Utilized

Every data entry services provider company possesses latest tool to complete the data entry work with high efficiency. Infrastructure is as important as systems for the data entry work to be performed. Outsourcing companies are equipped with dual monitor systems to make the data entry work faster and accurate. Also, there are large scanners with the OCR, MCR technology that can convert bulky paper documents into electronic form within few minutes.

Some tools are used to classify the documents and categorize them as per the requirements. There is a business card or id-proof scanning machines that make convenient conversion of data into digital form. High speed internet connectivity gives them access to do work of data entry with fast turnaround time. In order to perform the high quality data entry work, outsourcing companies invest smartly in advanced tools and latest equipment’s for high reliable results.

3. Data Entry Methods and Techniques

Outsourcing process is incomplete without methods to perform the data entry work. Different types of data entry work require different methods like copy and paste, typing, manual data entry, data keying, input data through software, online data entry, etc. for appropriate results. Techniques make the data entry work much simplified for the data entry operator and give outputs within short time ranges to meet the deadlines.

With the use of proper techniques for respective data entry work, the data entry operators find it easier to complete the project with the requirements fulfilled. In case of any specific requirements of data entry work asked by clients, experts at outsourcing service provider companies might go out of the box to create new methods and techniques that are not conventionally used in the industry. Thus, creating new methods and modern techniques is usually found in the companies offering data entry services possessing high potential data entry work.

4. Data Entry Software

The advancement in software makes it convenient to ease the data entry process. Some of the best software used by expert data entry operators is Zed Axis, EPI Data Entry, Foxtrot, Blosm, Capturx, Data Catapult, Data-Scan, Entry point i4, Uni-base, u Proc and much more. This software is used for different types of data entry work. It makes work accurate, faster and of the best quality. With the help of these advanced software experts at data entry service provider companies fulfill the requirements of your business.

You can also ask for the desired software to be used for your data entry work to outsourcing companies, but it is not ideal to use the software in-house as the experience and expertise to use this software lies only with data entry experts at data entry outsourcing companies. For more details on software you can have a look at the Capterra.

5. Data Entry Process Timings

“Time is Money” says the famous quote; also time is precious in this competitive world. So, you might be curious to know about timing taken by the data entry process. Many data entry outsourcing companies offer a free trial run to win the trust of customers and show their best quality services. Starting with the free trial run, if you send the sample project of your work to data entry service providing company, it may take around 24-48 hours to complete the sample project.

On the basis of results and quote offered, you can finally assign the main project to the company. In this process, once you give the final project, it depends on the size of your data entry work and its complexity that how much time period it will require accomplishing the work. Also, some outsourcing companies may ask you for the turnaround time so that they can fulfill your requirements with their flexible staffing methods to complete your work within the short time period regardless of the best quality and high precision outputs.

6. Internal and External Communication

Every organization use interpersonal and external communication for smooth operations. Data entry outsourcing services provider companies use various communication skills and methods to send or receive the message from the clients through emails, Skype, Google talk, messenger, LinkedIn accounts, etc. for better understanding of work status and updating you the same.

In the digital world, written proof or commitments matter the most and thus data entry specialists communicate to the clients through easy and efficient mode of contact that helps to create clear understanding. The data entry process includes the clarity of information, with the help of an efficient communication medium. Internal or departmental communication is required to provide the work status to the clients and external communication helps to know the requirements or changes in work asked for by clients.

7. Data Transfer Channel

In a data entry service provider company, data transfer is done in a specific hierarchy which helps the data entry process to be in a single pathway. For a company offering data entry services, the client sends the data to customer relationship manager and then the manager hands over the project to respective team leader. Then, the team leader gets the work done with the help of their team members and submits the results to the QC team.

Once the data entry team completes the work, the quality check team does the proof reading and ensures error-free database. In the process, there can be more than one quality check stages depending on the required accuracy and complexity of the data. After the quality check, data are handed over to respective team leaders and accordingly it is sent to clients in the required format through a secure network. The same channel is used for both the sample project and final assignment data entry work. The strong internal communication makes the data transfer channel highly efficient.

8. Quality Check of Data Entry Work

Quality is the most important factor for any business. Data entry service providers prefer quality as high priority due to the trust factor and offering reliable services as a commitment, it becomes basic need to get the quality driven data entry work done. Once the data are entered into the system, it has to be cross-checked or verified through various methods as manual and automated using software and tools.

In some outsourcing companies, they hire specialists for quality check with high experience and expertise to perform the quality check work. There are different stages for proof reading as grammar check, spelling check, format check, formatting headers and footers, checking layout, data and information, empty fields or inappropriate data rectification and correction, etc. Different quality check team like legal, medical, education, etc. is also possessed by the service provider companies. Depending on the data, there can be one-two-three stages of quality check to ensure 100% accuracy and superior quality results as promised by the data entry operators.

9. Business Data Security

Outsourcing companies take care of the business data as the customers trust their outsourcing partner and have strong business relations. Your business data requires confidentiality when it is handed over to outsource companies with unknown people. Thus, data security is a concerned point for any company choosing an outsourcing partner. Service provider companies offer high data security through secure networks, FTP servers, CCTV camera, confidentiality agreements signed by employees, data transfer through a secure web based applications, web servers, antivirus software, etc. If you choose to outsource data entry services to an outsourcing company, make sure all the data security systems are accurate and then you can be relieved by the insecurity of data loss and data damage by outsourcing companies.

10. Capabilities of Data Entry Operators

The experts you rely upon for your data entry work should be reliable and trusted. Offshore companies give work to outsourcing data entry companies to get the best output results for their clients. The high speed of data entry work is around 40-45 wpm possessed by the specialist that gives fast turnaround time. Knowledge of data entry work is must along with experience of various data entry tools and software.

Data entry operators are proficient team leaders as they can motivate their group to perform the high accuracy data entry work. Different methods and techniques are learned by data entry operators to give high quality results with fast turnaround time. It is also seen that data entry specialists adapt new technology and try to improve the conventional data entry methods. Multitasking is a special skill observed in India based operators who perform more than one data entry work projects with full dedication and high accuracy. So, outsourcing companies have teams of data entry experts with high capabilities. You can alternatively choose a virtual assistant for your data entry services who will perform all the complex task from even a remote location with minimum resources.

Get a free quote today by an outsourcing company for your data entry work and now you know all the internal and external process of outsourcing, but if you still have any queries regarding the outsourcing process, ask for the same to your business partner!