Data Entry Guidelines

Data Entry Guidelines

Data entry processing involves entering information from a written or verbal source into a computer system. The information can range from basic information to highly in-depth and sensitive material. While each company and client has its own data entry guidelines, several guidelines remain relatively similar with each.

Address Format

The standard address format that allows the mail to be processed by its automated mail processing system. To ensure prompt processing and delivery, this address format has become a standard within most businesses and has become the standard in most data entry guidelines. This standard format lists the attention line first, followed by the applicable company name, address, city, state and zip code. States are always abbreviated using the two-letter format, in capitals. Punctuation is restricted to official names, such as "Mr. David," and the complete address is limited to four lines.

Numbers

Always enter number data according to the company's specific guidelines. However, if no guidelines are listed, follow the standard guidelines for the type of numbers being entered. For instance, list birthdays with two digits for the month and day, and a four-digit year, such as 01/01/1985. Type phone numbers, complete with area code (i.e., 555-555-1212). Do not place the area code in parenthesis and do not place spaces between the number and the hyphen.

Excel

Many data entry tasks involve entering information in Excel or other database formats. In these cases, it is especially important that the information be entered properly so it can be filtered and maneuvered during the client's research. When entering information, avoid entering text, symbols and numbers within the same field, such as "greater than 40" or "40+. Create spreadsheets with clearly defined and titled columns.

General Guidelines

Use easy-to-read fonts, such as Arial 10 and Times New Roman 12. Always list complete website addresses including "http://www." Whenever in doubt, consult your company's specific guidelines or speak with your company's representative for assistance.

Accuracy

Accuracy is essential in the data entry field. The information that is entered is often used for analysis, research and reporting. Inaccuracies in the information can result in inaccurate reporting and research. All data entry tasks must be checked for accuracy before submitting the information for review. Always check spelling and totals if calculations are required. Familiarize yourself with the company's specific data entry guidelines to ensure the information is being processed correctly.

How Do I Prepare for a Data Entry Test?

Preparing for a data entry test is a task that is necessary when applying for different types of clerical or administrative positions. In general, tests of this type focus on the ability of the candidate to accurately enter at least a minimum amount of information within a given period of time, with only a small allowance for errors during that time frame. Typically, the data entry test will include more than one format as part of the process, making it necessary for candidates to consider several different approaches to data entry as part of their preparation.

One of the most common forms of data entry testing is a basic typing skills test. In this type of exam, the individual is given a block of text that must be entered into a word processing document. The test is timed, making it possible to determine how many words per minute the candidate is capable of generating. Along with considering the overall word count entered, attention is paid to the accuracy of the data entry, including proper spacing according to the instructions, capitalization of words, and any errors such as the transposition of letters or numbers within the text. Errors are deducted from the total score, leaving an average word per minute as the final score.

Since many data entry positions involve the entry of data into a series of fields contained in a database, it is not unusual for a data entry test to also include an examination of how quickly and accurately candidates can enter the correct data in each of the fields, and move on to the next field in the sequence without a great deal of pausing. The goal is to enter the data accurately but as quickly as possible, indicating an ability to function in the workplace at a high level of efficiency and productivity.

In order to prepare for the data entry test, it is important to practice both these forms of data entry in advance. Sample tests can often be found online, making it possible to improve hand/eye coordination between a source document, the fingers, and the document or page that is to receive the data. Typically, practicing first with data entry of text in general is a good way to become comfortable with the keyboard and gradually increase entry speed. Make sure to use different blocks of text that include a wide range of characters, including numbers and punctuation, in order to increase proficiency. At the same time, download a sample database and learn how to enter data into a given field, then use the proper keys to quickly advance to the next field. Generally, practicing for at least a few days before actually taking a data entry test for a prospective position will increase confidence and speed, which in turn maximizes the chances of securing the job.

Quality Control in Forms Processing

We work hard to achieve the highest degree of accuracy possible using a variety of methods and tools depending on project specifications and client requirements.

Field Validation

When designing the data entry program for each project, we make extensive use of field validations, including table lookups, formulas, and data-type restrictions. For example, this includes standard or custom check-digit formulas, city, state and zip code lookups from Postal Code tables, as well as any type of customer-specific data (e.g. vendor or customer lists, product or parts lists, etc.).

Re-Key Verification

When the very highest level of accuracy is critical in forms processing, selected fields or entire documents can be re-keyed. This applies to recognized text from OCR/ICR/OMR engines as well as data that is just being keyed. After data has been keyed once (or recognized), it is keyed again by a second independent operator. As each keystroke is made, the system flags any differences. These are immediately verified and corrected.

Address Correction & Verification

Undeliverable mail is very costly to organizations undertaking large direct mail programs. To reduce this cost and assure the cleanest address data possible, to verify, correct, and properly format the addresses entered in accordance with USPS CASS standards.

Experienced Work Force

All our work is done by a very experienced, work force, including operators in the US, as well as operators in India, all of whom have excellent English language fluency. Most operators have been with us for many years, some since the beginning, resulting in a highly-skilled, efficient data entry work force and first class service. That means quality data in the shortest possible time.

Comet Infowave: Data Entry Services and Forms Processing

Comet Infowave Pvt Ltd offers a wide range of affordable data entry services and forms processing services. We serve clients from various business sectors including insurance and healthcare, education institutions, government agencies, publishing agencies, financial institutions, pharmaceuticals, and manufacturing.

Our Approach to Meeting Your Goals

It’s our professional approach and the technologies we employ, which enable us to deliver the highest levels of data quality, accuracy, and quick turnaround. We also address your need for document and data security and confidentiality using a variety of methods and tools depending on project specifications and client’s requirements. Our workforce comprises resourceful and proficient data entry operators and forms processors who have several years of experience. 

As part of our data entry outsourcing services, we carry out all your offline, online and remote data entry jobs.

Data Entry Services are Available for:

• Texts
• Images
• Books
• Handwritten materials
• Medical claims
• Legal documents
• Medical billing forms
• Practice forms
• Product details
• Surveys
• Scanned images
• Insurance claims

Forms Processing Services Offered

As a full-service data entry company, we have long standing experience in medical forms processing, legal forms processing, and other business forms processing. We can capture data from all types of forms, whether handwritten or typed, and convert these forms into electronic formats with maximum data accuracy.

Forms that we can process include:

• Legal forms
• Insurance claim forms
• Invoices, Accounts forms
• Email forms
• CGI forms
• Forms
• Immigration forms
• Survey, HTML, ASP forms

Our Service Features

• Data security
• Customizable Turn Around Time (TAT)
• Multilevel quality control
• Timely delivery of reports
• Confidentiality and security assured for all files during processing and transmission
• Competitive pricing with savings up to 40%

When you entrust your data entry and forms processing jobs to Comet Infowave, we will develop a service plan designed to meet your unique needs and expectations. Our accurate, flexible and reliable services leave our clients with ample time to focus on their core business and grow their business without hiring additional personnel or leasing additional office space.