5 Frequently Asked Questions about Data Entry

Why shouldn’t we undertake our data entry projects internally?

Generally it’s because the task volume is so sporadic that you don’t have the accessible resources to achieve completion within a timetable that has been prescribed or it’s a task that you simply have no enthusiasm to do.
Being able to have a trusted business partner that can deliver consistent availability, scalability and the methodologies too ensure extremely consistent accurate results is something that you may only utilize now and then as the need occurs.

Many of our clients begin this way but then we are suddenly providing daily processing or monthly database creation from surveys fulfilling the need for a back office service.

We undertake small jobs such as scanning old business card holders to create an Excel spreadsheet of all of the business cards that you’ve accumulated over the last few years through to projects for Royal Commission legal purposes where we’re extracting information from thousands of physical evidence documents,
Our Standard Practice is to double-verify key all information resulting in extremely high accuracy.

Our efficiency, scale and our methodology is such that we always produce consistently high results. That’s not always achieved internally.
The major benefits for outsourcing data entry / data extraction is both the time benefit of getting the task completed in a much shorter time frame and off equal importance the accuracy of the data being generated via the Double Verified method.

What’s scanning got to do with data entry?

What scanning provides is the start point for efficiency. Because what we can then do is utilise intelligent recognition software or where the information is submitted as handwritten data disseminate those scanned images across multiple work stations to get a lot more operators doing data entry, our data entry personnel are looking vertically and at eye height at the document image onscreen rather than down at their side and trying to extract from the physical paper record.
Generally we double verify all data to achieve the highest levels of data accuracy possible.

Double-verified keying means that two operators are doing the data extraction from the same image and then we overlay the resulting data. Software applications then analyses the 2 data sets looking for exceptions, the exceptions are then visually assessed by a third and final operator for validation. This gives us 99.8 percent accuracy levels. The .02% error occurs where an “a” may look like an “e” or vice versa, and both operators have keyed it that way.

Inhouse Data Entry may well be the worst job within your own organization, if you outsource it to Microsystems we are specialist in that field, we’ve got experienced data entry personnel that are enthusiastic, when combined with our software applications and methodologies our output is extremely accurate and consistent.
The reality is with inhouse data entry, is it’s single keyed and inaccurate, but with the processes Microsystems have in place, it enables us to be a step above with the accuracy in our data entry services. We’ve been doing it for 40 years now.

Why would I outsource my data entry ?

In one word – Accuracy. In outsourcing your data entry services, what you additionally receive is timely, consistent and scalable data delivery.

When you outsource to an organization that is consistently undertaking data extraction they understand the significance of deadlines, consistent data formatting to enable the ability to data mine the metadata.

That consistency in the way that we’re delivering the information using predetermined spreadsheets, keywords and where possible a common thesaurus or vernacular is a very important element for making all of that information available across the entire organization.

How do I select the best data entry services company?

Essentially what you need to do is define your requirements first before you approach the market. If you know what you need to achieve then you can relate that clearly to the business providers that are out there, to undertake it for you.
The second thing would be that you’re approaching experienced organizations that have quality assurance protocols in place. Microsystems are “quality assured” to ISO 9001-2008 for Scanning & Data Extraction Services. This means that our staff have the protocols and procedures embedded which are aligned with our quality assurance guidelines to provide consistent results.

Additionally we’re creating individual specifications for each client and for every document classification or form that is presented to us. What that means is that in years from now you can come back with the same application and we already have the specification. Therefore the data will be emulated exactly as it was years previously, updating the excel spreadsheet or the document management application that you’ve got in place and it works seamlessly.

So rather than starting from scratch on every occasion, when you’re working with an organization such as us, we’re maintaining the specifications for what we’ve done for you previously. We know how to emulate that again consistently and our staff retention doesn’t matter – the application instructions are there for all current staff members to deploy accurately first time, every time.

This is a real extra benefit because when people are thinking about initially hiring a data entry services company, they’re just thinking about current timelines, what is equally or more important is ongoing efficiency and the accuracy of the data.
We obviously have to be competitive in the marketplace to earn the business, but then we become a trusted business partner for our clients. From that time onwards we’re available on an as required basis.

What other factors that are really important in selecting the right company?

The company needs to have the capacity to fulfil any application. If Data Extraction is a sideline for the business, then you are basically paying people that aren’t professionals in data extraction and not receiving the service levels you deserve.

We undertake millions of keystrokes on a monthly basis, a recent project for 70 million keystrokes was completed in five and a half weeks.

We have scalability, efficiency and the right methodologies which means that you can confidently come to Microsystems and we will deliver on time every time.

We’re more than happy to do one off applications such as a collection of business cards and create an Excel spreadsheet of all the business cards that had been accumulated over years through too mass scale legal discovery processes where the dates are fixed and the timelines have to be adhered too.