The issue of accuracy with data entry has existed ever since the pen was put to paper. A long list of erroneous data can be found recorded and stored in company databases, where it shouldn’t even exist in the first place.
There are many reasons why data inaccuracies exist in the first place. It is quite apparent in companies that deal with the insurmountable amount of data on a daily basis. These companies include insurance firms, medical practices, etc. Medical businesses try to solve their data issues by practicing medical data entry outsourcing.
However, this article isn’t about the problem; it’s about how to solve it. So without much further ado, here are ten tips that will help you achieve high levels of accuracy with your data.
10 Tips for Accurate Data Entry
Use Software Tools and Resources
Most inaccuracies in data are due to human errors. Software and tools can be perfect antidotes to these human errors. They can catch errors that may easily pass-by the human eye. There are various tools and technologies in the market today. That can effectively assist you with finding errors in your data and erasing them before being recorded.
Software like ICR (Intelligent Character Recognition) and OCR (Optical Character Recognition) are phenomenal tools to identify errors and reduce your workload by tenfold. These tools will find errors in data that previously would have been overwhelming to find and suggest corrections to rectify the issue. You can customize this software according to your requirements.
Do not Choose Speed Over Accuracy
Speed is good; everybody wants a fast turnaround time when it comes to data. But, it should never come at the cost of accuracy. Fast work can result in the commitment of many careless mistakes. These mistakes by prioritizing accuracy over speed.
Avoid overloading your employees with work pertaining to data. Treat them like humans and machines. An employee at the breaking point of his frustration can result in multiple accuracy errors with data.
Ensure you review the data entered. Not once, but at least twice before it is recorded in the permanent database. Even masters of the field can miss mistakes at first glance, therefore make double-check a practice.
Set Accuracy Goals
Set well-defined accuracy goals and communicate the same to your team. Let them know what is acceptable and what you can do without it. Setting goals will bring everyone in your team on the same page. Hence, leaving no room for confusion.
Your work culture or environment says a lot about the mood and condition of your employees. Data entry is a tedious task that needs a lot of focus. If your employees are stressed out, not treated well, or subjected to a toxic work environment, then that will show on their work. Rest assured, it won’t be pleasant.
Try to ease the environment in your business. Have a culture that is open, ergonomic, and employee-friendly. Well placed furniture and culture with extracurricular activities will go a long way in making employees focus on the task at hand.
Do Away With Time Constraints.
We just discussed how important focus is on the accuracy of data. Therefore putting time constraints on employees does not do anyone any good. When employees are overloaded with data that has to be deliver on a strict deadline, things are bound to go wrong. A brisk pace without calculation will lead to more errors and less time to correct them. Also, at the end of the day, you have employees. Who are exhaust, frustrated, and underappreciated. Hence, it is wise to avoid overloading and time constraints simply.
Opt for Automation
Correcting inaccurate data isn’t a one-off task. No one standard can be exploited for multiple cases of data correction. Hence, it is highly recommended that we move towards automating the entire process. We need a method that is more sustainable than what a majority of businesses today adopt. Automation is the right step in that direction.
Automation provides a faster and accurate way of dealing with erroneous data. Errors are identify quickly and rectify before they even make it into the permanent records.
Identify the Source of Data Inaccuracies
Knowing the weak link in your process is key in solving the issue of data inaccuracy. Try to find out the source of most of your data inaccuracies. The sources can be both internal and external. Find it before you carry on with the process any further. Once found, either fix the issue or eliminate the source to avoid any future problems. With this method, you can rest assured that the data you now process is good and free of any errors.
Maintain an Accuracy Standard
Finally, establish an acceptable accuracy standard for your business. Make sure your data complies with conformed standards. Use field validation, double-key verification, data monitoring, geo-coding, matching, linking, etc. to establish well-defined standards.
Digiintern News Standards should also be adopt for verification and double-checking of data. Hire data entry specialists to ensure the standards are met. You are satisfy with the final result.