Data Entry

Data entry is the process of transcribing information into another medium through input into a computer program.  People can transcribe data, including handwritten documents, spreadsheet information, sequences of numbers, computer codes, and even names and addresses.

It is used in multiple sectors such as banking, IT businesses and others. To enter the data entry job, you need to be proficient with your typing speed and be able to type 50-80 words per minute. Some data entry positions also require a typing speed of over 80 words per minute.

Must Read - Top Data Entry Interview Questions Data Entry jobs could be manual as well as automated. Computers are used in automated data entry for better accuracy. 

Main Data Entry Tasks

Data entry or processing is a very broad term, which comprises of a variety of occupations, including electronic data processing, typing, word processing, data transcription etc. While the most popular data entry task is copying and pasting information from a source into a database, there are also several other more specific tasks that a data entry professional can handle.

Data Tagging - Data tagging is a subset of the essential metadata and it is helpful to create a common ground of understanding between stakeholders in an organization. Data Tagging process involves adding a piece of information or description to an item, which helps in its indexing, database searching, catalog browsing, sorting, and more. This is the first step towards data organization.

Check out data entry online courses to kick start your career today

Data Annotation - Data annotation is the process of selecting the data, panning or highlighting it, and then labeling it. It is used to annotate all types of data, such as images, audio, sounds, text, etc. Data annotation is generally used to analyze big data and identify patterns in a data with the help of automation and machine learning.  

Data Capture – Data capture is the process of capturing, recording and collecting data and information to be used or further processed by a machine. Data capture can be done manually by a data entry clerk or automatically by software.

Must Read - What is Data Entry Operator?

Some technologies used to capture data -

1. Optical character recognition
2. Electronic character recognition
3. Optical mark reading
4. Barcodes, QR codes, smart cards, etc. to collect information.

Data Transcription – The process of converting an audio/video file to text with an aim to identify the source of data or information is known as data transcription. Simply put, it is the process of transcribing audio and voice files. Another feature of data transcription is adding subtitles or even intertitles to videos. Voice recognition or automatic captioning can also aid data transcription in cases where a quick solution is needed. However, machines are not fully capable of providing 100% accurate transcription and cannot substitute for human labor.

Related - Data Validation in Excel

Data Logging – Data logging is the process of recording and collecting data for a specific period for later analysis. Data logging is used to discover trends and record information on parameters, behaviors, activities, etc. It is often used for scientific purposes or as an IT solution to monitor networks and systems. This process is always done by a machine than a human.

Data Processing - Once data is collected, it can be processed for various purposes. The main reason for processing the data is to analyze it and produce reports. Data processing can also be used for storage, archiving, organization, classification, etc.

Data Cleansing - Data cleansing is used to organize and correct the information stored in a database. This process is useful for identifying duplicates, errors, and outdated information and eliminating irrelevant data. Data cleansing is used to maintain and update databases.

Also Explore - MS Excel Courses

Responsibilities of Data Entry Professionals

1. Inputting data (statistical or coded)
2. Typing manuscripts
3. Proofreading data
4. Transferring data from paper formats into computer files
5. Dealing with customer queries
6. Creating spreadsheets with large numbers of figures
7. Operating office equipment, including computers, printers and photocopiers
8. Transferring market-research results
9. Preparing reports
10. Answering phone calls
11. Inputting customer details

Why is Data Entry Important?

The scope of data entry is tremendous in India and there are multiple benefits to work as a data entry expert. Some of the major benefits are -

1. Data entry experts are required by multiple industries like IT, medical and health, administrative, accounting and finance, government, retail and sales.
2. You work as a professional who is responsible to streamline the data required by businesses You will be a key person responsible for reducing the cost of data handling.
3. You can also work as a part-time data entry clerk after completing senior secondary.
4. It acts as a good source of supplemental income.
5. The compensations are attractive depending upon various factors such as skills, experience, job duties, etc.
6. Data Entry is one of the most flexible jobs to do as you can work as a freelancer.
7. Data entry jobs provide multiple benefits including working form suitable location, setting your own schedule, etc.

Skills required for Data Entry

You need to master a few soft skills that every data entry job demands. 

1. Good communication skills
2. Organizational abilities
3. Ability to work independently
4. Basic software knowledge
5. Superior typing speed
6. Good concentration
7. Good customer service skills
8. Diligent and responsible working attitude
9. Self-motivated
10. Able to work under pressure
11. Ability to meet deadlines
12. Good knowledge of grammar, spelling, and punctuation
13. Able to maintain data confidentiality
14. Accuracy and good attention to detail

How to become a Data Entry Professional?

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If you are a fresher and like to start your career as a data entry expert. You need:

1. Learn numeric key entry skills
2. Acquire good Knowledge of database software, spreadsheets, and word processing
3. Hold a command on grammar and punctuation
4. Learn how to operate basic office equipment like computers, scanners, copiers, printers and calculators
5. Improve your keyboarding and data entry skills

{{%b%}}Basic Knowledge{{%/b%}}

If you are a beginner and wants to grow as a data entry professional. Then these tips will help you:

1. Practice basic data entry skills
2. Need to be proficient with entry speed and accuracy
3. Practice new data entry skills to increase speed and reduce errors
4. Maintain the consistency in typing speed of 50-80 words per minute

{{%b%}}Intermediate Knowledge{{%/b%}}

To become a professional in data entry, you need to take the next step of the ladder and learn:

1. Gain experience to improve your typing and office skills
2. Consider taking formal training to develop these skills
3. Develop a diligent and responsible working attitude
4. Maintain the accuracy and demonstrate good clarity to details

{{%b%}}Advanced Knowledge{{%/b%}}

In the field of data entry, there may also be the opportunity to get a position of supervisor or team leader, which involves supervising and recruiting other members of a data entry team. With good experience, data entry professionals will be given tasks that require higher levels of skills. To climb up the ladder in the field of data entry, you would need to -

1. Develop reliable and responsible working attitude
2. Sharpen your organizational abilities
3. Develop a positive approach in a busy working environment
4. Learn business analytics/data analytics
5. Take up a managerial level data entry course
6. Develop critical thinking approach
7. Learn business principles

Who can become a Data Entry Professional?

Somebody who has a strong knowledge of word processing, database, spreadsheet, and has a good command on English can start a career in data entry. Generally there is no specific guidelines related to the educational qualifications, although recruiters prefer candidates who have at least finished their senior or higher secondary. 

List of Top Data Entry Tools You Should Know About

• Zoho Forms – Simplifies data management process by allowing you to create forms on the web, set up email notifications based on your requirements, or data with the built-in applications.
• EmailMeForm - EmailMeForm creates a simple HTML form and survey creation application.
• Abbyy FlexiCapture – Helps to collect data, process it, verify it, and finally generate and implement accurate data in important processes.
• Kaptiche - Helps to minimize expenses and increase efficiency by streamlining day-to-day operations and reducing any inaccuracies while making manual entries.
• PieSync – It is a no code platform, allowing the users to syncs their businesses and customers
• Data2CRM.Migration – Contributes towards effortless data migration.
• B2W Inform - Helps you collect and record quality data, and work on improving quality coverage, safety, human resources, and more.  
• iQapture – It is an electronic data capture tool that provides live online training and also trains through documents and webinars.  
• Entry Point – It consists of a range of easy-to-use tools that help you create and install a wide range of custom data entry applications with built-in options for authentication, export, and editing.

Top Data Entry Courses

To shape up your career as a data entry professional, you can consider taking up an online data entry courses. there are a number of free data entry tutorials and courses, from leading course platforms are available that can help you learn how to do data entry.  

Some of the top data entry courses are: 

1. Learn Data entry & launch a successful home based business on Udemy 
2. Data Entry Course for Beginners on Udemy
3. Learn data entry and work at home with best way on Udemy
4. Xero Online Accounting - the Practical Data Entry Course on Udemy

You can also consider taking up any related data visualization or MS Excel course, such as -

1. Excel for Everyone: Core Foundations on edX
2. Excel Skills for Business: Essentials on Coursera
3. Data Visualization: A Practical Approach for Absolute Beginners by Microsoft on edX
4. Data Visualization with Tableau Specializationon Coursera
5. Data Science: Visualization (using R)by Harvard University on edX
6. Introduction to Data Visualization in Pythonon DataCamp

Conclusion

The future of data entry is largely based on artificial intelligence and machine learning. These technologies would help the data entry industry to obtain detailed information instantly to make quick decisions. Big companies handle a very high volume of information, so centralizing all this data not only allows the optimization and streamlining of processes, but also to understand in detail the tastes and needs of their customers. Such data entry tasks would be largely facilitated by AI and ML.

To grow in this field, it gets mandatory for the data entry professionals to keep up with trending technologies. Online data entry courses or related artificial intelligence courses can prove to be a good way to achieve success. These courses will certainly contribute towards the overall professional growth of the professionals in a long run.

Following are the most popular Data Entry Colleges in India. Learn more about these Data Entry colleges (Courses, Reviews, Answers & more) by downloading the Brochure.

Following are the most popular Data Entry courses, based on alumni reviews. Explore these reviews to choose the best course in Data Entry.