Need to Knows – Data Entry Service V 7.0

When Starting a Data Entry Project Keep the Following in Mind

 

– What are the other points of trust that can be found prior to signing a contract with a data entry service provider? Some of these might seem pretty obvious but we will go over them regardless.

            After checking for HIPAA compliance and security controls, Trust needs to be looked at more carefully. The first area to go looking is at the data entry service  provider’s references. Make sure the data entry service provider provides points of contact for projects that are similar in scope of work, to the project which you are evaluating. Data entry projects come in all sizes, complexities and requirements and slight variations can make one project seem similar when in reality it is completely different. So due diligence has to be given to the references by actually calling the POCs and talking with them about the data entry service provider; all too often the references are quickly glanced at and never acted upon, take the 15 minutes and call the data entry service provider’s POCs. Next would be the pricing structure, an evaluation into “hidden” costs, which could apply for unidentified reasons; or is the proposal broken down into line items which can be easily interpreted. Another very important aspect to not overlook is your gut feeling. During the interactions you had with the data entry service provider did you feel comfortable, confident and taken care of? If these feelings were missing from the start, chances are you are not going to be happy; on the other hand, if they were present there is a higher chance that the data entry service provider is going to be a good fit for your organization. Remember, if you are evaluating a data entry service provider for a long term commitment the company cultures need to be taken into consideration.

            Check in next week for the start of the evaluation of the difference between outsourcing and off shoring.

Need to Knows – Data Entry Service V 6.0

When Starting a Data Entry Project Keep the Following in Mind

Security and confidentiality, HIPAA compliance, has been sufficiently covered we are going to move on to Trust. Now we all know that trust is not something that just happens over night; it was to be developed and nurtured. But, what can a client look for in a potential data entry service vendor that gives signs that trust will actually grow.

            Data entry service providers have had to adapt to the evolving market and increasing pressures to provide lower and lower prices. Thusly, most data entry service providers provide off shore services to their clients. But whether or not this is openly expressed can be a cause of concern. If your potential data entry service provider will not openly discuss their processes and means of providing you with services you may want to be concerned. Now the problem here isn’t that the data entry service provider is using off shore resources but the fact that they are not open and “transparent”. This could be a problem in the future when the cultures of your 2 organizations clash and your data entry service provider does not bring “hiccups” or problems to your attention. Trusting your data entry service provider starts with knowing everything there is to know about the vendor and being confident in the fact that both organizations are up to speed with all aspects of the project. Slight hiccups and problems in a data entry project, if dealt with timely, can be easily resolved; but when brushed under the table and hidden from the client, they turn into massive, potentially irreversible problems. Unfortunately, there is no, guaranteed, way to know if your data entry service provider is going to hide a problem from you; but if they aren’t willing to share their set up or processes it may be a good sign that they are more worried about seeming “good” and not about providing quality services.

            At the end of the week we will have more information on how to find the points that will let you know if a trustworthy data entry service provider has been found.   By the always transparent ARDEM Incorporated; empowering clients to weed out the competition for us. 

ARDEM Incorporated

124 HIllsborough Road

Hillsborough NJ 08844

ARDEM Incorporated

Hillsborough, New Jersey.USA.

908 359 2600

Need to Knows – Data Entry Service V 5.0

When Starting a Data Entry Project Keep the Following in Mind

Security, confidentiality, and TRUST. It might seem a bit redundant but these are the key components to selecting a quality data entry service provider. Experience and processes can be created, tweaked and developed. Security, confidentiality and TRUST, can also be created tweaked and developed, but they are more closely linked with the internal culture of the organization making them much harder to change; which should make them the main determinants of the data entry service provider you ultimately partner with.

            As stated last time, HIPAA compliance is a great start and measuring data point on gauging the overall quality of a data entry service provider. At the heart of HIPAA compliance is making sure patient information (names, address, history etc.) stays private and out of unwarranted hands. A data entry service provider can make protocols, install security measures and be proactive, not reactive, of protecting this information. For example, all employees’ employment should be dependent upon a background check and signing a confidentiality agreement. Protocols should be in place, such as, no telephones, recording devices and food or drink allowed in the processing area at any times; this helps protect the security and integrity of client information. Security measures need to cover all aspects, both electronic and physical. The data entry service providers’ network needs to be constantly monitored and encrypted to avoid malicious attacks. The dataentry service providers’ facility needs to be monitored by a 3^rd party security system, fire protection and physical locks controlling access to the premises. Please note that the above are the base of protection where a fully secured facility and partnership can begin to grow.

            Please check in before the end of the week, to continue receiving information on the security, confidentiality and TRUST that needs to be developed with you data entry service provider.  By the always transparent ARDEM Incorporated; empowering clients to weed out the competition for us. 

ARDEM Incorporated

124 HIllsborough Road

Hillsborough NJ 08844

ARDEM Incorporated

Hillsborough, New Jersey.USA.

908 359 2600

Need to Knows – Data Entry Service V 4.0

When Starting a Data Entry Project Keep the Following in Mind

Let’s continue with specifics and what certain industries will want to look for in a data entry vendor; continuing with market research companies.

            Aside from needing to know what to do with blank or incomplete forms (ie. surveys or questionnaires) there needs to be a level of trust and security that the data entry service vendor can provide. Data entry services is a serious topic since we are, a lot of the time, talking about consumer’s information, aka “data”, and making sure that privacy and confidentiality policies are in place. Just picking any old data entry service vendor is not a smart decision on behalf of a market research company since there is the possibility of that data being sold to 3^rd parties to make a quick buck. That brings up the question; “Why would any market research company leverage a 3^rd party for data entry or data processing services?” that question is left to be answered by each individual company themselves. But light can be shed on the fact that there are quality, secure and loyal data entry companies out there. I know that is hard to believe since the term “data entry” so commonly conjures up thoughts of low paid off-shore organizations… but that is a post for another day. The fact is that there are data entry service vendors out there which are HIPAA compliant and providing their services to the US Federal/State/Local Governments. These vendors have created their customer base by providing quality services, under strict privacy controls with no history of “questionable data activity.” Finding those vendors is the important part, and might not be as difficult as one might have thought.

            Check in before the end of the week for more information on how to extinguish “questionable” data entry service providers from the quality, loyal and secure data entry service providers.  

Need to Knows – Data Entry Service V 3.0

When Starting a Data Entry Project Keep the Following in Mind

So we know that not everyone can charge for entering data, and even when the capabilities and volumes are high enough to charge for data entry services; we know that double key data entry should be used. What else is there? You know the vendor uses double key data entry, is that enough? NO! Not even close.

                In addition to double key data entry, you need to make sure your potential vendor has experience in the field in which you are in. What about just data entry experience? Isn’t that enough? Unfortunately, it might not be enough; specific experience is generally the best way to go when selecting a new data entry vendor. Take a market research company, for example, they would want their data entry service provider to have experience working with paper based surveys.     

 Each sector has small details that seem meaningless but can have huge negative effects down the road. In regards to a data entry service for a market research company a small detail can be; what does one do with a blank question or survey, or a survey which only has one question answered. In other sectors it might be okay to just ignore the record since it is no good to the end client if it is not completed in full. But to a market research company all information is extremely important, and needs to be handled in certain ways. A vendor needs to know their clients and their clients’ needs this way nothing is missed or missed places. A data entry service provider who is working for a market research company needs to have a good handle on programing. This is to allow for logical checks and constraints to be placed into the data entry process to increase the accuracy of the data entry services being provided. Not only is there programing needs on the back end, but prior to the survey being conducted the data entry service provider needs to be able to analyze the survey and make suggestions to the formatting that will allow for technology to be used, to allow for a better processing environment.

                The data entry service needs for a market research company extend far past the ability to enter data. We will spend more time on data entry for market research companies next time.

 By the always transparent ARDEM Incorporated; empowering clients to weed out the competition for us. 

ARDEM Incorporated

124 HIllsborough Road

Hillsborough NJ 08844

ARDEM Incorporated

Hillsborough, New Jersey.USA.

908 359 2600

Need to Knows – Data Entry Service V 2.0

When Starting a Data Entry Project Keep the Following in Mind

Last time, we slightly touched on data entry services/forms processing services and it may seem simple and straight forward; which couldn’t be further from the truth. The truth is anyone can enter data, but not everyone can be a BPO and provide data entry services or forms processing services for a fee.

            When starting a data entry project the absolute most important and necessary piece of the puzzle for a quality data entry service is, double key data entry. Double key data entry allows for the highest quality services and most accurate output possible. When completed properly, double key data entry services can provide 99.97% accuracy; why not 100% accuracy, the .03% accounts for interpretation and quality of the source image.  So for all intents and purposes it is as accurate as an honest data entry partner can get. What is double key data entry anyway? Double key data entry is pretty much what it sounds like, but with extra quality assurance step. To start, each key stroke/form etc. is keyed by 2 separate people. The 2 outputs for the same source are then compared to each other by a program. The program compares the outputs for similarity and any inconsistencies are marked for further review. Once the program is done the error report is generated and a 3^rd person goes back and compares the 2 outputs to the source. If the 3^rd person can come to a 100% certain determination on the correction it is made, if not, the field is marked for verification to be made by the end user or client. Even though it is called double key data entry there are actually 4 parts of the process that all need to be utilized to provide that 99.97% accuracy that is critical to the legal, financial and healthcare sectors.

            This is just the tip of the data entry service iceberg. To discover what else lies beneath the water check in before the end of the week for more data entry service information.  By the always transparent ARDEM Incorporated; empowering clients to weed out the competition for us. 

ARDEM Incorporated

124 HIllsborough Road

Hillsborough NJ 08844

ARDEM Incorporated

Hillsborough, New Jersey.USA.

908 359 2600

Need to Knows – Data Entry Service v 1.0

When Starting a Data Entry Project Keep the Following in Mind

Most document scanning companies have to do large volumes of indexing and tagging, as recently discussed, to really provide value to their clients. This need is usually best met with a data entry team. Having large volume indexing and tagging capabilities is a necessary but it doesn’t make you a data entry or forms processing vendor.

                Yes, indexing and tagging is technically a data entry process but it is different than providing a client with full data entry and forms processing service. The tagging and indexing, most of the time, is a straight forward process rules and instructions have to be defined beforehand but once that is complete the team is ready to follow instructions. The most difficult part is just creating the correct instructions and guidelines to make sure there is conformity across all operators and document types. Full on data entry project and forms processing services require a more in-depth knowledge of programming – this is considered to be “intelligent” data entry.   When a client looks to utilize a 3^rd party vendor for data entry and forms processing services they are actually looking for a Partner that can be seen as an extension of their team. Competence, reliability and honesty are some of the most important factors that a 3^rd party partner, as ARDEM likes to call it, need to have to provide value and quality to a client or partner, as ARDEM likes to call them. To provide the best value, quality and on-time performance software and programming need to be top notch because this eliminates a lot of human mistakes and variability. Data entry and forms processing services seem straight forward and simple and like anyone can just sit down and start entering data or processing forms. When in reality a strong grasp on programming and IT are needed to actually do the job right.

                We are just beginning to scratch the surface on data entry and forms processing so why not check in next week to find out more information; By the always transparent ARDEM Incorporated; empowering clients to weed out the competition for us. 

ARDEM Incorporated

124 HIllsborough Road

Hillsborough NJ 08844

ARDEM Incorporated

Hillsborough, New Jersey.USA.

908 359 2600