3.5. Use the Correct Part Of The Computer System For Capturing Data

Computers are now an important part of modern business operations. Data entry operators process a lot of data, keying information using machines with functions and keyboards similar to typewriters, ten-key adding machines, and computer terminals. Data entry operators key numeric and alphanumeric characters and usually work in office buildings. Data entry work involves repetitious and accurate keying that requires speed and concentration

To capture data, do the following:

• Sit in front of the keyboard or machine used to input the data entry information. Choose an ergonomically correct chair for comfort.
• Place your hands on the keyboard with your fingers in the home key position to start entering your information.
• Using one keystroke at a time begin typing or keying by moving your fingers on and off the keyboard, depressing the keys according to the letters or numbers you need to key. Gradually increase your speed and make sure you are keying accurately.
• Continue keying until all information is processed. Double-check what you have keyed for accuracy to correct spelling and grammar errors.

Multiple methods are available for capturing data from unstructured documents (letters, invoices, email, fax, forms, etc.). As well as considering the method of data capture, due consideration of the origins of the documents(s) that need to be captured must happen, to see if the documents are available in their original electronic format which has the potential to massively increase data capture accuracy and remove the need for printing and scanning.  

Whenever a method of capture is considered, it is advisable in the first instance to consider the original documents, to determine if the document or form can be updated to improve the capture/recognition process and method. Investigation of the existing line of business systems, to determine what additional metadata can be extracted for free using a single reference, can provide significant advantages.

Form Fields

Form fields are used in both paper and electronic databases to provide a systematic method of collecting information. This also minimises the chances of human error. For example, a contact details electronic database may have specialised form fields such as text fields, check box fields, or drop box fields for each contact detail element. You can further control these fields by, for instance, limiting the acceptable characters in the telephone field to numbers or by linking the address field to an address-checking system that confirms its validity.

Spreadsheets and Word Processors

One of the most common types of data entry is also the simplest. Many databases allow you to add information directly to a spreadsheet or word-processing document, which functions as a database. If unauthorised access is an issue, data entry managers can protect the files with passwords only approved data entry operators know. For example, Google Documents allows multiple users from anywhere with an Internet connection to open and edit the contents of a spreadsheet without the need for expensive proprietary database software.

Content Management Systems

Content management systems can offer data entry capabilities to companies that wish to provide their clients or workers with access to their database system. CMS programs can be either online or offline or work as part of a local network. This is especially useful for companies who outsource their data entry work and wish to compartmentalise access to their database to control access and editing rights.

Scanners

Scanners linked to a database process documents, bar codes, and pictures with little or no human intervention. These scanners can interpret written information and organise it into categories without the need for a human operator. For example, the answers of thousands of multiple choice exams can be scanned, stored, and corrected by a software program linked to an automated data entry scanner.

Generate new, unique reference codes as necessary

A reference code could be a simple textual identifier that you associate with a query that was logged or a request that was made. To use reference codes effectively, you must use them in conjunction with other service and support procedures.

A unique identifier (UID) is an identifier that is guaranteed to be unique among all identifiers used for a specific purpose. There are three main types of unique identifiers, each corresponding to a different generation strategy:

• Serial numbers, assigned incrementally
• Random numbers are selected from a number space much larger than the maximum (or expected) number of objects to be identified. Although not really unique, some identifiers of this type may be appropriate for identifying objects in many practical applications and are, with abuse of language, still referred to as “unique”
• Names or codes allocated by choice are forced to be unique by keeping a central registry. 

The above methods can be combined, hierarchically or singly, to create other generation schemes which guarantee uniqueness. In many cases, a single object may have more than one unique identifier, each of which identifies it for a different purpose.

Many companies still use Microsoft Outlook to manage incoming e-mail requests. Mails are forwarded to co-workers without a tracking system, making it difficult to keep track of the status. This leads to chaos and unsatisfied customers.

 In many cases, a reference code is a solution: each request is assigned a unique number and keeping a detailed log of all replies, internal notes, and actions − allowing your team to stay organised and keep track of every single request. Computers are now an important part of modern business operations. Data entry operators process a lot of data, keying information using machines with functions and keyboards similar to typewriters, ten-key adding machines, and computer terminals. Data entry operators key numeric and alphanumeric characters and usually work in office buildings. Data entry work involves repetitious and accurate keying that requires speed and concentration

To capture data, do the following: 

• Sit in front of the keyboard or machine used to input the data entry information. Choose an ergonomically correct chair for comfort.
• Place your hands on the keyboard with your fingers in the home key position to start entering your information.

Carefully logging, tracking, and resolving your incoming requests makes you more responsive to your customers, which leads to dramatically higher customer satisfaction and simply better results.