Data Entry Concepts

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Data Entry Concepts

There is often confusion involving the concept of data. Data are raw, unorganized facts. Data may be digits or alphabetic letters. A listing of raw data makes little, if any sense. That is, when using raw data to provide a basis for making a decision, the data is of little use. The decision maker has a difficult time figuring out what to do with "all these numbers."

Information is data that has been organized so that it is useful in decision making. The important point is that by organizing raw data (which has little value) into something useful, one has created valuable information.

An example of raw data is the number of births, and deaths in a society. But so what? A listing of these raw facts would go on for thousands of computer pages. This data would be overwhelming and of little use.

Obviously an information system is needed to process the data to make it useful in decision-making. More thought is needed in designing a computer program than that of just listing the total number of births. Perhaps an information system could be designed that reports births and deaths that are summarized by sex, city and year. If comparisons could be made between cities or states to identify unusual conditions, this would be even more useful.

This information system would enable government employees to make meaningful decisions on how many schools and hospitals will be needed by geographical area by year. Thus, the raw data is needed to "drive" the system. The usefulness of the data however depends on the sophistication of the information system.

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Data Entry Work at Home

There is an ever-increasing need for people to key into computer systems the massive amount of raw data. Each year there are demands for new reports which create a need to capture an even higher volume of data. Although optical scanners can be used as input devices, most data is entered into the computer via a typewriter keyboard.

There are needs for word processors, typists and data entry personnel which we will call keyers. By keying in text, entering data into a computer, operating a variety of office machines, and performing other clerical duties, keyers help organizations keep up with the rapid changes that are characteristic of today's "Information Age."

There is an enormous need for support personnel such as computer programmers and information science specialists, including electronic data processors, technicians, and transcribers. Arrangements can often be made whereby people can work at home. Word processors usually set up and prepare reports, letters, mailing labels, and other text material.

As entry-level workers, word processors may begin by keying headings on form letters, addressing envelopes, or preparing standard forms on computers. As they gain experience, they often are assigned tasks requiring a higher degree of accuracy and independent judgment. Senior word processors may work with echnical material. Others may key complicated statistical tables, or combine and rearrange materials from different sources.

Most keyboarding is now done on computers that normally are connected to a monitor, keyboard, and printer and may have "add-on" capabilities, such as optical character recognition readers. Word processors use this equipment to record, edit, store, and revise letters, memos, reports, statistical tables, forms, and other printed materials.

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Data Entry Jobs

In addition to fulfilling the duties mentioned above, keyers often perform other tasks such as answering telephones, filing, and operating copiers or other office machines. Job titles of these workers frequently vary to reflect these duties. For example, administrative clerks combine word processing with filing, sorting mail, answering telephones, and other general office work. Keyers often input lists of items, numbers, or other data into computers or complete forms that appear on a computer screen, or on source documents.

They also may manipulate existing data, edit current information, or proofread new entries into a database for accuracy. Some examples of data sources include customers' personal information, medical records, membership lists, mailing lists, inventories, and business sales. Companies use these sources of information internally. A high degree of accuracy is required when keying the data.

Keyers use various types of equipment to enter data. Many use a machine that converts the information they type to magnetic impulses on tapes or disks for entry into a computer system. Some keyers operate online terminals or personal computers. Increasingly, keyers are working with non-keyboard forms of entry such as scanners and electronically transmitted files. When using the new character recognition systems, keyers often enter only those data that cannot be recognized by machines. In some offices, keyers also operate computer peripheral equipment such as printers and tape readers, act as tape librarians, and perform other clerical duties.

See a government report on data entry for a complete discussion.

Generally, employers hire those who are reliable and who meet their requirements for keyboarding speed. Increasingly, employers also are expecting applicants to have training or experience in word processing or keying tasks. Spelling, punctuation, and grammar skills are important, as is familiarity with standard office equipment and procedures. The ability to be self-organized and meet schedules is needed for work at home.

High volume keyers may experience several physical problems. See Carpal Tunnel Syndrome

Because they sit for long periods and often contend with high noise levels caused by various office machines, these workers are susceptible to repetitive strain injuries such as carpal tunnel syndrome, neck and back injuries, and eyestrain. To help prevent these conditions, many offices have adopted regularly scheduled exercise breaks, ergonomically designed keyboards, and workstations that allow workers to stand or sit as they wish.

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Data Entry Software

Students acquire skills in keyboarding and in the use of word processing, spreadsheet, and database management computer software packages through high schools, community colleges, business schools, temporary help agencies, or self-teaching aids such as books, tapes, and Internet tutorials.

There are software programs available such as Typing and Data Entry that can be used to learn how to enter data without having to go to formal classes. Such software enables the learner to set their own learning pace. This is vital if the learning has to be fit in with other activities such as raising a family.

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Online Data Entry Jobs

For many people, a job as a keyer or information-processing employee is their first job after graduating from high school. Of particular note is the emergence of keyers who come into the industry after a period of full-time family responsibilities. This work frequently serves as a steppingstone to higher paying jobs with increased responsibilities. Large companies and government agencies usually have training programs to help administrative employees upgrade their skills and advance to higher- evel positions. It is common for keyers and information processing workers to transfer to other administrative jobs, such as secretary, administrative assistant, or statistical clerk, or to be promoted to a supervisory job in a word processing or keyboarding center.

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Data Entry Business Prospects

Keyers and information processing workers held about 525,000 jobs in 2004 and were employed in every sector of the economy; 330,000 were keyers and 194,000 were word processors. Some workers telecommute, working from their homes on personal computers linked by telephone lines to those in the main office. This arrangement enables them to key in material at home while still being able to produce printed copy in their offices.

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