Everything A Business Needs to Know Before Outsourcing Data Entry Services

 Data entry is a tedious and time-consuming process. Data entry at a vast scale is generally non-recurring; however the data needs to be constantly checked, validated, and updated. Additionally, it requires consistent monitoring to ensure that the data being entered in your database is accurate. But, this hassle can be easily avoided by outsourcing data entry services to a third-party provider with experience, expertise, and resources. 

Outsourcing Data Entry Services

However, when deciding to outsource your data entry work, there are several questions, hurdles and factors you can’t skip.

This complete guide will help you understand different types of data entry services, the advantages of outsourcing data entry services, and the most crucial factors you should consider before choosing a service provider.

    What Are the Different Types of Data Entry Services Offered by a Service Provider?

    1. Data Cleansing

    Also known as data scrubbing, this is the process of updating and organizing data that has already been saved in databases. By removing erroneous and redundant information, this process makes the data reliable, valuable and consistent.

    2. Data Processing:

    Data processing refers to the process of converting raw data into a usable format that one can interpret. Data processing is important for any business as it helps them make better strategies. It involves a series of steps, and with each step, the raw data is processed to give the desired output. 

    3. Data Classification:

    Data classification includes sorting data into categories depending on the target objective for which the data is to be used. Data classification aids in simplistic storage of information and increases database accessibility. It makes important data easy to find and use without hampering business operations

    4. Data Conversion: 

    Data conversion (i.e., converting one data format into another) improves accessibility and simplifies data usage. That includes converting physical data into digital format or converting data across multiple digital formats. This way, an enterprise can use a single database while ensuring that everybody gets the data they need, in the format they want. 

    What Are the Benefits of Outsourcing Data Entry Services?

    One of the most important benefits of outsourcing data entry services is that it saves you time and money. You don’t have to dedicate a team to data management (or overburden your employees with this task). You don’t have to set up a data management infrastructure (buy tools, subscriptions, resources, etc.). The time and money thus saved can then be invested in other areas. 

    If you’re unfamiliar with what a good data entry service provider can do for your business, check the following benefits:

    1. Cost-Effective Process

    A professional company will ensure that your documents are submitted accurately and on time. This method of getting your data entry work done is affordable in comparison to setting up an in-house team, where you will need to spend on recruitment and then training the employees being hired. Furthermore, when you decide to outsource such services, you also need not worry about buying tools or software to get the work done, as these service providers already have top-notch tools to carry out the task efficiently. You just have to pay for the services you are planning to use and for the time period you are using them. 

    2. Access to Experts

    As allocating data entry work to an untrained person can cost you huge, outsourcing this task to a team of experts who have years of experience is a better option. These service providers have a dedicated team of data entry experts who have been working in this field for many years. They know what they are expected to do and how to use the tools. Thus if you want to get your data processed by experts, outsourcing it to such companies is the right choice. 

    3. Data Security

    The risk of your system being breached is high, and it can cause you to lose money. Hackers can steal your data, damaging your reputation. Outsourcing agencies have a dedicated IT team as they’re handling data of multiple organizations and can’t afford any breach at all. They have a security policy in place to ensure that their employees do not misuse your data. 

    4. Reduced Data Entry Errors

    As your data is being processed with the help of the latest technology, there is no space for error in the process. These companies have skilled employees who know that they cannot afford to make any errors in the process. Thus their team takes care of the process with utmost care. 

    5. Flexibility to Scale Up or Down

    Depending on your workload and business needs, you can choose how much work you want to outsource. For example, if you have an influx of orders at certain times of year—such as holiday shopping times—you may need extra staff at that time. On the other hand, if it’s a quiet period for you and there’s no rush on any particular project, then it makes sense to scale down. Data entry services companies have enough resources to scale up as per your need, and if you are facing a down period, you might just outsource the required work without spending a huge budget. 

    6. Quick Turnaround Time

    It is the time period for the data entry services company to complete your work and for you to receive the completed work. It also includes the time you take to review and approve their work. And considering the reputation of these service providers, you should not worry about the submission as most of them meet the deadline of your project. 

    7. Improved Business Productivity

    Improved productivity leads to better results and more profits. You'll find that you're able to focus on other aspects of your business, such as sales or marketing, while outsourcing your data entry needs to a professional service provider. Also, this helps reduce stress levels and allows you to enjoy life outside of work. Additionally, outsourcing data entry services frees up time for employees—time they can spend on other tasks that are more important than entering data into spreadsheets all day long.

    6 Key Factors to Consider While Outsourcing Data Entry Services

    1. Evaluating Business Needs: Before starting your research process, you have to set up an internal meeting with all the departments in your company. You should discuss the budget, the volume of data to be worked on, and what services you have to outsource. After noting down your requirement, check whether the service provider will be able to fulfill your requirements or not. 

    2. Experience & Exposure: When finalizing a data entry outsourcing agency, check if they have worked with different companies. This will ensure that they have experience with all types of data. 

    3. On-Time Delivery: Time is money, and delays in data entry may cost your business huge losses. Every data entry services company keeps on-time delivery their foremost priority. However, it is better to double-check the same. Check their average project turnaround time and delivery rates. 

    4. Reviews:- Don’t forget to check the third-party website to see what kind of work they deliver. If you see more positive reviews, you can shortlist them and filter out those that have more negative reviews.

    5. Customer support:- Make sure their client support is 24*7. You must also check if they have a smooth communication system set up to deal with remote clients. 

    6. Price:- Check their pricing; compare the prices of your shortlisted service providers to see whether the ask price is justified as per their offerings. 


    By now, you should be able to make a decision on why you should (and how you can) utilize a data entry services company to boost your enterprise data systems. Once you have thoroughly implemented the above-shared tips, you can then proceed with the agency that fits your budget.

    Author Bio

    Gracie Benis a data analyst currently working at DataEntryIndia.in, a leading company providing data entry & mining services & other data-related solutions. For more than ten years, she has actively contributed to the growth of many enterprises & businesses (startups, SMEs, and big companies) by guiding them to utilize their data assets. Having a keen interest in data science, Gracie keeps herself up-to-date on all the latest data trends and technologies shaping the industry and transforming businesses. She has written over 1600 articles and informative blogs so far covering various topics, including data entry, data management, data mining, web research, and more. 

    Post a Comment