Top Data Entry Companies for Outsourcing Entry Work

Data entry companies manage business information by inputting data into a database on a computer or cloud-based server.
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The Top Benefits Of Data Entry Companies

Data Storage

Internal information, data and analytics need to be safely stored and easily accessible for businesses to access at any time. Luckily, top data entry companies can not only gather and input relevant information but store it securely thanks to their databases and cloud-based storage systems. They are built to withstand the amount of data that a company accumulates and can be scaled to ever-evolving brands.

One of the biggest uses for big businesses is for general data storage. When you’re a growing business, you’re bombarded by a lot of data — from consumers, from clients, from internal reviews and more. And this data needs to live somewhere that can handle the influx of information with ease and efficiency.

Information Protection

Once your brand’s data is stored, it needs to be protected against digital viruses, malware, hackers and more. The best data entry organizations integrate complex and comprehensive data protection solutions and systems to ensure that any threat to your data is immediately diagnosed and stopped in its tracks.

There have been dozens of data breaches in the news lately, as well as new news about viruses and infection stealing data, encrypting it and demanding ransom for access. In 2016 alone, 90 percent of businesses were affected by some sort of hack, so getting your data out and into a separate storage system is vital to make sure operations don’t slow down and consumers lose trust. But this is something you won’t have to worry about once you have the trusted expertise of a data entry company.

Data Analysis

Our world revolves around data, and the insights that can be gleaned from this data can drastically change how your business runs and operates. Similarly, it can help steer your brand, products and services in a specific direction to ensure steady growth and success. Analyzing this data, however, is a large task — luckily, it’s one that reliable data entry organizations are well-versed in.

They know how to use data to solve vital business problems, coming up with the solutions that will take your products and services to the next level — not just on the consumer front, but even behind the scenes.

Disaster Recovery

When it comes to data protection, there is a level to it that many brands don’t understand: Disaster recovery. Of course, we all hope to never encounter a data disaster, but unfortunately, they do occur. However, the best data entry companies are ready for disaster and have protocols in place to react to it. After all, downtime costs companies on average of $1.55 million each year — and a data breach or data loss incident would inevitably put you in a situation where you’d lose valuable time, and in turn that money.

If there is a threat to your data, figures are altered or information is lost, these disaster recovery solutions can help ensure that your data can be recovered with ease and in the original state it was in when it was entered into the system. Disasters happen, and these companies integrate solutions to ensure that a disaster doesn’t have to be detrimental.

Information And Data Processing

Data processing is an operation completed on data that helps to classify, transform and flesh out information being inputted. The top data entry companies perform these actions regularly, ensuring your data is authentic and true. They also process this data to ensure there are no duplications or flaws in the system that can cause a malfunction. Considering 30,000 websites are hacked every day, it’s important that these solutions are running to ensure all the data is clean and authentic.

Data isn’t just about information that’s collected and analyzed. Data is what tells computers, products and other technology how to operate and perform. And when working in particularly technical fields, you need to ensure that operations are constantly running smoothly to ensure that you’re getting the most out of them.

Questions To Ask The Best Data Entry Companies

Outsourcing Benefits

Data entry companies take your data, store it, process it and protect it. But what are the specific benefits of outsourcing, and does outsourcing this data actually benefit your brand or do it more harm than good? You need to ask these companies what their company can do to make outsourcing worth it for you. Outsourcing can seem like a risk, but considering 78 percent of companies are optimistic and happy about their outsourcing decisions, there seems to be more reward than risk.

  • How much does outsourcing our data to you cost?
  • What will your company do with our data?
  • What insights can you glean from our information?
  • Can you keep our data protected?
  • What are the benefits of outsourcing as opposed to hiring an in-house professional?

Storage Systems

Data entry companies use onsite or cloud storage systems to keep your data protected. These are systems you don’t normally have access to unless you’re going through a given service provider — but it’s important to know the parameters and if your data meets them.

  • What kind of storage system do you use?
  • Do you use an on-site database of a cloud-based storage system?
  • How flexible are your storage systems?
  • How much data can be stored?
  • Where are these storage systems located — if in the cloud, are they based in the States or overseas?

Security

Data is valuable, and with cybersecurity threats on the rise, it’s important you understand where your data is being stored and that it is being protected at all steps of the way and from any and all threats that could come its way. Adobe, Equifax and Snapchat are just a few of the brands recently affected by breaches — and you don’t want to join that list. Ensure that the data entry company you choose will protect all of your information well.

  • What data protection tools do you use to protect data?
  • Do you have disaster recovery systems in place?
  • Have you ever had a security or data breach?
  • How often do you check your security systems?
  • What is the biggest threat to my data in your opinion?

Availability

You want to be able to trust these outside agencies with your data, but you don’t want it to get lost to the void. It’s great that they have the resources and expertise to analyze this data, but it’s also important to know how available it is for you to access going forward.

  • Will I have access to my data?
  • What is the process of gaining access to my data once we’ve handed it over?
  • Is there a difference in availability depending on an onsite database and a cloud-based storage system?
  • Who has access to this data?
  • How long does it take for this data to get uploaded and downloaded?

Timing

Data is powerful and data is important. You need to upload it, access it and collect it quickly — and you want your data entry company to have that same sense of urgency through the use of a streamlined process. And you need to know what to expect and what steps your data is going through at every stage of the process.

  • What’s the data entry turnaround?
  • Can the process be sped up in the case of a data emergency?
  • How long does it take or you to process and analyze this data?
  • What’s the overall process of data entry?
  • Does the process change depending on the client?

How To Choose The Top Data Entry Company

Cost-Effectiveness

Outsourcing any tasks -- whether it is design, marketing or data related -- has its benefits. And one of the biggest reasons data entry outsourcing is a major benefit for your company is thanks to its cost-effectiveness. Fifty-nine percent of businesses choose to outsource because it saves them money in the long run, meaning this money can be allocated to another department or initiative that needs it more.

Having to pay fewer teams and shelling out for fewer storage servers means that you open up a lot of your budget for other projects like product development, advertising campaigns and more. Outsourcing these complex storage tasks makes it easier for you to focus on what matters most — your products and your consumers.

Data Protection

With rising data volumes and increasing cybersecurity threats, data entry companies are a great resource for keeping your data safe, secure and protected. Four thousand cyber attacks occur each and every day — which translates to three every minute. There are a lot of threats facing your data, and you need the help of professionals who know what threats are out there and how to fight against them.

Take the time to ensure your data, and your customers’ data, is safe. There are a number of negative effects that can happen if your data is breached, corrupted or stolen. Not only is that data invaluable, but the impact on your brand and reputation could be devastating and long-lasting. The good news? Great data entry companies can help prevent that outcome.

Customizability

Data varies from company to company — so top data entry service providers need to make sure they have the tools, resources and storage systems. In addition, these servers should be able to adapt based on the size, scope and content makeup of the data they are processing, protecting and storing. Reliable data entry companies offer flexible and tailor-made solutions to ensure that your data is properly safe and secure within their storage systems to give you peace of mind.

This customizability it essential in a world that is increasingly becoming more and more focused on data and the insight they can offer. Plus, flexible systems can also offer your business more efficient operations in the long run.

Timeliness

Data entry companies can offer you speedy, efficient and complex data processing, analyzing and storing services. This condenses all of your data in one place so that it is easy to manage and keep track of — and you know it’s safe. Because these teams are well-versed in their field and have years of experience behind them, they know what they’re doing and can provide this service in a timely and quick fashion — meaning you have less time to worry, and more time to plan how to use that data going forward.

If it were up to you and your time, it could take a lot of time and manpower to log this data, analyze it and store it. And that would take time away from other necessary operations. But with these data entry organizations, you know everything is getting done when you need it done.

Top-Of-The-Line Technology

When working with data entry service providers, you know you’re getting access to the top experts in the industry. But you’re also gaining access to innovative and state-of-the-art technology that may not be readily available to most brands or business — and certainly not at the same cost and with the same expertise to navigate it well. These companies have the technologies to fight off dangerous ransomware and store massive amounts of data, processing it with ease and quickness.

By 2019, cybercrime will costs businesses more than $2 trillion, so it’s better to be proactive than retroactive. If you want your business to thrive, you need to have a place to store your data safely — and a team of individuals that know how to sift through these numbers, figures and data points to help you with business operations, infrastructure and more.

Top Value Propositions and Differentiating Factors of the Best Data Entry Companies

Overview

The need for data entry services is rising for many U.S. businesses. Handling data entry in-house can quickly become too costly to sustain, and outsourcing the task is a natural solution. Outsourcing companies have quickly stepped in to fulfill the data entry needs of modern businesses. From document translation and audio transcription, to application forms and invoice and billing entry, there are data entry companies that can handle practically anything you throw at them.

Before jumping into an agreement with a data entry partner, however, it’s important to carefully evaluate your options. Some companies are more reputable than others, and with something as sensitive as company data you’ll want to be sure you’re putting yourself in good hands. Summed up below are some of the key differentiating factors to look for when evaluating your options for data entry services.

Top data entry companies conduct employee training

While data entry might seem like a simple enough task at first glance, in fact it’s a job that requires some level of skill. Some simple data entry jobs like application forms entry and product information entry may require only minimal training. More complex tasks like medical billing and transcription services can require certification and higher levels of training. Regardless of the complexity of the project, top data entry companies maintain a workforce of trained employees who are responsible to meet the company’s standards. Skills like fast typing speeds and excel proficiency should be required. Training ensures a minimum quality of work and should reassure clients that data clerks are up to speed with data security standards.

Effective data entry companies have supervised teams

When you’re outsourcing back-office tasks like data entry, you should ideally not only save employee time completing the tasks you’re outsourcing but also save manager time in overseeing the project. The best data entry companies organize teams of data entry specialists for each project, and every team is headed up by a supervisor. This supervisor will be responsible for hitting deadlines and milestones, and for reporting back to the client. Having a streamlined communication process with a single point of contact helps minimize management time on the client side.

The best data entry companies guarantee accuracy

Outsourced services are only useful if they’re executed effectively. Particularly with data entry and processing, accuracy is paramount. Incomplete, partial, or incorrect records can cause headaches down the line. Top data entry companies will often make guarantees about data accuracy and they’re eager to promote their quality control processes to prospective clients. Be sure to ask how the service provider ensures accuracy and what the protocol is for dealing with data entry issues.

Good data entry partners offer flexibility

Flexibility is an important attribute of a data entry partner. First of all, the company should be flexible in terms of project size. Many top data entry companies can take on projects of all sizes, with the resources in-house to handle even large, complex projects. If your needs are simple and limited in scope, then scalability may not be a chief concern, but for business with data entry needs that may grow, the data entry company’s ability to scale should certainly be a consideration. Second of all, you’ll want to get an understanding of the options for pricing of data entry services. Many companies can offer flexible models that allow clients to pay by the hour, by the piece, or for dedicated resources.

Finally, for those companies that need data entry done in a rush, it’s important to check what average turn-around times look like, and to ask if there are options to accommodate quicker completion.

Dependable data entry companies take security seriously

Handing over company data to a third party is nerve-wracking for many businesses. It’s essential that any data entry company you choose to partner with, therefore, adheres to stringent security standards to keep your documents safe. Be sure to get a clear picture of what infrastructure is in place to protect client data, and what the process and ramifications are in the case of a breach.

Efficient data entry companies are process-driven

In order for a data entry service provider to jump in and execute a project, they need to have a solid process in place dictating the progression of each project. The best data entry companies are always guided by process. Clear process allows them to effectively onboard data entry specialists to projects and ensure that tasks are completed in a timely manner.

Company headquarters may be a consideration

The physical location of a data entry company’s headquarters may not be the most important factor determining whether or not your business chooses to work with them, but you should be aware of the basics. For example, is the location prone to natural disasters that could be disruptive to your project or result in a loss of data? At a bare minimum, the location of the company will dictate their working hours, which may or may not mesh well with your own.

How data entry companies market themselves

Data entry is, of course, a B2B endeavor, so data entry companies focus their marketing efforts on targeting decision-makers at companies in their core audience. Key online channels include email marketing, display advertising, and sponsored content via sources like LinkedIn and business publications.

Search channels are also major component of marketing an outsourcing company. Many companies are discovered through searches of relevant keywords, so they invest heavily in working to achieve organic rankings for those key terms (also known as SEO), and spend advertising budget on paid search to amplify their visibility.

Takeaways:

Outsourcing data entry is a smart way to be more efficient with internal resources and save money on the cost of executing data entry in-house. Outsourcing sensitive materials can be tricky, however, and it’s important to find a partner you’re confident you can trust.

When evaluating data entry companies, these are the top values and differentiating factors you should look for:

●     Training - Does the company train all of its employees on process and security when they hired? What ongoing training and development do they provide to ensure employees are up to speed on the latest standards and technology?

●     Supervised teams - How is your project team supervised? Who is the supervisor and how often can you expect that person to report to the project manager on your team?

●     Guaranteed accuracy - What guarantees is the company willing to make about data accuracy? What is their process for reducing entry errors?

●     Flexible solutions - Will the company be able to handle larger projects should your needs grow? What types of turnaround times can you expect if the project expands? How does the pricing structure operate and is there flexibility in pricing models?

●     Stringent security - What security standards does the company adhere to? How do they guard against security breaches and what is the process in the case of a mishap or malicious attack?

●     Commitment to process - Are the company’s operations guided by a clear process? Is this process transparent to you, and are you informed of how the project will progress?

●     Acceptable location - Where is the company headquartered? When are they available to communicate with you?

Top Qualities of the Best Data Entry Companies

Experience

Outsourcing data entry can be an effective way to reduce costs and free up internal employee time for more rigorous jobs, but it means relinquishing some control over your company’s data to a third party. If you want to feel confident that your company’s data is in capable hands, then you need to select a vendor with solid experience executing similar projects. Top data entry companies are efficient operations that have years of experience helping companies complete data entry projects quickly and to specification. Some people may think anyone can do data entry, but the truth is only a company with real experience and expertise can be relied upon to do the job right. 

Speed and Accuracy

Because you’ll be paying a third party to manage your data entry, it’s important to make sure they’ll be able to handle the project quickly. Make sure pricing is transparent and that it incentivizes the data entry company to complete the work in the shortest possible timeframe. Beyond speed, though, top data entry companies will also emphasize the accuracy of data input. There’s no sense paying for speed if the information entered is riddled with errors in the end. Always look for a company that can guarantee both a quick turnaround and an accurate outcome. 

Security

Turning over data to a third party naturally raises concerns about data security. Top data entry companies value the security and privacy of their customers’ data and have policies in place to minimize risk and to ensure that clients are protected. Be sure to ask any potential data entry partner to detail their security policies. Ask pointed questions about what happens in the case of a breach, and what penalty the company will face if such a breach were to occur. The answers to these questions will help you gauge how serious the company is about data security. If and when it comes time to sign a contract, make sure security policies are documented in writing. 

References

Checking references is a great way to gain further details about the experience of working with the data entry partners you’re interviewing. Top data entry companies make references available to prospective clients because they’re eager to demonstrate the satisfaction of their customers they serve. When you get in contact with references ask detailed questions about the process of working with the vendor and about the outcome of their project. Were they satisfied with the results? Would they work with the vendor again on a future data entry project?

Communication

In order to get the most out of your data entry provider, you have to be able to communicate clearly with them. On the client side, there’s much you can do upfront to outline your goals and document your needs, but the vendor must also have strong communication skills if the partnership is going to be fruitful. Top data entry companies are able to listen to the needs of their clients and translate what they hear into a strategy for success. They’re transparent about the progress of the project and are proactive about keeping clients in the loop.

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