How to become A Data Entry Operator

• Data Entry Clerk
• Data Input Clerk
• Data Entry Keyer
• Data Capture Specialist 
• Data Entry Machine Operator
• Data Preparation and Control Operator
• Data Preparation and Registration Operator
• Data Registration and Control Operator
• Data Entry Specialist
• Data Transcriber
• Data Transcriptionist
• Electronic Data Processor
• Key-Punch Technician

What do Data Entry Operators do?

A Data Entry Operator would typically need to:

• Collate, organise, and capture data into digital databases, using a wide range of computer software programmes
• Gather and prepare documents and information for data entry; conduct research to obtain information for incomplete documents and material
• Read source documents such as cancelled checks, sales reports, or bills to enter data in specific data fields or on tapes/disks for subsequent entry
• Resolve confusing and hard-to-read messages, using cryptographic procedures and equipment; keep sensitive information confidential
• Load machines with required input or output media, such as paper, cards, disks, tape, or Braille
• Create digital documents from paper or dictation; review all documents and information for accuracy
• Compare data with source documents or re-enter data in verification format to locate errors; inform the supervisor of any errors or inconsistencies
• Capture data into digital databases; perform regular backups; update and maintain databases, archives, and filing systems
• Monitor and review databases, correcting errors and inconsistencies, as required; generate and export data reports, spreadsheets, and documents, as needed
• Store completed documents in appropriate locations; maintain logs of activities and completed work
• Respond to queries for information; access relevant files needed to complete work assignments
• Perform administrative duties, such as filing, monitoring office supplies, scanning, and printing, when necessary
• Ensure proper use of office equipment; address any malfunctions that fall within one’s sphere of expertise

Data Entry Operators work at computer workstations in busy, open-plan offices or call centres that are typically well-lit and climate controlled. They work alongside a team of fellow operators and administrative personnel. 

Remote work is possible if one can access necessary files, databases, and systems and is not bound by company policies regarding sensitive data.

Full-time Data Entry Operators work 35 to 40 hours a week, although schedules may vary depending on the employer's needs. Employees of fulfilment houses may need to work evening, late night, or weekend shifts. 

Research suggests that flexible hours and generous telework policies appeal more than salary to the younger generation. There has been an incremental increase in employers willing to give promising employees a chance to adjust their schedules per work demands.

Finding a new job might seem challenging. Data Entry Operators can boost their job search by asking their network for referrals, contacting companies directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies. Part-time and temporary contracts are often available.

Data Entry Operators are generally employed by:

• Data Processing Companies
• Universities
• Charities
• Local Authorities
• Employment Services
• Support Services
• Corporate Bodies
• Magazine Publishers
• Mail-Order Retailers
• Membership Organisations
• Web-Based Companies
• Small Businesses

Professional associations and organisations, such as the Association for Computing Machinery (ACM), are crucial for Data Entry Operators interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation. 

Professional associations provide members with continuing education, networking opportunities, and mentorship services. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Excruciating and debilitating musculoskeletal disorders such as carpal tunnel syndrome, tendonitis, and back pain resulting from repetitive motions involved in typing
• Headaches and vision-related issues, such as eye strain, dry eyes, and blurred vision from staring at a computer screen all day long
• Stress and tension due to the frequent occurrence of tight deadlines and increasing volume of data entry work
• High probability of developing diseases and conditions such as cancer, heart disease, and obesity due to the sedentary nature of the job and attendant emotional stress
• Filling out same forms and entering incomprehensible combinations of letters and numbers may be dull and repetitive
• Lack of adequate managerial attention to regular sorting out of practical information leading to vast volumes of data and frequent mistakes

Although one does not need prior data experience in general, most employers seek to hire Data Entry Operators with adequate word processing and typing skills.  

Acquire essential information about office programmes such as MS Word, Excel, or Access which will simplify and speed up your work, especially when you learn tricks such as keyboard shortcuts.

Master grammar and punctuation and gain familiarity with operating basic office equipment, such as computers, scanners, copiers, printers, and calculators, while learning how to input and programme data.

Summer internships, part-time work at an entry-level position, or short-term paid/voluntary work offer a taste of the work and give valuable insight into how a company or institution operates. They also help build useful contacts and improve one’s prospects of getting a permanent job. 

The experience may also help you determine whether the public, private, or voluntary sector is best suited to realise one’s ambitions. Your educational provider’s career service department can provide information about viable opportunities for work placements, internships and voluntary work in diverse sectors.

Aspiring Data Entry Operators may also enter the profession via an apprenticeship or Entry to Employment (e2e) scheme that makes them knowledgeable about computerised information storage and retrieval systems essential in various industries.

Read about the profession and interview or job shadow experts working in data entry to prove your commitment to course providers and prospective employers.

A high school diploma or equivalent with good grades in English and maths may be the essential academic qualification required for most Data Entry Operator positions. 

Some vocational schools and community colleges offer diploma and certificate programmes in data entry and information technology that ensure success in pre-hire skill assessment tests. 

Variations in curriculum and completion time notwithstanding, most education providers offer courses in touch typing (keyboarding), Microsoft Office, basic computer skills and office procedures. Also included are business math, records management, accounting (bookkeeping), and business communications.

Accredited diplomas and certificates aimed at IT users are worth pursuing to master technical aspects such as inputting data at an optimal speed, annotation, indexing, database software, word processing, and spreadsheet software.

Financial institutions and the like may prefer to employ candidates with an associate or bachelor’s degree.

Remember that completing a particular academic course does not guarantee entry into the profession. Be that as it may, professional qualifications and transferable skills may open up more than one door.

Do your homework and look into all available options for education and employment before enrolling in a specific programme. Reliable sources that help you make an educated decision include associations and employers in your field.

Certification in digital literacy, Microsoft Office Suite, coding, business accountancy, and data management from an objective and reputed organisation can help you stand out in a competitive job market, increase your chances of advancement, and allow you to become an independent consultant.

In addition to the topics covered in certificate and diploma programmes aimed at IT users, an ideal certification programme would include presentation software, online collaboration, improving productivity, project planning, and IT security for users.

A combination of education, experience, and testing is generally required to gain certification, though requirements differ from region to region. Successful certification programs protect public welfare by incorporating a Code of Ethics.

Data Entry Operators may also need to undergo an employment background check, including but not limited to a person’s work history, education, credit history, motor vehicle reports (MVRs), criminal record, medical history, use of social media, and drug screening.

Performance, experience, and the acquisition of professional qualifications drive the career progression of Data Entry Operators who typically progress to Supervisor or Team Leader positions.

Opportunities to become Executive Assistants or train and mentor recruits also abound. Data Entry Operators with experience in a specific industry or data type may be promoted as Database Administrators or Computer Programmers.

Strong keyboarding skills may allow you to find work as Court Reporters or Medical Transcriptionists. Data entry may also serve as a gateway into research and analytics careers.

The desire to accelerate career growth and personal development has an increasing number of millennials choosing to job hop and build a scattershot resume that showcases ambition, motivation, and the desire to learn a broad range of skills.

Studies prove that job hopping, earlier dismissed as “flaky” behaviour, can lead to greater job fulfilment. Employees searching for a positive culture and exciting work try out various roles and workplaces and learn valuable, transferable skills.

Candidates with good typing, reading comprehension, and proofreading skills have the best job prospects when they can pay close attention to detail, even when the work is monotonous.

Continuing professional development (CPD) will help an active Data Entry Operator build personal skills and proficiency through work-based learning, a professional activity, 

formal education, or self-directed learning.

Most employers offer induction training in the first few weeks to familiarise the recruits with office procedures, data entry systems, and confidentiality rules. 

Some courses and educational programmes that may prove an asset in career advancement include associate or bachelor’s degrees in business, business analytics, data analytics, and data entry. 

There are quite a few free data entry and artificial intelligence tutorials and courses from leading online education providers that can help you keep up with trending technologies and aid your professional growth in the long run. Pay attention to industry-specific trends to remain aware of essential updates.

Sharpen your organisational and critical thinking abilities. Use online tools to test your current typing skills, identify areas for improvement, practice, and enhance your typing speed and efficiency. 

Master data entry hacks that save a significant amount of time. Most spreadsheet and keyboard hacks can be found online, or you may ask your supervisor for alternate recommendations.

Tools of the Trade

Besides a reliable computer and high-speed internet connection, Data Entry Operators may find dual monitors and ergonomic furniture worth investing in, especially if they are working for long periods.

Consider the feasibility of using popular technologies such as optical character recognition, electronic character recognition, optical mark reading, barcodes, QR codes, and smart cards to capture data.

Other preferred tools include Zoho Forms, EmailMeForms, Abbyy FlexiCapture kits, Kaptiche, PieSync platforms, Data2CRM Migration, B2W Inform, iCapture, and Entry Point.

Current Scenario

Automation and transfer of data entry tasks to information clerks and customer service representatives are signalling a decline in the employment of Data Entry Operators. However, countries where people from less than privileged backgrounds find data entry jobs help them become financially independent while working from home see an increase in data entry businesses.

Similar yet Worlds Apart

Although Data Entry Operators may have overlapping roles, most employers prefer to have qualified experts with diverse skills that are relevant to the specific industry. Data entry jobs currently have five broad categories.

Data collection, done online, in person, or by phone, includes collecting, verifying, and evaluating information related to specific variables. Surveys, interviews and observation help collect data which usually help validate the possible outcomes of a research project.

Data annotation focuses on labelling data in video, audio, speech, text, or image forms for easy interpretation by the machine. 

Also known as cleansing, data cleaning involves detecting and removing errors from databases and tables to improve the accuracy and validity of the information, data completeness, and uniformity. It may also entail modifying or deleting specific information to make the content more relevant in real-world contexts.

Automated data capture or electronic data capture refers to inputting information into a computer database without human aid. A magnetic stripe, barcode, optical recognition (OMR and OCR), and radio frequency identification tools are widely used.

Manual data input allows the operator to enter data into a software or database system manually. It may be audio input, text input, image input or video input. Typists, transcriptionists and captioners fall into this category.

Potential Pros & Cons of Freelancing vs Full-Time Employment

Freelancing Data Entry Operators have more flexible work schedules and locations. They own the business and can select their projects and clients. However, they may experience inconsistent work and cash flow, which means more responsibility, effort and risk. When paid by the hour or by the completion of a project, they earn higher pay rates for completing work quickly and efficiently.

On the other hand, a full-time Data Entry Operator has company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they may experience boredom due to a lack of flexibility, ownership, and variety.

When deciding between freelancing or being a full-time employee, consider the pros and cons to see what works best.

A missing hyphen in the code for its trajectory and speed caused the interplanetary probe, Mariner I, to explode minutes after its takeoff. The typographical mistake cost NASA USD 80 million.

The massive digital transformation that is underway worldwide when coupled with easy access to the Internet and smartphones continues to generate data that is running into several trillion gigabytes. Data Entry Operators are critical in ensuring the information remains accurate and secure to facilitate optimisation and streamline processes.

Speed and quality help build a good reputation, while reliability and dedication will help you establish yourself in this highly competitive industry.