Data entry

What is data entry?

Data entry is the process of inputting information into a computer system or database, often from paper documents, forms, or other sources. It can involve typing, scanning, or selecting data to ensure it’s recorded accurately and consistently. Data entry can be manual, automated, or a combination of both.

How does data entry work?

Data entry tasks can take multiple forms, including:

• Typing numerical, alphabetical, or alphanumeric characters into a database.
• Transcribing documents and entering them into a database.
• Updating existing databases with current information.
• Importing data from one database to another.
• Scanning documents and converting them into a digital format.

Why is data entry important?

Some of the core benefits of data entry include:

• Data preservation: Moving data from physical formats (such as paper) into digital records can help preserve the data for longer into the future.
• Data management: Storing information in an organized digital format makes it easier to search, retrieve, and access.
• Managing storage costs: Data entry can help reduce data storage costs, especially as cloud storage doesn’t generally cost as much as physical storage facilities.
• Improved analysis: Digitized data can be analyzed faster, using AI tools to extract insights for quick decision-making.
• Flexible data usage: Physical files can only be used once at a time (unless physical copies are made), but digital data can be simultaneously accessed by multiple users.
• Data encryption: It’s easier to encrypt and protect data once it’s been converted into a digital format.

Where is data entry used?

Data entry is used in many industries, including:

• Healthcare: The digitization of patient records allows multiple medical personnel to collaborate or work on patient files from anywhere.
• Retail and e-commerce: Physical product data (including pricing, inventory levels, discount offers, etc.) is entered into online shopping databases.
• Accounting: Physical invoices, receipts, bill orders, and other essential documents are digitized for preservation and easy reference.
• Human resources: Data entry helps with management of employee data, resumes, and payroll processes.
• Government agencies: Helps to maintain digital records of documents, including tax forms, court rulings, and patents.
• Marketing: Used to collate and centralize customer and prospective lead data from online surveys, physical datapoints (such as in-store surveys), and other sources.

Further reading

• How ExpressVPN Identity Defender protects your data
• What is data privacy