As businesses expand and evolve, the task of managing and processing data can quickly become overwhelming and burdensome. Maintaining the accuracy and integrity of a growing database can pose significant challenges, requiring substantial time and resources. To alleviate this strain, many companies are turning to the solution of outsourcing data entry to a team of experts. By harnessing the expertise of these professionals, businesses can establish an organized and efficient data system that not only streamlines operations but also empowers informed decision-making. 

In this article, we will explore five compelling reasons why outsourcing data entry can be a transformative strategy for your business.

Reason #1. Access to Specialized Tools and Technology

One compelling reason to outsource data entry is the access to specialized tools and technology. Data entry service providers often have advanced software and tools specifically designed for efficient and accurate data processing. These tools can automate repetitive tasks, detect errors, and ensure data integrity, resulting in increased productivity and minimized risks. By outsourcing data entry, businesses can benefit from the cutting-edge technology and expertise that may not be feasible to develop or maintain in-house, gaining a competitive advantage in data management and analysis.

Some of the most used tools in data entry outsourcing include Optical Character Recognition (OCR) software and  Intelligent Character Recognition (ICR). OCR is an advanced technology used to convert scanned documents into editable and searchable text. This technology is widely used across various industries such as banking, financial services and insurance (BFSI), healthcare, retail, tourism, logistics, transportation, government, manufacturing, and more. The global OCR market is expected to reach a valuation of USD 39,655 million by 2030 at a CAGR of 16% during the forecast period 2022–2030.

Another tool that third-party providers often offer for companies looking to outsource data entry is Intelligent Character Recognition (ICR) software. ICR technology goes beyond basic OCR capabilities by not only recognizing printed or typewritten text but also handwritten characters. This advanced tool can accurately interpret and convert handwritten information into digital text, enabling efficient data entry and analysis. ICR software is commonly utilized in industries that involve handwritten forms, such as healthcare, finance, and legal sectors, providing enhanced accuracy and automation in data extraction processes.

Reason #2: Enhanced Data Security and Confidentiality

Outsourcing data entry offers the advantage of enhanced data security and confidentiality. Professional data entry service providers understand the critical importance of data protection and employ robust security measures to safeguard sensitive information. These measures include restricted access to data, encryption protocols, secure file transfer methods, and adherence to industry-specific compliance standards such as GDPR or HIPAA. By entrusting data entry to experienced outsourcing partners, businesses can mitigate the risks associated with data breaches, unauthorized access, and internal data mishandling. This not only ensures the confidentiality and integrity of their valuable data but also provides peace of mind, allowing companies to focus on their core competencies while leaving the data entry tasks in capable hands.

All that said, studies have revealed compelling statistics that reinforce the significance of enhanced data security when outsourcing data entry. According to a recent study conducted by Deloitte, executives have identified cybersecurity as the primary external challenge they encounter when striving to achieve their strategic goals. Currently, 81% of executives rely on third-party vendors to deliver their cybersecurity capabilities, either partially or entirely.

By partnering with trusted data entry service providers, companies can leverage their expertise and stringent security protocols to maintain the highest levels of data security, gaining a competitive edge in safeguarding their valuable assets.

Reason #3: Access to Specialized Data Entry Expertise

Another compelling reason for outsourcing data entry is the access to specialized expertise in handling complex data entry tasks. Data entry service providers have a team of trained professionals who possess in-depth knowledge and experience in managing various types of data entry requirements. They are skilled in accurately and efficiently entering data from different sources such as forms, invoices, surveys, and handwritten documents.

These experts are well-versed in utilizing advanced data entry techniques, including data validation, cleansing, and formatting. Data validation involves verifying the integrity and validity of the entered data by performing checks and validations against predefined rules and criteria. This helps to identify and rectify errors, inconsistencies, or missing information, ensuring that the data is accurate and reliable. By outsourcing data entry to professionals well-versed in data validation techniques, businesses can significantly reduce the chances of data errors and enhance the overall quality of their data.

Data cleansing is another critical technique used in data entry, which involves identifying and correcting or removing any irrelevant, outdated, or duplicate data. This process enhances data accuracy and integrity by eliminating redundancies and ensuring that the database contains only relevant and up-to-date information. Outsourcing data entry to experts proficient in data cleansing techniques allows businesses to maintain a clean and optimized database, facilitating efficient data analysis and decision-making.

Formatting is the process of structuring and organizing the entered data in a consistent and standardized manner. This includes applying appropriate formatting rules, such as date formats, numerical representations, or text styles, to ensure consistency and ease of data interpretation. Outsourcing data entry to professionals skilled in data formatting techniques ensures that the entered data adheres to the desired format, making it easier to process, analyze, and integrate with existing systems or databases.

Reason #4: Enhanced Data Quality Assurance for Accurate Decision-Making

When it comes to outsourcing data entry, one compelling reason is the implementation of robust quality assurance processes by service providers. Quality assurance in data entry involves a systematic approach to ensure the accuracy, consistency, and reliability of the entered data. It encompasses a range of measures and practices aimed at minimizing errors and discrepancies, resulting in high-quality and dependable data for critical business decisions.

Data entry service providers employ various quality control measures throughout the data entry process. This includes conducting thorough checks and verifications at different stages to identify and rectify any inconsistencies, inaccuracies, or missing information. Through the application of comprehensive validation techniques, such as cross-referencing, comparison, and validation against predefined rules, service providers can ensure that the entered data meets the required standards and conforms to the expected format.

Additionally, quality assurance in data entry involves conducting comprehensive audits and reviews of the entered data. Service providers employ meticulous quality control procedures to identify and correct any errors or discrepancies, ensuring data accuracy and integrity. These audits may include sample checks, random checks, or full-scale data audits, depending on the specific requirements and industry standards.

Moreover, service providers may implement quality assurance software or tools to automate certain aspects of the quality control process. These tools can help in detecting anomalies, flagging potential errors, and providing real-time feedback on data accuracy. By leveraging such technology, data entry service providers can enhance the efficiency and effectiveness of their quality assurance processes, resulting in improved data quality and minimizing the risk of inaccuracies.

By outsourcing data entry to service providers with rigorous quality assurance processes, businesses can ensure reliable and accurate data for critical decision-making. The expertise and attention to detail of these providers contribute to the overall enhancement of data quality, reducing the chances of errors and discrepancies. Consequently, organizations can have confidence in the data they rely on, enabling them to make informed decisions, identify patterns, and uncover valuable insights that drive business growth and success.

Reason #5. Outsourcing Data Entry Delivers More for Less

Businesses that outsource data entry experience significant cost savings while maintaining high data quality standards. This is primarily due to the elimination of expenses associated with hiring and training in-house staff, investing in specialized data entry tools and technology, and establishing robust data security measures.

Additionally, outsourcing allows businesses to access a pool of skilled professionals proficient in data entry techniques, resulting in improved efficiency and accuracy. The combination of accessing specialized tools and technology, ensuring enhanced data security and confidentiality, and implementing rigorous data quality assurance measures collectively contributes to an efficient data entry process that would otherwise incur significant costs if handled in-house.  

That said, by harnessing the benefits of outsourcing, businesses can optimize their resources, achieve superior data management, and make informed decisions, all while maximizing efficiency and reducing overall operational expenses.

To learn more about outsourcing, you can read our Top 8 Qualities of an Outsourcing Company in the Philippines article. We invite you to follow us on social media and to visit our website to learn more about our services.

About Us: Sourcefit is a widely recognized US-managed business process outsourcing company based in Manila, Philippines. We proudly serve over 100 clients with a workforce of more than 1,300 employees. Our global centers can serve multiple markets, and our staff is highly proficient in English, Spanish, French, and Portuguese. Whether you need a few or many employees, we can help you achieve your business goals and build high-quality offshore teams.

Latest Awards

Sourcefit’s commitment to excellence has been recognized through numerous industry awards and certifications.

We recently received the Fortress Cyber Security Award from the Business Intelligence Group. Sourcefit was also honored with the prestigious recognition of Best Outsourcing Solutions Provider in the Philippines during the 2023 Business Excellence Awards.

Other awards include: FT ranking of 500 high-growth Asia-Pacific, The Marketing Excellence Awards, Inquirer Growth Champion,  HR Asia Awards, among others.

Related Articles

Outsource Data Entry Specialists from the Philippines 
Smart Outsourcing: 5 Administrative Services You Can Delegate to Professionals
The Ultimate Guide to Administrative Outsourcing
The Future of Global Outsourcing: Trends and Predictions for 2023 and Beyond
What is Data Aggregation Outsourcing and Why Should You Consider It?

Not sure where to start? Connect with us and see how Sourcefit can help you grow your business.