August 22, 2023

A Guide to Outsourcing Data Entry Successfully in 2023

Author: Sainna Christian

For many organizations today, managing data entry in-house can become resource-intensive and costly at scale. Outsourcing this function to a specialized provider delivers immense time and cost savings through improved efficiency, technology access, and dedicated expertise.

This comprehensive guide deeply explores everything you need to know about outsourcing data entry effectively, including:

  • The multifaceted benefits of outsourcing data entry
  • How to select the ideal data entry outsourcing partner
  • Steps for managing distributed data entry teams
  • Leveraging data entry specialists like Hugo

Let’s get started.

What is Data Entry Outsourcing?

Data entry outsourcing refers to partnering with an external provider to handle crucial data entry tasks needed to digitize information, including:

  • Document digitization: Converting paper files, PDFs, and scans into digital formats
  • Data capture: Transferring hand-written notes and forms into spreadsheets
  • Claims processing: Entering information from medical/insurance claims
  • Invoice entry: Inputting billing details into accounting systems
  • Receipt processing: Logging purchase data into expense tracking systems
  • Survey entry: Capturing survey responses into analysis software
  • Image annotation: Labeling objects in images to train machine learning models
  • Data enrichment: Appending additional dataset attributes
  • ID card digitization: Capturing voter ID, driver’s license, passport data

Outsourcing combines trained data entry operators, robust infrastructure, and optimized processes to deliver speed, accuracy, and significant cost reduction.

The Multifaceted Benefits of Outsourcing Data Entry

Outsourcing data entry provides a multitude of tangible benefits:

  • Cost Savings
    Avoid overhead costs of in-house employees, infrastructure, and software needed for managing data entry internally. Outsourced teams achieve economies of scale. Do you want to see the potential savings for your business? Check out our ROI calculator now!
  • Time Savings
    Specialized data entry teams complete work faster and more accurately than generalist in-house resources, juggling multiple responsibilities.
  • Focus on Core Initiatives
    Internal resources concentrate on core functions rather than getting bogged down in intensive, repetitive data entry tasks.
  • On-Demand Scalability
    Providers offer flexible capacity to instantly scale data entry volume up or down based on changing business needs.
  • 24/7 Productivity
    Global outsourced teams with coverage across time zones allow round-the-clock data processing without delays.
  • Enhanced Data Security
    Reputable providers have stringent cybersecurity protocols, controls, and redundancy to protect sensitive data.
  • Higher Accuracy
    Purpose-built outsourcing processes minimize errors in data through specialization and rigorous quality checks.
  • Analytics Insights
    Outsourcers provide dashboards into work volume, productivity, accuracy, and other metrics to refine processes.
  • Reduced Workplace Infrastructure
    Avoid expenses related to workstation setup, office space, and HR needs when leveraging remote outsourced teams.

5 Key Factors to Consider When Selecting a Data Entry Partner

While outsourcing data entry has clear advantages, picking the ideal partner depends on several critical aspects:

  • Data Security and Compliance Track Record
    Verify rigorous controls exist around data access permissions, infrastructure security, and compliance certifications like SOC 2 and ISO 27001 based on regulatory needs.
  • Quality Assurance and Accuracy Processes
    Evaluate robust QA processes, accuracy metrics, SLAs, error checking, and correction measures that ensure consistently high-quality deliverables.
  • Tools, Technology, and Platforms
    Assess key capabilities like data extraction tools, OCR, and data scraping that enable smooth workflows and platform integration.
  • Communication Protocols and Collaboration
    Clear protocols and adequate client access prevent errors and enable seamless collaboration with distributed data teams.
  • Scalability and Global Presence
    Look for sizeable global in-house staffing across time zones that provides flexibility to scale entry volumes instantly.

3 Steps to Manage Outsourced Data Entry Teams Effectively

While outsourcing provides immense advantages, managing distributed data teams does require focus:

  • Set Clear Requirements and Guidelines
    Creating documentation on expected formats, specifications, tools, quality standards, and delivery timelines sets clear expectations.
  • Closely Monitor Progress
    Leverage project management platforms like Jira or Asana to set milestones, assign tasks, and track work completion 24/7.
  • Provide Timely Constructive Feedback
    Give regular constructive feedback focused on process improvements and recognize excellent work. But also realign on changing priorities.

5 Key Questions to Ask Prospective Data Entry Partners

When evaluating providers, key questions to ask include:

  • What security certifications and protocols are in place to protect our data?
  • How do you ensure accuracy and quality across ongoing data entry tasks?
  • What teams, tools, and technologies will be leveraged for our needs?
  • How can we best collaborate and communicate with your data entry team?
  • How quickly can you scale entry volumes up or down as our needs change?

The data entry experts at Hugo help leading companies accurately digitize information at scale with rigorous quality protocols tailored to your needs. Contact us today to learn more!