Outsourcing explains: what does a data processor do?

What does a data processor do?“- We often hear this question if someone wants to know more about the possibilities of business process outsourcing (BPO). That’s why we’d like to give you a short overview of what one does.

As the name suggests, a data processors optimises the collection and storage of data. Data here refers to any kind of information which can be categorised and stored as records according to certain criteria. This can be names, addresses, categories or numerical values which need to be put in a specific order and are saved in databases or tables.

Automated or manual: data entry comes in many forms

Manual data entry and automated data entry differ mainly on the basis of the documentation to be evaluated. Manual data entry is generally used for all types of paper based documents which can not be read or evaluated by a machine. This can also include online sources which can not be easily queried or read with software.

On the other hand, automated data entry is used for photographed or scanned originals. Printed or handwritten information is automatically read and sorted, then stored using OCR software. These types of systems are often used in logistics companies. Depending on the document type, language and the data destination, automated data entry needs customised systems. Paper documents will require a manual reworking of any document that the software cannot read.

Automatic data entry can also refer to online data source or data streams which are evaluated with the help of special software. And then, the data is saved in the desired format.

What does a data processor do as an outsourcing provider?

In the field of BPO there are many professional providers specialising in data collection in all its forms. Large-scale data collection with special hardware and software and workflows which have been optimised accordingly can be done quickly by outsourcing professionals, much faster than if a company were to do it itself. The larger and more extensive the contract, the greater the productivity benefits for the company. But providers specialised on certain complex types of data are also used for smaller projects.

If you would like to use data entry for your company and are looking for a suitable provider, then it is recommended to use a company with a wide range of services.

But don’t spend time puzzling over what type of provider best suits your needs. outsourcing4work is happy to help in the selection of an excellent provider from India who is not only professional, but also affordable.

Central data entry through outsourcing: efficient and affordable

Central data entry plays a huge role in many companies to be able to quickly introduce large amounts of information into its systems which lets the information then be processed as efficiently as possible.

Depending on the type of data, the underlying databases are maintained either by qualified personnel or employees who enter the information as it comes.

It makes sense for external providers to assist with the internal central data entry if large volumes of data suddenly need to be processed quickly. Business process outsourcing (BPO) makes it easy to find a suitable specialised provider for this type of work.

BPO: central data entry by professionals

Even central data entry specialists use specially trained staff and an optimised approach for each type of data during data entry. After all, data entry is not simply data entry.

Manual data collection is necessary for all paper-based types of documents and follows the four-eye principle in order to avoid any errors. Documents are often hard-to-read receipts, forms filled out by hand or any other form of documents that are not able to be automatically processed.

Automated data entry has documents digitized with professional scanners or photo technology and read in a second step with OCR software. Such systems are often used for postal services. Software solutions that have been somewhat heavily customised are then necessary depending on the document type, language and data destination. In addition, automated data collection requires a manual post-processing of all those cases in which the software failed.

However, fully automated data entry will always produce a certain amount of documents that are not able to be recognised which then need to be processed manually. A manual control is then done for the other automatically read originals to ensure that there are no errors.

BPO data entry providers also offer digital data entry from online sources. Special software tools are used in order to read the data as fast as possible and to put it into the desired format. Sources generally include websites, online image archives, catalogues or also specific online queries.

Central data entry in India: very affordable

outsourcing4work can provide you with professional providers from India for all types of data entry; professionals who will complete your data entry project affordably and error-free. We have a high standard of quality and take many security measures to ensure that your sensitive data does not end up in the wrong hands.

Don’t waste time wondering if it’s better to process your documents manually, automatically or partially-automated. Our Indian partners offer all variants and will automatically select the most appropriate course of action.

The contracts are concluded directly with us for your security. We then ensure with our own project managers that you receive your data on time and in the right format.

Computer data entry: use Indian help!

Data entry into a computer is a daily task in modern office life. Nearly every office worker has to do it in one or more capacity. In small amounts you can obviously complete it yourself, but for larger volumes it is better to use a specialised outsourcing provider.

Data entry into a computer belongs to the field of data collection. Manual entry is necessary if the data cannot be automatically read, which applies to nearly all handwritten materials like surveys or order cards, or else information that does not exist in text or numbers.

Data entry into computers by specialists

Agencies specialising in data entry into computers usually use a combination of hardware, software and manual entry which can perform the task much faster than any non-specialised worker.

First comes digitisation, meaning to scan or photograph the document, after which the documents are processed. The workers then do not need to handle any paper material and can fully concentrate on their work. Large monitors or a multi-monitor setup help display the document as well as the entry fields without needing to click in multiple different areas. The four-eyes principle is used to prevent any errors.

Four-eyes-principle: error-free computer data entry

Ideally, the fully digital information is presented to two different workers to check and review it. They will have an overview of the document as well as the data entered and will need to confirm the imported data is correct or fix any mistakes.

The data stored on the optimised databases is then put in the format specified by the client and stored. In addition, clients often receive an overview of the fundamental data and general statistics.

This approach allows companies specialised in data entry to enter thousands of items quickly, affordably and without errors thanks to their perfected working methods.

Affordable computer data entry: India!

outsourcing4work can provide you with a specialised provider for your data entry project. Indian data entry agencies can offer significantly lower rates than their competitors in Europe thanks to the lower cost of wages and due to the fact that employees do not need to be highly qualified for data entry.

If you use our services, we will also help you with the implementation with our own project managers and will ensure that your data records are delivered on time in the right format. You will also conclude the contract directly with us as a European company.

Excel Data Entry – BPO outsourcing helps save money

Most companies use Excel for data entry – Microsoft’s office application has long been the standard for data processing. Entering data from any kind of document is very simple, but also boring and monotonous at the same time.

Once the structure of the Excel sheet has been set, you have the opportunity to hand over the Excel data entry to a specialised provider.

Excel data entry – more than just typing

If you use a specialised business process outsourcing (BPO) provider for Excel data entry, this has many advantages in addition to just saving costs and resources. Unlike Word, you can’t just enter the data into Excel as text – the individual cells will need to be selected. Professionals who specialise in Excel data entry are generally faster and more accurate than normal office workers.

Thanks to many years of experience in Excel data entry, and hundreds or thousands of Excel data sheets they have created, these professionals are especially quick when using the mouse, keyboard and shortcuts. In addition, they use special import filters and formatting macros for data which already exists digitally to reduce manual typing to a minimum.

A further important point is the high number of errors in monotonous work such as Excel data entry for large amounts of data. BPO data entry specialists use the four-eye principle if needed, which means the data results will be exactly as you want later.

Data entry excel – Indian BPO outsourcing is especially affordable

Indian BPO agencies can offer significantly lower rates than their competitors in Europe entry thanks to the lower cost of wages and the fact you do not need highly qualified employees for Excel data entry.

outsourcing4work can provide you with a specialised provider for your Excel data entry project. We will also ensure that you will receive your data on time in the required format through our project managers. You will not need to worry about any legal uncertainty or inaccuracies, as you conclude the contract directly with us as a European company.

SPSS data entry: faster and cheaper with outsourcing

SPSS data entry is tedious work when data sources cannot be automatically imported, and there’s no way around it when you have surveys and polls with questionnaires. The same applies for old data which not possible to export and convert to an SPSS compatible format.

A problem with manual SPSS data entry is that the monotonous work and the high level of concentration required can lead to errors, which then create false or distorted results later in the statistical analysis.

SPSS data entry by a professional provider

In the area of business process outsourcing (BPO) you can hand over SPSS data entry to a provider who specialises in it. This expertly trained data entry clerk is usually much faster and more accurate than your normal employees or interns.

These providers are often specialised in data entry with various programs and are especially fast with the combined use of the mouse, keyboard and keyboard shortcuts. They also make sure that your SPSS data is exactly as you want later by using the four-eyes principle.

Choosing among the value labels, variable labels and measurement levels in SPSS is usually done by the clients, but this task can also be given over to the trained SPSS professionals.

Affordable SPSS data entry in India

Thanks to the low salary level in India and the large amount of time needed for SPSS data entry, this work was made to be handed over to an Indian BPO agency. These providers do not only significantly undercut their competitors in Europe when it comes to rates – often, more than one data entry clerk will work on one contract, which makes them much faster.

outsourcing4work can provide you with a specialised provider for your SPSS data entry project. Contracts are concluded with us directly as a European company, which ensures easier handling and legal clarity. In addition, we take over the coordination with our own project managers and ensure that your data records are delivered on time and in the right format.

Outsourcing employees: data entry is perfect for outsourcing

Don’t misuse your employees! Data collection is an area that is most likely not suited to the ability or salary costs of your expertise.

Many companies therefore prefer to employ business process outsourcing (BPO) external employees as an alternative. Data collection is a traditional field of work in which many specialised providers offer their services.

Specialised external employees: data entry by professionals

BPO specialised providers employ specially trained data entry clerks to professionally handle data. Data collection is often more than just entering a simple series of numbers in Excel spreadsheets.

Paper-based documents that are filled in by hand will require much more manual effort from a data entry clerk. Data collection often requires that this type of material is entered by hand. The documents are first usually scanned or photographed, and then evaluated on the computer. The text is then recognised with OCR software and later corrected following the four-eyes principle: text that is not recognised must be typed in by hand.

Handling digital material which can be read with software tools is a bit easier for a data entry clerk. The data is then usually presented as raw data in a table, and then needs to be put into the correct format.

This type of data extraction will require a data entry clerk who is somewhat better trained. Data entry will require manual processing of the data material, conversion of the data into specific formats and cleansing the database through an automatic filter, which will need to be set up or programmed.

Indian outsourcing employees – affordable data entry

outsourcing4work can provide you with professional providers from India for every type of professional data collection. We guarantee a high standard of quality and take many security measures to ensure that your sensitive data does not end up in the wrong hands.

The contracts are concluded directly with us for your security. Our own project managers will ensure that your data is ready on time and in the correct format.

Manual data entry in India – cost savings through outsourcing

Manual data entry or data collection is a classic area in business process outsourcing (BPO). It is necessary for documents that can’t be read automatically. These can be business directories, address lists, business cards, delivery notes, customer cards, questionnaires, lottery tickets, text files or information from websites.

Because manual data entry is usually only a temporary activity, yet is also very extensive and time-consuming, it can be hard for the existing staff to complete it within the given time frame. If this is done within the company, overtime hours for the employees involved or a change in duty priorities is often unavoidable.

Manual data entry can often lead to misallocation

Because the employee is usually trained and specialised in a different field, the process is usually unnecessarily long. If you keep highly qualified employees occupied with monotonous work it will lead to employee dissatisfaction and a high number of errors.

Professionals who specialise in manual data entry complete this work much faster and much more reliably. Depending on the type of document, they use an optimised approach.

Manual data entry by a professional provider

The labour-intense method is to type in the data from the paper originals such as receipts, handwritten notes, customer card requests, delivery notes or invoices, which is then made into digital images which are easier to handle. Employees specialised in manual data entry will receive digital photos of the originals, and enter the information manually into the computer.

To ensure that no mistakes are made, all data is controlled by a further employee in accordance with the four-eyes principle. Employees which are trained in manual data entry set a pace that your own employees could never match. With up to 14,000 strokes per hour, even the largest data sets are quickly completed.

Indian providers are cheaper

outsourcing4work can provide you with professional providers from India for manual data entry, providers who will quickly and accurately put your data into the format you want.

We take many security measures to ensure that your sensitive data does not end up in the wrong hands. You can conclude the contract directly with us, which gives you legal certainty. With our project managers we ensure that you receive your data on time and in the right format.

Converting documents: use outsourcing to your advantage

The spread of digital value activities, and especially the use of modern information and communication technologies, has gained enormous momentum over the last few years. This trend not only applies to large companies, but also to small and medium sized enterprises. Companies need not only expertise and experience to be able to implement the strategic requirements for digitalization, as well as to actively use the opportunities, but they will also need staff who are trained in digitalization. It is also essential to be able to tell the difference between trends to follow and trends that are merely passing fads. A very important trend in this regard is almost certainly the outsourcing of back office work such as converting documents.

Converting documents is a necessity

The reality is that more and more information will need to be digitally handled in the form of files and documents, and it poses specific challenges to companies: companies receive hundreds of invoices, deposit slips and faxes each day. All of these documents are only a small number of what the company will be delivered each day in the form of printed correspondence: letters, notices and much more. Many different employees will need access to these documents – all in different locations at different times. To be able to allow this, and to ensure all employees have secure access, the company will need to convert these documents and put them into a digital form. This is the only way to guarantee they are available to the appropriate staff at the right time.

Advantage of outsourcing: professionals take care of converting documents

When companies outsource document conversion, they save both time and labour. Activities such as converting documents are typical back office activities that outsourcing companies in India can do efficiently and affordably. If there are many documents that need to be converted, it is especially recommended to head down this path.

The following services are possible in the field of document conversion:

  • Converting documents from DWG to JPG
  • Converting documents from PDF to DOC
  • Converting documents from EXCEL to HTML
  • Converting documents from TIFF to PDF
  • Converting documents from GIF to TGA
  • Converting documents from PSP to PDF
  • Converting other documents (books, paper documents, image files, etc.)

And this is where outsourcing4work comes into play: we are in close contact with high-quality service providers in the document conversion sector. You can convert mountains of documents and save costs with our partners from India.

Why you should outsource activities such as converting documents:

  • You will have more free capacity to focus on your core business – what generates the most value.
  • You will have a clear overview of the costs resulting from this service.
  • You save costs – significant costs – by reducing investment resources and due to the fact that employees will not need to take part in any training. In addition, tax advantages will also arise from external procurement, as you can claim expenses.
  • You will also save on costs due to the cost difference between Europe and India: you can buy services in India for much less than in Europe.
  • There are also qualitative advantages when outsourcing. If you decide on a specialist, then you choose someone who is professional and up to date, someone who uses the most modern technologies. The tasks will be carried out much more efficiently and with a higher quality.
  • Qualifications are also a definite advantage for Indian service providers – many highly experiences IT professionals and back office workers live in India. In addition, there are millions of Indian workers. It is common to work in shifts, both during the week and in weekends – even in office jobs.

European companies won’t need to fear any difficulties due to the different cultures: we at outsourcing4work will take care of the contact to outsourcing service providers in India. Our European project managers will handle the complete project throughout your contract with the Indian partner company.

Data entry: English, error-free, affordable – India makes it possible

Data entry is a popular outsourcing activity. English plays a special role here as the worldwide business language, even among in European companies. In the context of business process outsourcing (BPO), you can easily outsource your English data entry to India. Ultimately, English is spoken as the national language by many Indians.

Indian professionals for data entry: English and affordable

In India, the middle class speaks English very well, due to an excellent education in private schools and universities. Many of these highly educated Indians now work in the global outsourcing business, and offer international clients an excellent opportunity to reduce costs for this time-consuming work. Data entry is one such area.

Data entry is a part of data collection, and requires the use of specially trained employees. Data entry can include any kind of handwritten materials such as surveys or order cards – anything that cannot automatically analyse itself.

The work process is typically divided into four work stages:

  • The paper originals are usually in an identical format and are large number of them are digitised in a special scanner or by photographing them.
  • Information is automatically read and saved as text or characters through optical character recognition (OCR).
  • The fully digital information is then presented to two different workers to check and review it. They will have an overview of the template, the digital image as well as the recognised text and will need to confirm the imported data is correct or fix any mistakes. Any documents not recognised by the software will need to be entered manually via a keyboard.
  • The data stored on the optimised databases is then put in the format specified by the client and secured.

Cost savings by using outsourcing

If you are looking for affordable English data entry professionals from India, we at outsourcing4work can provide you with a specialised provider. The contract is concluded with us for your legal certainty, and we ensure proper implementation. We also ensure that you will receive your data on time in the required format thanks to our project managers.

Manual data entry vs. automated data entry

Manual data entry and automated data entry play an important role in business process outsourcing (BPO). Service providers who specialise in data entry are often much faster than the company itself would be.

Data refers to any kind of information which can be categorised and stored according to certain criteria in sorted forms as records. This can be names, addresses, categories or numerical values which need to be put in a specific order and saved in databases or tables.

Manual data entry vs. automated data entry: the differences

Manual data entry and automated data entry differ mainly on the basis of the documented to be evaluated. Manual data entry is generally used for all types of paper based documents, which cannot be read or evaluated by a machine. This can also include online sources which cannot be easily queried or read with software.

Using the four-eyes-principle errors can be corrected during manual data entry, since mistakes will inevitably be made due to the monotonous, yet demanding work.

Automated data entry is used for photographed or scanned originals. Printed or handwritten information is automatically read and sorted, then stored using OCR software. Such systems are often used for postal services. Depending on the document type, the language and the data destination, automated data entry will need customised systems. In addition, automated data collection requires a manual post-processing of all those cases in which the software failed.

Manual data entry vs. automated data entry: differences in providers

If you would like to collect data material and are looking for a business process outsourcing provider, then it is recommended to use a company that provides both. This is generally the case, but there are also smaller companies that only deal with manual data entry. Because automated data entry requires higher expertise, all-rounder providers are often more professional.

But do not worry if your documents need to be recorded manually, automatically or only partially automatically. outsourcing4work is happy to help you when selecting a provider from India who is not only professional, but affordable.