Data Entry Quality Control Process

New York Document Scanning is dedicated to maintain the highest quality and standard at every phase of processing. In this purpose we maintain a superior quality control system with our technology and infrastructure to gain the highest degree of accuracy as per specifications and requirements of clients. We maintain the following standard procedures for quality control:-

1. After getting the work assignment from client’s end, we carefully scrutinize the instructions, specifications and the other details submitted by the client. Then we formulate the instructions & guidelines for Data Entry Operators to avoid any misunderstanding. After that each operator has to undergo extensive training with sample to make sure that they have understood the specifications properly.
2. Then the project is divided into batches and each batch is assigned with a Keying Specification Instruction Sheet.
3. Double entry system option maintains highest level of accuracy. After data has been keyed once, it is keyed again by a second independent operator. As each keystroke is performed, the system can easily detect any differences. These are immediately reviewed and amended by column and row by row.
4. All items are carefully cross checked by Quality Analysts and Data Entry Auditors to ensure 99.98% accuracy before making the final delivery to the client as per the suggestions and specifications.
5. While assigning the data entry program for each project, we always apply field edits and validations as well as table lookups, formulas, and data-type restrictions.

We have a team of experienced and talented professionals who have excellent communication skills and highly speed typing skill to ensure quality work in the shortest possible time.

Step 1: QA before Data Collection

Define standards prior to collection of the data.

• Format – Decide the format of how the data will be collected.
• Will the data be collected by hand on paper? Electronically via an instrument? If the data are digital, what format will be used?
• Codes – Define what each code word means.
• Specify units of measurement.
• Metadata – Be sure to create metadata in unison with the data to be collected.

Assign responsibility to a person over quality assurance.

Step 2: QC During Data Entry

Double entry:

• Have two people independently enter the data.
• Use computer to check for agreement.

Record a reading of the data and transcribe from the recording. Use a text-to-speech program to read the data back.

Design an efficient storage system for the data.

• Minimize the number of times the data need to be entered. Instead, use reference mechanisms such as a relational database.
• Use consistent terminology.
• Reduce data to one piece of information per cell.
• Always document any modifications to the dataset. This avoids duplicate error checking.

Step 3: QC After Data Entry

Make sure data columns and rows line up properly.

Look for missing or irregular data entries.

Perform statistical summaries.

Check for outliers. This is important because if outliers are found, their presence may be due to a mistake from some level of “contamination” from the data collection or data entry. The outlier may not be a mistake at all but it is still important to check outliers for quality control and assurance.

Quick and Easy Communication Solutions

We always maintain an easy communication system with our clients through a phone, chatting through any IM, Email communication or through net-meetings.

Final Output in the Format You Choose

We can deliver the final output files in the output formats as preferred by clients. During this whole procedure data will be kept fully confidential and secured in our server.