Data entry: define the assignment and services
Data entry transfers existing information into agreed fields. Maintenance corrects or supplements existing records from permitted sources.
Define the assignment
Scanning initially creates an image; recognised text may need checking before transfer. Buying contact lists and statistical analysis are separate tasks.
Specify the result
Define each field’s format and treatment of missing values. Postal codes, item numbers and leading zeros can change through incorrect formatting. Agree an error list and whether doubtful entries are queried or marked unresolved.
| Service | Agreement to make |
|---|---|
| Transfer | Map sources to destination columns |
| Cleaning | Duplicates and changes under agreed rules |
| Checking | Sampling, error list and corrections |
Prepare the inquiry
Give the known record count and structure, such as orders with items or addresses with several fields. Not every record takes the same effort. Describe legibility, languages and formats. Later use fictional or appropriately anonymised data for a trial.
Describe the scope and available information without copying confidential originals into the first inquiry. Unknown technical details can remain open. Later agree a suitable transfer channel and a person responsible for questions.
Clarify responsibilities and limits
Do not ask for guesses at illegible values. Duplicate rules must not merge distinct people or products. Agree permissions and processing locations before access to original records. Entry does not grant advertising permission or use for the provider’s own purposes.
Compare costs and billing
A record price is comparable only with defined fields. Check setup, manual review, queries and corrections. Changing structure during the assignment may create extra work. Establish the charging scope using a representative sample.
Compare the same service over the same period. Ask for setup, ongoing work, additional effort, expenses and VAT to be shown separately where applicable. Clarify approval of additional work. Without specific information a national price range would be misleading.
How the assignment proceeds
First check a small result in the destination system, including special characters, dates and leading zeros. Then apply the same mapping to the collection. Check the agreed sample and unresolved values before approving import.
First discuss the objective, scope and responsibilities. The quotation then records services, assumptions and exclusions. Check an agreed first stage before substantial further work starts. At completion record the result, unresolved matters and handover; changes need an agreed approval process.
Compare quotations carefully
Check what will actually be delivered and what contribution you must make, as well as price. A low basic fee can be offset by extras or missing services. Give every provider the same requirements.
| Check | What the quotation should explain |
|---|---|
| Scope | Included work and expressly excluded tasks |
| Cooperation | Contact person, questions and approvals |
| Billing | Charging basis, extras and terms for additional work |
| Quality | Explain checks and correction coverage |
Checklist before starting
Clarify these rules before entry.
- Fields. Define format and meaning
- Exceptions. Define missing-value and duplicate handling
- Acceptance. Check the trial in the destination system
Frequently asked questions
Is missing information automatically filled in?
No. Sources and rules must be agreed. Uncertain values remain visibly unresolved.
Is OCR the same as checked data entry?
No. Recognition can contain errors. Mapping and checking required fields is a separate service.
Do I need complete records first?
No. Explain what is available and what remains to be clarified. Records needed for the actual work are agreed later.
Should I include confidential content in the inquiry?
No. A brief description of the need is enough. Credentials, complete customer files and information about third parties belong in a later agreed protected exchange.
Is the commissioned service free?
The free quotation inquiry does not replace a fee proposal. Agree costs and assignment terms with the selected provider.
How is the timetable agreed?
Give any known date and explain its significance. The provider must check capacity, necessary information and dependencies; an inquiry does not yet confirm a delivery date.
