data_entryJust because the use of the internet is widespread doesn’t mean all data processing can be done on line or should be. While the vast majority of companies conduct business online, there are several fields that still utilize a form of information processing that does not need internet connection. Offline data entry is the process of entering information into business data storage without going online to do so. The bulk of offline database entry consists of transferring data not currently online and recording it in a new storehouse, in the shape of a predetermined form, database, or word processing program.

Value of Offline Data Entry to Companies

Handling Sensitive and Classified Data

One primary goal of offline data entry is to handle with utmost security the client’s sensitive and often classified data. There are many situations where processing data may be vulnerable to security breaches, especially when being processed online. Without being connected to the Internet, this type of data entry goes the extra step of ensuring that private information is kept as classified as possible. Applications of this are in law firms, medical institutions, financial companies, and sometimes individual business people.

Turning Raw Data into Executable Information

A common task in offline data entry is the inputting of raw data into forms, lists, and specialized applications, such as entering addresses onto mass mailing labels. Taking the necessary steps to collect and encode what is otherwise dispersed data into one location prepares the data for processing, which will then derive useful information and results. This process is utilized for various purposes including marketing, sales, payroll, accounting, and customer retention purposes.

Cost Savings from Batch Processing

Unlike online data entry systems where data is collected and processed as it happens, offline data entry usually handles large volumes of data by batches over acceptable short processing periods as prescribed by the company. Batch processing creates room for efficiencies in data entry and removes strain on the process.  Since this is done offline, the company is spared the cost of having to use a costly database needed for online processing.

Digital Copies of Important Documents

Offline data entry provides solutions for organizing information that may otherwise be almost manual. This includes generating a digital copy of important documents for proper storage and future access and reference. The digital format requires less storage space and is very easy to manage.

Outsourcing for Cost Efficiencies

Many businesses utilize work from home opportunities as a way to tackle big jobs without spending a lot of extra money. Typically, home-based data entry clerks are hired as independent contractors, saving employers money on taxes and benefits. A general decrease in office overhead also decreases contingent overhead costs like office space and other administrative costs.

Offline Data Entry Covers a Wide Variety of Tasks Applicable to Many Industries

The following are examples of offline data entry but the actual list may expand, reflecting the evolving needs of a business over time.

  • Offline data collection
  • URL list collection
  • Offline data capture
  • Offline form filling
  • Offline form processing
  • Excel sheet filling and MS Word document data entry
  • Offline data entry from mailing lists, websites and image files
  • Offline entry of insurance claims
  • E-books entry, business cards entry, catalog and labels entry
  • Offline entry of data from one version/format to another
  • Data entry into database programs
  • Library file system
  • Map entry
  • Handwritten data entry
  • Legal and Medical transcription
  • Catalog data of projects
  • Survey form data entry
  • Credit card and debit card transactions

Efficient Backend in Data Management

Offline data entry is an essential task in the data management function of a business. The process of keying in raw data to a specific database or word processor triggers the start of data processing for relevant information and business output. A strong data entry process is a major factor in the successful performance of a company.

In managing its data, a business needs to bear in mind that an efficient back end is a prerequisite to an effective front end. It needs to establish the best set up for its data entry requirements, whether it will be via outsourcing, done in-house, or a feasible mix of both.

Categories: Business