UNIT-1 Undertake Data Entry Services Introduction Data can be entered into a computer in a variety of different ways. Users might designate position or direction by pointing at a display. Users might enter numbers, letters, or more extended textual material by keyed inputs or in some applications by spoken inputs. Data might be keyed ke yed into displayed forms or tables, into constrained message formats, or as free text. In graphic interaction users might draw pictures or manipulate displayed graphic elements. The computer will also play a role in the data entry process, guiding users who need help, checking data entries to detect errors, and providing other kinds of data processing aids. A designer of user interface software must be concerned about computer processing logic as well as data input b y the user. In this unit, you will understand the meaning and methods of data entry, methods of storing and retrieving data, validation and verification of data, estimation of time and cost and data entry turnaround time. ou will also understand the document intake and scanning, data transcription and comparison with source documents, working with data forms and graphics and storing and backing up data files.
Objectives After completing this unit, you will be able to! Understand the data entry and types of data •
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"xplain the methods of data entry
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Discuss the methods of storing and retrieving data
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#now the data validation and verification
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"xplain data entry estimation of time and cost
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$earn data entry turnaround time
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Discuss document intake
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Understand document scanning
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Discuss data transcription and comparison with source documents
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Identify working with data forms and graphics
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Discuss storing and backing up data files
1.1 Data Entry
Data entry refers to user actions involving input of data to a computer, and computer responses to such inputs. The simplest kind of data entry consists merely of pointing at something selecting an item or designating a position on a computer%generated display. In more complicated modes of data entry, a user may have to control the format of data inputs as well as their contents. Thus &uestions &uestions of format control in text entry'editing and graphic interaction may properly be considered &uestions of data entry. (ote, however, that user inputs which initiate or interrupt transactions such as command entries, or control entries selected from a displayed menu or by function keys pose rather different &uestions of design. Data entry is heavily emphasi)ed in clerical *obs, and many other *obs involve data entry to some degree. +ecause data entry is so common, and because inefficiencies caused by poorly designed data entry transactions are so apparent, many published recommendations for good user interface design deal with data entry &uestions. uman factors specialists can probably give better advice about data entry than about any other functional area of user interface design. Data entry re&uires hardware, and the proper design of input devices has received considerable attention, including concern for standardi)ation of keyboard layouts. -uture advances in hardware design may well influence data entry tasks, as suggested by current advocacy of voice input. ontext should also be preserved to speed correction of input errors. /ne significant advantage of on%line data entry is the opportunity for immediate computer validation of user inputs, with timely feedback so that a user can correct errors while the data are still fresh in mind and while documented source data are still at hand. ere the computer should preserve the context of each data entry transaction, saving correct items so that the user does not have to enter those again while changing incorrect items. Data entry is the act of transcribing some form of information into another medium, usually through input into a computer program. -orms of data that people might transcribe include handwritten documents, information off spreadsheets, and se&uences of numbers, as well as computer code and even names and addresses. 0ome careers are exclusively involved in data entry, entry, while certain workers, like programmers, might have to occasionally enter data while performing other tasks. Anyone interested in this career should be cautious, however, as there are many online 1opportunities1 that are actually scams and not legitimate *obs. 2ood typists, especially those who are also excellent at 34%key typing, typing, are often &ualified for data entry positions. 34%key typing uses the 4%5 keys often found on the right side of a computer keyboard, also called called the num number ber keypad keypad.. 6os 6ostt compan companies ies that that hire hire people people for this this work work have have re&ui re&uirem rement entss for #eystrokes 7er 6inute 8#769, with a high degree of accuracy. These numbers can vary from one business to another, another, but are based on individual individual keys rather than words. words. 0ome companies use audio input, which a person listens to while entering data into a computer or similar system. The typist needs to be able to follow along as the recording goes, so that pauses are kept to a minimum. Accuracy is vital in applications like programming, since the wrong letter, number, or symbol can throw off an entire command function within computer code. -or spreadsheets and published or printed documents, documents, typos can result in misinformation misinformation or embarrassing embarrassing errors. Qualifications Required for a Data Entry Operator
A degree or particular type of education is not usually re&uired for this field. 7eople can gain fast and accurate typing skills through classes or other methods, such as extensive practice. ertain speciali)ed fields may re&uire training in particular software programs or knowledge of sub*ects like medicine and anatomy. These opportunities usually pay better than general entry positions, but may re&uire certification, education, or previous experience. Telecommuting Opportunities
:ith a number of computer systems re&uiring new information on an almost constant basis, data entry does not necessarily have to take place in an office. 6any people work out of their homes entering data, transcribing medical information, or updating websites. 0ome of these opportunities can be found online, though many companies re&uire that applicants come into a location for testing and training. /nce this is complete, the typist might work onsite at that location, or may be eligible to work from his or her home. cam Offers
Anyone who wishes to enter the data entry field should be careful to avoid ;scam< offers, which promise work in exchange for a fee. The ma*ority of legitimate sites do not re&uire a fee be paid, since the entire purpose of such a *ob is for someone to enter information in exchange for payment. 6any of these sites prey on people who want to work from home and often seem too good to be true. "xtreme caution should be used by anyone approaching a company selling a book or other service to 1help1 him or her find data entry *obs, as many such offers are scams. !uture "#anges and $utomation
In some cases, computers can perform data entry by scanning documents and converting information for different programs. This method and others may ultimately eliminate some *obs. -or example, sufficiently accurate voice recognition software might reduce the need for medical transcriptionists. Anyone working in this field should look for ways to gain additional skills, such as knowledge of computer programming languages, to become more attractive as *ob opportunities become limited. %#ysical Toll
Data entry re&uires focus and concentration, which can be mentally exhausting and physically challenging. It is important for people sitting and typing all day to pay attention to maintaining good posture, type in an ergonomically sound position, and take breaks for their eyes and hands. 6ost experts in workplace ergonomics suggest that people sitting at a computer for extended periods of time should take a break at least once an hour and move away from their computer screens. and and body%stretching exercises can help prevent health problems like carpal tunnel syndrome.
1.1.1 Types of Data +efore we enter data into a computer system, we usually need to tell the computer what type of data it is. This is because the computer stores and processes different types of data in different ways. &umeric Data
(umeric data simply means numbers. +ut, numbers come in a variety of different types.
Integers
An integer is a whole number % it has no decimal or fractional parts. Integers can be either positive or negative. Examples ! 3=, >?, 3=@>, 3444444, %, %?@? Real &umbers
Any number that you could place on a number line is a real number. Beal numbers include whole numbers 8integers9 and numbers with decimal'fractional parts. Beal numbers can be positive or negative. Examples ! 3, 3.>?>, 5>C.?, %4.444, .3>= "urrency
urrency refers to real numbers that are formatted in a specific way. Usually currency is shown with a currency symbol and 8usually9 two decimal places. Examples ! 3=.>?, %4.43, E555.44, F??44 %ercentage
7ercentage refers to fractional real numbers that are formatted in a specific way % out of 344, with a percent symbol. 0o, the real value 4.? would be shown as ?4G, the value 4.43 would be shown as 3G and the number 3.=? would be shown as 3=?G. Examples ! 344G, =?G, 3=44G , %?G
Inside the computer the ?4G is stored as a real number! 4.?, +ut when it is displayed it is shown formatted as a percentage $lp#anumeric 'Te(t) Data
Alphanumeric 8often simply called HtextH9 data refers to data made up of letters 8alphabet9 and numbers 8numeric9. Usually symbols 8FGJK, etc.9 and spaces are also allowed. Examples ! D/2, ;A little mouse<, A+3=. en&uiriesKnavneetmehra.com
Text data is often input to a computer with speech marks 81. . .19 around it! "MONKEY"
These tell the computer that this is text data and not some special command. Date and Time Data
Date 8and time9 data is usually formatted in a specific way. The format depends upon the setup of the computer, the software in use and the userLs preferences. Date Examples ! =?'34'=43>, 3= 6ar =43=, 34%4C%34
Time Examples ! 33am, 3?!44, !44pm. 3@!4?!>?
The date 4C'45'4M refers to Cth 0eptember =44M in the international system, but would be 5th Nune =44M in AmericaO *oolean '+ogical) Data
+oolean data is sometimes called HlogicalH data 8or in some software, Hyes'noH data9. +oolean data can only have two values! TBU" or -A$0". Examples : TBU" , -A$0" , /( , /-- , "0 , (/
(ote that TBU" and -A$0" can also be shown as "0 ' (/, /( ' /--, or even graphically as tick boxes 8ticked ' unticked9 electing Data Types
:hen we are presented with data to be input into a computer system, we must analyse it and select appropriate data types for each value. e.g. -or the following data, we might use the date types shown!
Data &ame
E(ample Data
Data Type
(ame
1(avneet 6ehra 1
Text
eight
3.M4
Beal
Date of +irth
> Nan 35M5
Date
7hone (o.
433 ========
Alphanumeric
7ay Bate
=?.@?
urrency
Tax Bate
=?G
7ercentage
(ote that the telephone number in the example to the left has a data type of alphanumeric. ou might think that it should be numeric, however phone numbers often have spaces, dashes, etc. which numeric data cannot have.
"#ec, -our %rogress 1 !ill in t#e blan,s 1. 2.
(umeric data simply means..................... .......................is shown with a currency symbol and 8usually9 two decimal places.
1./ 0et#ods of Data Entry There are different methods of entering the data. They are discussed as follows! 0anual Typing
The computer keyboard hasnHt changed that much since allowing users to type data into the first computers. This device is still the mainstay of data entry! simply typing the data into the computer. :hile the process may be time consuming and monotonous for the individual doing the data entry, it allows for a great deal of flexibility in accurately entering &uantitative data of differing formats, such as dates or times. Additionally, researchers re&uire such manual data entry for transcribing &ualitative data, such as observations or interviews, whose authors originally used some system of shorthand to record the information. canning
"arly scanning technology could create image files from what was sitting in the scanner. Unlike the contents of a text file where each letter and symbol is encoded to be readable by a computer, which allows for such functionality as copying and pasting text between different documents and programs, the text in an image file has no such functionality and can be recogni)ed as text only by the human eye. owever, advancements in scanning technology has led to optical character recognition 8/B9. This allows computers to recogni)e text in scanned images, and add a layer of encoding to these files which gives them the same functionality as text files. This permits much faster data entry by allowing the user to simply scan a page of text%based data into the computer as opposed to physically typing out all the data on the sheet. oice Recognition
:hile verbally communicating with a computer was initially *ust a fantastic idea out of 0tar Trek, voice recognition software has made that piece of science fiction a reality. :ith a minimum of voice 1training1 with a particular program, this kind of software can accurately recogni)e the individual words of human speech. This opens a third venue of data entry! speaking the data into the computer for storage in a digital format. This method is more forgiving of typos, since there is no physical typing involved, and allows even slow typers to &uickly enter large amounts of data.
"#ec, -our %rogress / !ill in t#e blan,s 3. Advancements in scanning technology has led to PPPPPPPP =. Besearchers re&uire manual data entry for PPPPP&ualitative data.
1.2 0et#ods of toring and Retrieving Data
The ultimate goal of a business enterprise is to uncover consumer demands and ways to fulfill those demands. In this respect, effective data collection, storage and retrieval are important tools to gain insights about consumer desires, as well as to better understand business processes. The ability to effectively store, gather and analy)e internal business data can deliver important information that can help a company develop competitive advantages. Data 0ining
Data mining is the process of extracting data from large databases with the aim of finding data patterns that can be useful to business goals. Data mining information can identify loyal customers, and this information can be used in customer loyalty marketing strategies. It also may reveal sales patterns that signal market trends. Dormant computer data generally is the source of most data mining, which may exist for a number of reasons, such as a companyHs decentrali)ed database management. Data mining, also called knowledge or data discovery, can become the basis for multichannel distribution strategies and customer relationship management initiatives. Data 3are#ousing
Data warehousing is a centrali)ed reporting database. It is a business intelligence tool developed by extracting data from various operational systems, removing data redundancies and formatting missing data fields in order to develop a central data reporting database. Its capability to retrieve and manage data from multiple sources is used to perform activities such as data mining, market research, online analytical processing and statistical modeling. All of the data associated with a single item 8such as a person9 is stored as a record in the database. In most database software programs, each row of data is a record. The columns in a database are usually the data elements or data variable names 8see below9.
Different Types of "ommercial Data torage 0et#ods
These methods assume that you will create your /:( data storage mechanism. There are also "60'"60 products that are already created for collecting the standard national data variables.
Database programs 'e.g4 0icrosoft $ccess4 Oracle4 Q+ erver)
Advantages:
Information is stored as a complete record. ou can easily &uery the data and create new variables or data subsets. In many applications, you can create a user interface for entering the data. Disadvantages:
Be&uires time and technical skill to initally design the database and to set up variables correctly preads#eet programs 'e.g.4 0icrosoft E(cel)
Advantages:
"asy to structure spreadsheets for input. 0imple view of the data. Disadvantages:
Data types are not explicitly defined. Data are not stored as a record 8this is keyO9. 6anipulation of data 8for analyses, etc.9 can be error%prone and time consuming with no record of changes tatistical programs 5it# database options 'e.g.4 %4 $)
Advantages:
Data entry and analysis are completed in the same software. 0imilar to database programs, you can easily &uery the data and create new variables or data subsets. Disadvantages:
0preadsheet'database options for statistical applications vary widely. The most powerful tools can be very time consuming to learn and re&uire advanced knowledge.
"#ec, -our %rogress 2 !ill in t#e blan,s 3. PPPPPPPis a centrali)ed reporting database. =. PPPPPPPis the process of extracting data from large databases with the aim of finding data patterns that can be useful to business goals.
1.6 Data alidation and Data erification Data are the most important asset to any organi)ation. Therefore, it must be made sure that data is valid and useable at all costs. Data Qalidation and Data Qerification are two important processes of making sure that data possesses these two &ualities. Data validation makes sure that the data is clean, correct and meaningful, while data verification ensures that all copies of the data are as good as the original. 0o, both these processes make sure that the organi)ation does not loose money due to unexpected errors in the data.
1.6.1 Data alidation
Data validation deals with making sure the data is valid 8clean, correct and useful9. Data validation procedures use data validation rules 8or check routines9 to ensure the validity 8mostly correctness and meaningfulness9 of data. It also ensures the validity of input data to maintain the security of the system. These rules are automatically implemented through data dictionaries. Data validation can also be implemented through declaring data integrity rules or procedures enforcing business rules 8especially in business applications9. These business rules are usually captured during the initial business re&uirements analysis conducted by the business analysts. It is very important to implement business rules at the beginning of the process, because wrongly validated data usually have a negative impact on the execution of the business process. The simplest form of validation is checking the input to make sure they are made up of characters from the ;valid< set. -or example, a validation process for telephone directory application should validate the input telephone numbers to make sure that they contain only numbers, plus'minus symbols and brackets 8and nothing else9. A little more advanced validation processes could also check the country code field to check if they are legitimate country codes. 1.6./ Data erification
Data verification is the process of checking a copy of data to make sure that it is exactly e&ual to the original copy of the data. Data verification is usually re&uired when you have backed up your data. 6ost modern backup software have in%built verification functionality. "ven, disc burning software allows you to perform verification at the end of the burning process. If the data on the burned disc is verified then you are fine. +ut if not, you have to throw away that disc and burn again. Data verification is a very important process as it makes you feel safe because you will be confident that you can actually use the backed up data in case the original data gets lost or corrupted. Qerification software usually makes sure the copy is readable as well as the content is matched exactly with the original content. 0o, it takes more time than a simple backup, but it is well worth the trouble. +ut typically large enterprises perform the automatic backups at night, so the lengthening of time due to the verification process is not a serious problem. Difference bet5een Data alidation and Data erification
Data validation is usually performed on the original copy or the inputs to the system, while data verification is carried out on the copies 8or backups9 of data. hecking the validity of inputs is very &uick compared to the lengthy verification processes that occur after backing up. Qalidation can be used to protect data from the mistakes made by the users, while verification can be used to protect data from the problems that occur due to system faults.
"#ec, -our %rogress 6 !ill in t#e blan,s.
3. PPPPPP.is the process of checking a copy of data to make sure that it is exactly e&ual to the original copy of the data.
=. PPPPPP.makes sure that the data is clean, correct and meaningful, while data verification ensures that all copies of the data are as good as the original.
1.7 Data Entry Estimation of peed4 Time and "ost :hen performing data entry, speed is extremely important. "mployers that hire data%entry professionals are looking to have as much data as possible typed into their software as &uickly as possible while limiting the number of errors. Data entry can be purely numerical, using a 34%key keypad, or it can include alphanumeric characters, using a traditional keypad. alculating your speed for both entry methods can provide useful information to potential employers.
1.7.1 Estimation of peed 3. $ocate a page of text to use to test your data%entry speed. ou should have at least a full page of textR if you are a fast typist, two pages are recommended. =. Use a word%processing program on your computer to open a new document in which you can type text. ou can also use the (otepad accessory that is included with 6icrosoft :indows. . 0tart the timer on your stopwatch. "nter text from your document until you have reached the end of the document, then stop the timer on the stopwatch. >. Add up every character that you have typed, including spaces. Divide this total number of characters by the number of seconds recorded on your stopwatch. -or example, if you typed =,444 characters in 54 seconds, your rate would be ==.== characters per second. ?. 6ultiply your result by C4 to calculate how many keystrokes you can make in a minute. In this example, you would multiply ==.== times C4 for a total of 3,.= keystrokes per minute.
1.7./ !actors $ffecting Data Entry "ost Data "ntry 0ervices companies takes a cost%based approach to developing a fee for data entry services. /nce a cost estimate is found, company then adds something for overhead and profit. The basic steps in typical production process include the following! 3. Document Intake =. Data "ntry Turnaround . Document 0canning >. 7rogramming ?. Data "ntry % #ey -rom Image'/B
-or the ma*ority of the pro*ects companies work on, fees range from Bs. 4.34 to Bs. ? per data record. A ;record< is generally comprised of all the fields identified by the client as representing a complete, identifiable 8and billable9 string of information. In some cases, all the information on each source document represents a ;record<8e.g. enrollment forms9, and in others each entry in a listing can constitute a record. :hat follows is a discussion of the factors affecting the cost of each of these steps. Document Inta,e
Document Intake refers to the process of receiving the source documents and preparing them for scanning. ow this is done and the amount of document preparation is re&uired to perform can greatly affect the cost. In some cases, the client will have you set up a 7/ +ox for a pro*ect. 0ource documents 8e.g. product registration cards, medical insurance enrollment forms, loyalty card enrollment forms, etc.9 are either mailed directly by the person filling out the form 8i.e. one%at%a%time 9, or are mailed in small batches from multiple client stores or offices. ompanies picks up the mail daily, opens the envelopes and prepares the documents for scanning. (ext is to remove staples, paper clips, and post%it notes, and arrange all documents right%side%up and facing the same direction prior to scanning. In other cases cases, clients collect the documents centrally and perform all document preparation prior to sending them to companies. They then ship them in large batches. This minimi)es the document preparation cost, but increases the turnaround time. Data Entry Turnaround Time
The general rule is the faster the re&uired turnaround time, the higher the fee. This is to compensate for having to work staff longer and harder during short periods of time, as well as the added administrative burden to &uickly get a *ob done. Document canning
In most cases, clients send hard copy forms. :hen you are using your own system to capture data from the forms, you will found the most efficient method is to key from scanned image, or use a combination of key%from%image 8#-I9 plus various recognition technologies 8e.g. /ptical haracter Becognition for machine print 8/B9, Intelligent haracter Becognition for hand print 8IB9, barcode scanning, etc.9. igh%speed scanners scan up to M4 pages per minute. The factors affecting scanning cost include! •
Document si8e % This affects throughput. Also, too small or too big cannot be scanned.
•
Document uniformity % Are they all the same si)eS Are there differences in shadingS
•
%aper type % is the paper real thin, have a sticker attachedS
•
Document condition %% 7oor &uality documents will re&uire extra time.
•
Document arrangement % To be scanned efficiently, all documents must be right side up and
facing the same direction. There can be no staples, paper clips, etc., and the documents must all be flat 8unfolded9. The cost of document preparation usually exceeds the actual cost of scanning. •
*atc# integrity % an we scan continuously, or do we have to retain client batch integrityS
0canning costs can differs depending on the above factors. %rogramming
/nce documents have been scanned, the images and are imported into data entry system. -or each pro*ect, a 1template1 is developed within companies data entry system, programmed for the specific fields on the form. "ach field can be programmed to restrict data entry to acceptable values. Any business rules a client defines for specific fields or forms can be programmed into each template. The factors affecting the cost of programming include the following! •
Document complexity %%si)e, number of pages, number of fields per page, number of records per page
•
Document uniformity %% are there multiple versions of the source documentS
•
"dits re&uired %% for example, integrating client%provided lookup tables, address correction, etc.
•
-ormat of output file re&uired
7rogramming is a one%time cost 8unless the source document changes9. Data Entry 9 :ey !rom Image;O"R
Using the data entry template developed for a specific pro*ect, data entry operators key the re&uired data from scanned image. All work is performed on production servers. Data entry operator workstations connected to production server function merely as ;dumb terminals<. All data and images remain on the server. Using a split screen, the operators view 1snippets1 of the scanned image in one part of the screen, and the data entry fields in the other part of the screen. The factors affecting the amount of time it will take to process a document, and hence the cost includes the following! •
(umber of fields to be keyed
•
(umber of characters in each field
•
•
Type of data % numeric, alpha, alphanumeric -orm Design % this is often overlooked but can have a huge impact on data entry efficiency and cost! o
;onstrained< forms improve legibility and potentially allow for successful hand%print recognition 8a constrained form re&uires that each character be printed in a separate boxR for example!
!irst &ame
( A 6 " +ast &ame
0 ( A 6 "
o
o
o
Uniformity of document layout %% are the fields to be keyed always in the same place Are answers standardi)ed using number or alpha%numeric values and displayed on the formS -or example!
Trade c#ool= =
V "ollege= •
+egibility % handwritten vs. typedR also, using a 1constrained1 form with each handwritten
character printed in a separate box improves legibilityR also, the &uality of the source document may affect the &uality of the scan and hence legibility. •
Required accuracy % -or single%key data entry, our U0 workers generally achieve accuracy
ranging from 5?%5@G, depending on the type of data 8see above9. If greater levels of accuracy are re&uired, the client may opt for having us double key the entire document or selected fields. •
>se of Offs#ore labor force % in some cases the data to be processed is well suited for keying by
our offshore subcontractors. This can reduce cost in many circumstances, but may affect &uality 8unless the forms are double%keyed9 and turnaround time. This is the hardest one to estimate, and most vendors will be reluctant to provide a firm fee &uote without seeing an actual source document, The above factors will greatly affect the amount of time. In addition, issues affecting the document 8layout, legibility9 and the type of data 8numeric vs. alphanumeric9 will affect the keying rate 8can range from and average of >,444 keystrokes per hour 8#079 to 34,444J #079. /ne other factor will affect fee, and that is the si)e of the pro*ect. -or large, ongoing pro*ects, one can provide more aggressive pricing than one can for small, one%time pro*ects. ompanies typically try to
achieve a gross margin ranging from 4G for very large pro*ects 8millions of records9, to >?G for smaller, one%time pro*ects. +ecause every pro*ect is uni&ue, and each client has different goals and ob*ectives, it is not practical to take a Hcookie%cutterH approach to data entry pricing. The only good measure is to let the companies take a look at pro*ect. That way one can give a reasonable fee estimate based on the factors discussed above.
"#ec, -our %rogress 7 !ill in t#e blan,s. 3. PPPPPPPP refers to the process of receiving the source documents and preparing them for scanning. =. A PPPPPPis generally comprised of all the fields identified by the client as representing a complete, identifiable 8and billable9 string of information.
1.? Data Transcription Transcription in the linguistic sense is the systematic representation of language in written form. The source can either be utterances 8speech9 or preexisting text in another writing system, although some linguists consider only the former to be transcription. Transcription should not be confused with translation, which means representing the meaning of a source language text in a target language 8e.g. translating the meaning of an "nglish text into 0panish9, or with transliteration which means representing a text from one script in another 8e.g. transliterating a yrillic text into the $atin script9. In the academic discipline of linguistics, transcription is an essential part of the methodologies of 8among others9 phonetics, conversation analysis, dialectology and sociolinguistics. It also plays an important role for several subfields of speech technology. ommon examples for transcriptions outside academia are the proceedings of a court hearing such as a criminal trial 8by a court reporter9 or a physicianHs recorded voice notes 8medical transcription9. Data transcription is a popular vertical as it plays an invaluable part and forms the foundation of various business processes. It is of immense help to all business and can be described as a process of converting data from one medium to another that is available in a wide variety of formats. Be&uisite infrastructure and intellectual expertise enable companies to incorporate the latest technologies in data transcription services that are customi)ed to suit the exact needs of the clients. A team of transcriptionists has the re&uired expertise and the experience to complete even the most complex pro*ects with relative ease. They can easily capture all the conversations, business meets or TQ shows with complete accuracy that includes sound effects of the visuals. "orporate Transcription ervices
:ith organi)ations becoming mobile, the tracking of resources and distributing of tasks for various corporate sectors have become increasingly difficult. 6aintaining all the business documents accurate not
only involves a lot of time but it is also a daunting task. This has increased the demand for corporate transcription services and companies offer customi)ed solutions to large, medium and small enterprises.
"#ec, -our %rogress ? !ill in t#e blan,s. 3. PPPPPPin the linguistic sense is the systematic representation of language in written form. =. 6aintaining all the business documents accurate not only involves a lot of time but it is also a PPPPPPPtask.
1.@ 3or,ing 5it# Data !orms Data forms permit entry of predefined items into labeled fields of specially formatted displays. Aood and *ad E(amples
These sample displays represent a possible form for entry and review of visa application data. In the good form, data entries are bolded to help distinguish them from labels and field delimiters. -ields are ordered consistently in relation to a 8supposed9 paper application form, and formatted to facilitate both data entry and data review. The bad display is annotated to indicate violations of several of the design guidelines proposed here for data forms. The data entries in the bad display were invented to suggest what a user might have produced, if confused by inade&uate labeling and the absence of field delimiters. Aood ample Data !orm
*ad ample Data !orm
This bad data form display violates in some degree several design guidelines which will be discussed in following sections "ombined Entry of Related Data
In a form%filling dialogue, when a user is entering logically related items, re&uire *ust one explicit entry action at the end of the transaction se&uence, rather than separate entry of each item. Depending on form design, this practice might involve entering the entire form, or entry by page or section of a longer form. -orm design should indicate to users *ust where explicit entry is re&uired. 0ingle entry of grouped data will generally permit faster input than item%by%item entry, and should prove more accurate as well. This practice permits user review and possible data correction prior to entry, and also helps the user understand at what point grouped data are processed. It will also permit efficient cross validation of related data items by the computer. !le(ible Interrupt
:hen multiple data items are entered as a single transaction, as in form filling, allow the user to B"QI":, A("$, or +A#U7 and change any item before taking a final "(T"B action. 0inimal >se of Delimiters
:henever possible, allow entry of multiple data items without keying special separator or delimiter characters, e.g., hyphens, dollar signs, etc. This can be accomplished either by keying into predefined entry fields or by separating se&uentially keyed items with blank spaces. In this context, tabbing from field to field is not considered to be keying a special delimiter character. :hen data items contain internal blanks, design the entry fields with a predefined structure so that users will not have to key any internal delimiters. tandard Delimiter "#aracter
:hen a field delimiter must be used for data entry, adopt a standard character to be employed consistently for that purpose. E(ample
A slash 8'9 may be a good choice. hoose a special delimiter character that does not re&uire shift keying. It will also be necessary to choose a character that does not occur as part of any data entry 8except possibly for entry of running text where its occurrence would not be ambiguous9. Data !ield +abels
-or each data field, display an associated label to help users understand what entries can be made. E(ample
tandard ymbol for %rompting Entry
hoose a standard symbol for input prompting and reserve that symbol only for that use. onsistent use of a symbol for input prompting in data entry forms, in menus, in command entry lines, etc., will help to cue users that an input is re&uired. A standard symbol used in addition to other formatting cues will help to alert a user to differences between labels and displayed data, between messages re&uiring input and messages for information only. 0ar,ing !ield *oundaries
Display special characters or other consistent means of highlighting to clearly delineate each data field. E(ample
An underscore might be used for this purpose, perhaps broken to indicate the number of s ymbols re&uired in an entry. %rompting !ield +engt#
7rovide cues in field delineation to indicate when a fixed or maximum length is specified for a data entry. 7rompting by delineation is more effective than simply telling the user how long an entry should be. In the example cited here, underscoring gives a direct visual cue as to the number of characters to be entered, and the user does not have to count them. 0ar,ing Required and Optional Data !ields
In designing form displays, distinguish clearly and consistently between re&uired and optional entry fields. Informative +abels
In labeling data fields, employ descriptive wording, or else standard, predefined terms, codes and'or abbreviationsR avoid arbitrary codes. E(ample
"mploy descriptive labels such as 0TA(DABD and 6/DI-I"D, rather than abstract codes such as 0"T A and 0"T +R 6A$" and -"6A$", rather than 2B/U7 3 and 2B/U7 =. !orm "ompatible 5it# ource Documents
:hen data entry involves transcription from source documents, ensure that form%filling displays match 8or are compatible with9 those documents, in terms of item ordering, data grouping, etc. If paper forms are not optimal for data entry, consider revising the layout of the paper form. If data entries must follow an arbitrary se&uence of external information 8e.g., keying telephoned reservation data9, employ some form of command language dialogue instead of form filling, to identify each item as it is entered so that the user does not have to remember and re%order items.
"#ec, -our %rogress @
!ill in t#e blan,s. 3. :hen a field delimiter must be used for data entry, adopt a PPPPPPPto be employed consistently for that purpose. =. A PPPPPPused in addition to other formatting cues will help to alert a user to differences between labels and displayed data.
1.B 3or,ing 5it# Arap#ics 2raphics permit entry of data specially formatted to show spatial, temporal, or other relations among data sets. %ointing
:hen graphic data entry involves fre&uent pointing on a display surface, design the user interface so that actions for display control and se&uence control are also accomplished by pointing, in order to minimi)e shifts from one entry device to another. E(ample
In drawing a flow chart, a user should be able to link predecessor and successor elements directly by pointing at them, or by drawing lines between them, rather than by separately keyed entries. Distinctive "ursor
Indicate the current cursor position by displaying some distinctive cursor symbol at that point. The cursor may take various forms on a graphics display. 6any designers recommend a plus%sign for this purpose, representing abbreviated cross%hairs whose intersection can mark a position with reasonable precision. In some applications it may help to extend those cross%hairs the full height and width of the display. In some applications it may help to display a cursor incorporating the current values of various attributes 8color, si)e, etc.9 that can be selected by a user. Easy "ursor %ositioning
7rovide users an easy, accurate means of positioning a displayed cursor to point at different display elements and'or display locations. ursor positioning is a fre&uent user action during graphic data entryR an easy means for controlling cursor movement will be essential for efficient performance. Cooming for %recise %ositioning
:hen data entry re&uires exact placement of graphic elements, users should be allowed to re&uest expansion of the critical display area 81)ooming19 to make the positioning task easier. electing Arap#ic Elements
7rovide users some means for designating and selecting displayed graphic elements for manipulation. Designation might be by pointing, in the case of a discrete element, or might re&uire some sort of outlining action to delineate portions of a complex figure.
:hen a user has selected 8i.e., pointed at9 a displayed graphic element, highlight that element in some way so that the user can anticipate the conse&uences of any proposed action involving that selection. E(ample
A dotted border might be displayed around a selected element, or perhaps a selected element might be displayed with video inversion to distinguish it from other elements. electing from Displayed $ttributes
During graphic data entry, allow users to specify attributes for displayed elements %% e.g., text font, plotting symbol, line type, color %% by selecting from displayed samples illustrating the available options. E(ample
-or line drawing a user might select from displayed samples of thick or thin, solid or broken, etc. electing "olors
If users may select colors as an attribute of graphic elements, allow them to specify colors directly by pointing at displayed samples, rather than re&uiring them to name the colors. Arap#ics 9 %lotting Data
7lotting data to show their relations in various graphic formats can be aided greatly by appropriate software. $utomated Data %lotting
:hen complex graphic data must be entered &uickly, provide computer aids to automate that process. 7restored geographic data and background maps, along with automated entry 81posting19 of flight plan data and track data, will permit fast and accurate generation of graphic displays for air traffic control, far beyond the capabilities of manual entry by a user. %lotting tored Data
7rovide automated plotting of computer%stored data at user re&uest, with provision for subse&uent editing by a user. A computer might plot the data values from two arrays in a line graph, or three%dimensional data in VW coordinates. %redefined Arap#ic !ormats
:hen graphic data must be plotted in predefined standard formats, provide templates or skeletal displays for those formats to aid data entry. Arap#ics 9 Dra5ing
Drawing lines and figures to produce pictorial data of various kinds can be aided greatly by appropriate software. Dra5ing +ines
:hen line drawing is re&uired, provide users with aids for drawing straight line segments. Rubber banding
:hen lines must be drawn at arbitrary positions, lengths and angles, provide a rubberbanding capability, in which the computer displays a tentative line extending from a designated start point to whatever is the currently proposed end point.
"#ec, -our %rogress B !ill in t#e blan,s 3. The PPPPP..may take various forms on a graphics display. =. PPPPPP..to show their relations in various graphic formats can be aided greatly by appropriate software.
1. toring and *ac,ing >p Data !iles 0torage refers to preserving your data files in a secure location you can access readily. +ackup refers to preserving additional copies of your data in a separate physical location from data files in storage. 0torage systems often provide mirroring, in which data is written simultaneously to two drives. This is not the same thing as backup since alterations in the primary files will be mirrored in the second copy. +ackup preserves older copies so you can restore your data if accidental deletion'alteration or a disaster such as fire, flood, or hardware malfunction damages your data in storage. :hen it comes to safeguarding your important data assets, remember both storage and backup are essentialO Relevance •
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A granting agency may re&uire that you retain data for a given period and may ask you to explain in a data plan how you will store and back it up. 0toring and backing up your data ensures that it will be there when you need to use it for publications, theses, or grant proposals. 2ood preservation practices help make your data available to researchers in your lab'research group, department, or discipline in the future.
ou can store and backup your research data on! &et5or,ed drives
These are managed by IT staff centrally or within your 0chool or ollege. It is highly recommended to store your research data on regularly backed%up networked drives such as! •
-ile servers managed by your research group or school.
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-ile servers managed by Information 0ervices, such as "D-(A0 and the ollege -ile 0ervers.
This way you will ensure that your data will be! •
0tored in a single place and backed up regularly.
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Available to you as and when re&uired.
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0tored securely minimising the risk of loss, theft or unauthorised use.
%ersonal computers and laptops
$ocal drives may fail or 7s and laptops may be lost or stolen leading to an inevitable loss of your data. These are convenient for storing your data temporarily but should not be used for storing master copies of your data. E(ternal storage devices
"xternal storage devices such as hard drives, U0+ flash drives, Ds and DQDs, can seem an attractive option for storing your data due to their low cost and portability. owever, they are not recommended for the long term storage of your data, particularly your master copies as! •
Their longevity is not guaranteed, especially if they are not stored correctly. -or example, Ds degrade and tapes shrink in the long term.
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They can be easily damaged, misplaced or lost.
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"rrors with writing to Ds and DQDs are common.
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They may not be big enough for all the research data, so multiple disks or drives may be needed.
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They pose a security risk.
If you choose to use Ds, DQDs and U0+ flash drives 8for example, for working data or extra backup copies9, you should! •
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hoose high &uality products from reputable manufacturers. -ollow the instructions provided by the manufacturer for care and handling, including environmental conditions and labelling. Begularly check the media to make sure that they are not failing, and periodically HrefreshH the data 8that is, copy to a new disk or new U0+ flash drive9. "nsure that any private or confidential data are password%protected and'or encrypted.
Remote or online bac,9up services
These provide users with an online system for storing and backing%up computer files e.g. Dropbox, 6o)y, A%Drive. Typically, they! •
Allow users to store and synchronise data files online and between computers.
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"mploy cloud computing storage facilities.
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7rovide the first few gigabytes free and users pay for more facilities including space.
:hen considering your backup strategy you need to know! •
:hether all data, or only changed data, will be backed up. A backup of changed data is known as an 1incremental backup1, while a backup of all data is known as a 1full backup1.
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ow often full and incremental backups will be made.
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ow long backups will be stored.
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ow much hard%drive space or number of DQDs will be re&uired to maintain this backup schedule.
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If the dataset is sensitive, how will it be secured and 8possibly9 destroyed.
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:hat backup services are available that meet these needs and, if none, what will be done about it.
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:ho will be responsible for ensuring backups are available.
"#ec, -our %rogress !ill in t#e blan,s.
3. PPPPPPrefers to preserving your data files in a secure location you can access readily. =. PPPPPP.preserves older copies so you can restore your data if accidental deletion'alteration or a disaster such as fire, flood, or hardware malfunction damages your data in storage
ummary
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Data entry refers to user actions involving input of data to a computer, and computer responses to such inputs. The simplest kind of data entry consists merely of pointing at something selecting an item or designating a position on a computer%generated display.
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Data entry re&uires hardware, and the proper design of input devices has received considerable attention, including concern for standardi)ation of keyboard layouts. There are different methods of entering the data. They are! 6anual Typing, 0canning and Qoice Becognition. The ultimate goal of a business enterprise is to uncover consumer demands and ways to fulfill those demands. In this respect, effective data collection, storage and retrieval are important tools to gain insights about consumer desires, as well as to better understand business processes. Data are the most important asset to any organi)ation. Therefore, it must be made sure that data is valid and useable at all costs. Data Qalidation and Data Qerification are two important processes of making sure that data possesses these two &ualities.
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Data entry can be purely numerical, using a 34%key keypad, or it can include alphanumeric characters, using a traditional keypad. Data "ntry 0ervices companies takes a cost%based approach to developing a fee for data entry services. Transcription in the linguistic sense is the systematic representation of language in written form. Transcription should not be confused with translation, which means representing the meaning of a source language text in a target language. Data forms permit entry of predefined items into labeled fields of specially formatted displays. 2raphics permit entry of data specially formatted to show spatial, temporal, or other relations among data sets. 0torage refers to preserving your data files in a secure location you can access readily. +ackup refers to preserving additional copies of your data in a separate physical location from data files in storage.
:ey5ords Data entry: Data entry refers to user actions involving input of data to a computer, and computer responses to such inputs. Numeric Data: (umeric data means numbers. Integers An integer is a whole numberR it has no decimal or fractional parts. Real Numbers: Any number that you could place on a number line is a real number. "urrency urrency refers to real numbers that are formatted in a specific way. Percentage: 7ercentage refers to fractional real numbers that are formatted in a specific way % out of 344, with a percent symbol. Data Mining: Data mining is the process of extracting data from large databases with the aim of finding data patterns that can be useful to business goals.
Data Warehousing: Data warehousing is a centrali)ed reporting database. It is a business intelligence tool developed by extracting data from various operational systems, removing data redundancies and formatting missing data fields in order to develop a central data reporting database. Data Validation: Data validation deals with making sure the data is valid 8clean, correct and useful9. Data Verification: Data verification is the process of checking a copy of data to make sure that it is exactly e&ual to the original copy of the data. Document Intake: Document Intake refers to the process of receiving the source documents and preparing them for scanning.
Questions and E(ercises #ort $ns5er Type Questions 3. Define is Data entryS =. :hat are the advantages and disadvantages of 0preadsheet programsS . :hat is the importance of Data validationS >. Difference between Data Qalidation and Data Qerification ?. Define Document Intake.
+ong $ns5er Type Questions 3. ighlight the different types of data with the help of examples. =. "xplain the different methods of entering the data. . Discuss the factors affecting Data "ntry ost and scanning cost. >. ;2raphics permit entry of data specially formatted to show spatial, temporal, or other relations among data sets.< "lucidate. ?. Describe the role of storing and backing up data files.
$ns5ers to "#ec, -our %rogress "-% 1
3. (umbers =. urrency "-% /
3. /ptical character recognition =. Transcribing "-% 2
3. Data warehousing =. Data mining "-% 6
3. Data verification =. Data validation "-% 7
3. Document Intake =. Becord "-% ?
3. Transcription =. Daunting "-% @
3. 0tandard character =. 0tandard symbol "-% B
3. ursor =. 7lotting data "-%
3. 0torage =. +ackup !urt#er Readings
