What are the most important data entry policies to follow?

1 Verify the source

Before you enter any data, you need to verify the source of the information and make sure it is reliable, relevant, and authorized. For example, if you are entering customer data from a form, you need to check the date, the signature, and the contact details of the sender. If you are entering financial data from a report, you need to check the source, the period, and the calculations. Verifying the source can help you avoid entering inaccurate, outdated, or fraudulent data that can compromise your work quality and reputation.

2 Follow the format

Each data entry project may have a specific format or template that you need to follow to ensure consistency and compatibility. For example, if you are entering data into a spreadsheet, you need to follow the column headings, the cell formats, and the formulas. If you are entering data into a database, you need to follow the field names, the data types, and the validations. Following the format can help you avoid entering data that is incompatible, incomplete, or invalid that can cause errors or crashes.

3 Double-check the input

After you enter any data, you need to double-check the input and make sure it matches the source and the format. For example, if you are entering customer data from a form, you need to compare the input with the form and look for any typos, omissions, or discrepancies. If you are entering financial data from a report, you need to compare the input with the report and look for any miscalculations, misalignments, or mismatches. Double-checking the input can help you avoid entering data that is incorrect, inconsistent, or incomprehensible that can affect your work output and performance.

4 Backup the data

Once you finish any data entry project, you need to backup the data and make sure it is stored safely and securely. For example, if you are entering data into a spreadsheet, you need to save the file in a cloud service, a flash drive, or an external hard drive. If you are entering data into a database, you need to export the data in a CSV or XML file and store it in a secure location. Backing up the data can help you avoid losing data that is valuable, confidential, or irreplaceable that can damage your work integrity and accountability.

5 Update the data

As data changes over time, you need to update the data and make sure it reflects the current situation and status. For example, if you are entering customer data from a form, you need to update the data when the customer changes their name, address, or phone number. If you are entering financial data from a report, you need to update the data when the report is revised, corrected, or updated. Updating the data can help you avoid using data that is obsolete, irrelevant, or misleading that can impair your work decision and action.

6 Review the data

Periodically, you need to review the data and make sure it is accurate, consistent, and compliant. For example, if you are entering customer data from a form, you need to review the data for any duplicates, errors, or gaps. If you are entering financial data from a report, you need to review the data for any anomalies, trends, or insights. Reviewing the data can help you improve your data quality, analysis, and usage that can enhance your work efficiency and effectiveness.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?