Error Reports

• Realizing that you will likely have data entry errors, setting up reports to show errors will help manage them. Program reports to show any "bad" data the system recognizes and kicks out. You can use these reports to go back and re-enter the data or fix any errors still in the system. Program reports to run on a daily basis or less frequently depending on your volume of data and the potential effect inaccurate data may have on your business.
  
  

Audits

• In a manual data entry environment, such as a telephone call center or claims processing department, you can complete random system audits. Review records in your system for data integrity and accuracy. Implement a scoring system where the individual must achieve under a certain percentage of errors in their work based on a particular number of records. Meet with staff that score poorly on audit findings and monitor their work for improvement within a stated period. Making data audit scores part of the employee's performance review may encourage her to take greater care with her work.
  
  

Software Coding

• Configuring your system with value rules will help ensure data entry accuracy. Implement rules for each data entry fields to allow the appropriate characters. For instance, a telephone number field would only allow for 10 numeric characters. Build in pop-ups and alerts to show when data is entered improperly and needs re-entry. You may also code limitations in each field for data size. Last, program "IF THEN" coding into your system so data is entered appropriately based on the scenario.
  
  

Training

• Formal systems training of new staff is key to accurate data entry. Provide staff with a thorough training, explaining each field's purpose. Describe the implications of errors in data entry on your business. Sit with staff and observe as they manually data enter or load electronic data into the system. Give staff test scenarios to practice data entry and file loading. Hold refreshers for current staff who may get sloppy after reaching a certain comfort level. Inform staff that data entry audits will be part of their performance review.