subject: Automating Data Entry And Database Management [print this page] Information is the foundation of many businesses in today's economy. Maintaining client records and relationships, taking data to improve operations, and managing inventories and sales are all vital functions of many business plans that utilize databases. These uses are seen in many industries including healthcare, financial services, retail, manufacturing, banking, and telecommunications. The applications are both wide spread and industry specific.
However, data entry can be costly. Traditional methods require data entrants and database technicians to enter and manage information. Reducing the costs associated with database management allows companies to utilize client information without the prohibitive costs. Using technology solutions to improve data entry efficiency and automating database functions is the proven way to reduce those costs.
Data Automation
One of the greatest costs for information technology is the manpower required for large data entry tasks. Dedicated data entrants have a high word per minute entry rate, but their hourly wages will quickly add up. Computers can perform data operations infinitely faster, so any data automation is an immediate benefit.
A main benefit of computer solutions for data entry is that non-technical personnel are able to become an efficient part of data entry and database management. Straightforward scripts and user interfaces can be put into place to allow users to perform advanced functions without programming or IT knowledge. Users can also create their own scripts via a record function; a user simply performs an action and the computer remembers the buttons pressed to create a custom macro. In this way, database operations can be automated by any user without having to create a custom program.
This first step of data entry is often a bottleneck to utilizing those numbers; database services and functions are useless until the relevant data has been collected and entered into the system. Once a database is populated, the next hurdle presents an opportunity for technology solutions
Database Management
Manipulating and analyzing data is the ultimate goal of the long data entry process. Performing just a handful of operations on each one of, say, ten thousand entries will quickly become unreasonable and economically unfeasible. Database management systems can automate data operations, maintenance, migration, and conversions. Drafting reports and measuring analytics becomes a process that can be run automatically on demand with the flexibility to serve many departments and business functions. Managers, executives and workers in every position within a company can access key metrics or client profiles without needing extensive database training.
Comprehensive management suites will also check incoming entries to ensure accuracy and prevent duplication. In an industry such as healthcare, an incorrect patient order can have disastrous results. Ensuring consistency and accuracy within a database is vital; information is only as good as it is accurate. In fact, incorrect data is a massive liability.
The massive savings that data automation provides will pay for itself in no time. Every hour of labor saved quickly adds up to realize a solid return on investment. Being able to utilize comprehensive data at a low cost makes excellent business sense.
