Tracking and Quantifying the Process of Data Entry and Document Imaging

Stated in simple terms, data entry and document imaging is all about building a digitally equipped "database", which has some of the essential traits in it like "easy retrieval of information", "quick analysis", and "fast modification"

This comprises both the conversion of bundles of documents and scanning of images to wrap it all in an electronic format. Entering data in compact, concise and understandable form is something that can help an "entangled and under tapped" information in an organization in realizing its true potential. The benefits showered by this act include saving time and money, increase in the pace of business activities, decrease in the staff and the like. However, all these can be realized only when the job is accurately accomplished.

Some of the indicators that can guide the organization in evaluation of Data Entry and Document Imaging processes are- percentage drop experienced in time, paper consumption, percentage decrease in deadline delays (to gauge the "Efficiency" aspect). Average time spent on reconciliation of configuration database management, mean time between CMDB, percentage duplicity detected and "un-resolved incidents" ratio (to measure the "Data Configuration" perspective). Percentage decrease in costs due to automation and Expense: Revenue Ratio (to have the "Financial" Perspective). Lastly, indicators like fraction of servers in data center, "retrieval potency", and power usage efficiency can be used to know the Data Center Perspective.

There are various problems one has to confront in the implementation of data entry and document imaging processes. The factor which has the greatest bearing on the success of these processes is the speed with which it is done. This determinant however, decreases the possibility of exactness in the task. Therefore, a suitable balance (which is a really big deal) in the two parameters has to be struck. One of the ways to tackle these situations is by employing highly skilled labour and using advanced equipments like optical scanners to eliminate errors. However, this solution is within the reach of only those organizations which have enough funds to put in this area. The mid and small-sized organizations are generally left at the mercy of untrained staff to carry out the manual data entry and documentation processes.

Moving back to the issue, it is certain that inaccurate entries and misplaced/inefficient documentation cannot be tolerated in any firm, irrespective of the size it has. So, there has to be way out. KPIs in this sense provide all that is needed to ensure that the task is accomplished with both the attributes in the output, which are speed and accuracy.

KPIs are a "tracking mechanism" to follow the manner in which a given task is progressing. It involves putting down the forces (which affect quality of output) in the form of indicators; this set of parameters is called "BSC" (Balanced Scorecard). The reason for KPIs demanding tremendous respect and use from organizations of all industries is the quantitative nature of measures it takes into account. This feature makes possible assigning values to some of the qualitative aspects also. Results in this regard can be seen in the reduction in number of errors, ease of access to documents, costs and time savings, etc.

However, relevant indicators can be framed by a deep and clear understanding of the organizational strategy, objectives and its surroundings. Once this is done, the management can rely on the set of KPIs to aid in enhancing its competencies and reaping maximum out the data and document imaging process.