A data entry operator take written information from forms, applications, or company files and enter the information into computer system database, or applications for business use. Some positions deal mostly typing, such as word processing or computerized customer files. People in these jobs handle letters, documents, and mailing lists. Other positions feature heavy emphasis on numerical data entry, such as accounting, banking and mortgage, or loan information. Data entry operators work in marketing, accounting, human resources, or healthcare, and many work hours are spent seated at a computer.

Brief job Description : A job description summarizes the essential responsibilities, activities, qualifications and skills for a role. Also known as a JD, this documents describes the type of work preformed. A job description should include important company details–company mission , culture and any benefits it provides to employees.

Personal Attributes : Personal qualities are the characteristics, attributes or personality traits of an individual. Examples of personal attributes inclide being honest, having a good sense of humour or being dependable.


Data Entry Operator Job Responsibilities

 Prepares, compiles, and sorts documents for data entry. Verifies and logs receipt of data. Transcribes source data into the required electronic format. Transfers information from paper formats into computer files using keyboard, data recorders, or optical scanners.

Essential Functions

Enters, updates and verifies data into various systems for use by all personnel.

  1. Reviews and verifies data entered into database to ensure accuracy.
  2. Tracks documents received and completion dates.
  3. Assists and trains employees and new data entry operators on software programs.
  4. Provides assistance to technical staff to resolve computer and software problems.
  5. Runs and distributes reports.
  6. Creates back up files for all data.


  • Insert customer and account data by inputting text based and numerical information from source documents within time limits.
  • Compile, verify accuracy and short information according to priorities to prepare source data for computer entry.
  • Review data for deficiencies or errors, correct any incompatibilities if possible and check output.
  • Apply data program techniques and procedures.
  • Generate reports, store completed work in designated locations and perform backup operations.
  • Keep information confidential.

Ensuring the Accuracy of the Data

As a data entry operator, you are responsible to make sure that the data entered in a system or software must be accurate and up to date. As a data entry operator, you have to enter various types of information in the system, and keeping the quality of the work is extremely important. However, it does highlight the impact that seemingly small data accuracy checks to ensure the accuracy of data and analytics models and outputs.

Confidentiality of the Data

Data confidentiality is about protecting data against unintentional, unlawful, or unauthorized access, disclosure, or theft.Another key responsibility is to keep the confidentiality of the data.In some cases the nature of the work assigned to you is extremely sensitive. Just like data entry operators working in the bank or working as a freelances for a bank. Keeping the quality of the data may be the basic responsibility of a data entry operator, but often it is equally important to keep the data confidential.

Communication with the other stoff

As a data entry operator, you have to communication with other colleagues, and high ups on a daily basis to verify or update the information. As a punctual and accurate data entry operator, you have to know the art of communication so that you can easily the quality of the work.

Concentration and Focus

Often you have to spend long hours on the computer in order to complete your tasks, and in this situation it becomes extremely hard to keep the same concentration level.

Ready to make corrections

As human beings we all make mistakes, and as a data entry operator, making errors is a normal thing.You have to be ready for the necessary corrections all the time. Whether it is a typo, or change in the information , you should never say “No” to any change.

Challenges Faced by Data Entry Operators

Owing to the low skill requirement for the job and the easily replaceable workforce, data entry experts are hired on a temporary basis. Very few companies take the pain of hiring full time data entry operators. This makes it all the more important for people to adhere to strict quality parameters.

Data entry operators are going to be in high demand over the next decade or so because of the need to updates regularly and the cheap labour that is very much required in research projects. With most aspects of health care going into the electronic format, data entry operators can easily find jobs in such fields.


  1. Communication Proficiency.
  2. Ethical Conduct.
  3. Organizational Skills.
  4. Technical Capacity.
  5. Time Management.
  6. Thoroughness.

Steps to Become a Data Entry Operator

Step 1: Gain Data Entry Skills

Employers train data entry operators, but good typing and numeric key entry skills are a common prerequisite. Knowledge of database software, spreadsheet, and word processing is helpful. Good spelling, grammar, and punctuation skills are also necessary, as well as strong reading comprehension.

Success Tips

  1. Increase the speed  at which you type
  2. Use hotkeys rather than mouse
  3. Have stipulated working hours
  4. Organize the files on your computer
  5. Spend time in research to improve your accuracy
  6. Learn to multitask
  7. Embrace activities that will keep your mentally alert.

Step 2: Gain Experience

Related entry-level positions, such as a word processor or typist, can help you to gain the experience required the by most employers. In these positions, you will learn how to check for spelling and punctuation, organize page reports, and short data.

Step 3: Gain Employment for Advancement

High schools and collages, as well as online job boards, have local

jobs require typing skills of certain amount of words per minute, and some position require aptitude with specific software.

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