Step-by-Step Process of Outsourcing Data Entry Services

Apr-17th-2021 462
  • Today, outsourcing services is an important component of strategic business initiatives for enterprises across the globe. The market is so competitive that it is all about having greater ROI and increasing the bottom line. But many enterprises hesitate to outsource because of security issues, and it is understandable, as handling sensitive and confidential information outside your organization can be a nightmare.



Follow the below-mentioned step-by-step process of outsourcing your data entry services to a company to entrust your valuable information with.

Carefully shortlist outsourcing vendors

After you have decided to outsource your non-core work to an offshore location, the first step is to create a shortlist of outsourcing vendors carefully. Choose an organization that shares a similar firm security policy in place. They must have strict rules in their organization to protect your confidential data. Check whether the outsourcing vendor has a privacy policy following the cybersecurity laws. To avoid confusion in the later stages, it is better to go through their privacy policies before signing off thoroughly.

Look for an experienced vendor

Choose a vendor who has good experience in providing data entry services. Do not always look for cheap options, as outsourcing vendors who bid low cut a few corners, affecting quality, reliability, and scalability. If your deal does not profit the vendor, then they might extract profits in a manner that you may not approve of. Remember, you have to create a win-win situation for both buyer and vendor from this deal.

Request for customer references

Ask for previous customer references in testimonials, awards, recognitions, appreciation letters, etc. You can connect with those who have worked with them and check their working experience with your shortlisted outsourcing vendors.

Create robust SLA's

Any outsourcing deal to go through requires some meaningful and robust Service Level Agreements (SLA's), which is directly proportional to the outsourcing vendor's performance that positively impacts the company.

Look for flexible pricing options

Do not enter into an outsourcing deal that has rigid pricing options. Ask for flexible pricing options in the form of pay per transaction, per hour basis, and dedicated resources. In fact, all the terms of the deal, including price (which can be subject to appropriate renegotiation terms), should remain the same.

Check location of the vendor

When you are looking for an outsourcing vendor, your main priority should be the location. Get the time zone advantage, where you can ensure you can provide 24/7 business services. Also, do a thorough check on location in the form of: whether the location is prone to natural calamities, is there civil unrest, does the country have good governance, etc. Even if your outsourcing location is as safe as a haven, check for their disaster recovery plan. How will they be able to provide your business continuity in the face of a natural disaster?

infrastructure security

When you decide on outsourcing your data entry services to an offshore location where confidential company information will be shared with a third party, ensure they have a robust security policy in place. Make sure your vendor provides the necessary infrastructure to keep your data secure and devoid of vulnerabilities.

usage of technology

Check on what kind of technology is being used to manage your data. Are they using the latest technology to automate data entry services in the form of Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR)? Your outsourcing vendor must implement the latest technologies and best practices to process your data.

Compare costs and check for hidden costs

When you outsource your back-office work to an offshore location, compare costs with several outsourcing vendors and work with them for a trial period. Look for experienced outsourcing vendors who have earned their reputation by providing quality services. Also, look for hidden costs in your agreement. So read those contract agreements carefully and don't take anything for granted.

Work with them on a trial period

Before making your outsourcing deal permanent, work with them for a trial period and make sure it is mentioned in the agreement. This activity will help you in the assessment of the team that is handling your project. If you find the results unsatisfactory, then you will be under no obligation to go ahead with your agreement with the vendor.

Ask for proper reporting structure

Examine whether your outsourcing vendor has a proper reporting structure and open communication channels between key personnel. Check the vertical and horizontal aspects of reporting structure to understand relationships among employees and their departments. This reporting structure framework will establish which key personnel is in charge of which task.

At the beginning of the project, companies should ensure that as many resources involved in the process are designated as 'Key Personnel.' Companies should have more say about interviewing, cite unhappiness, and even discontinue key personnel services if necessary; you have to limit your vendor's ability to replace them at their will. This, in turn, will help you to gain more control over the quality of the labor assets assigned to your process.

Ensure scalability

Check whether your outsourcing vendor can scale up your process when required. When you are expanding your services, even your outsourcing vendor should provide you the necessary infrastructure for growth. Work with vendors who can easily scale up the process as and when needed.

Ask for high data accuracy and quality standards

Ensure your outsourcing vendor provides high data accuracy standards. Many outsourcing vendors have pretty low data accuracy standards because they want to achieve their data entry accuracy goals. So look for an outsourcing vendor who provides data entry accuracy consistently at a higher rate. ISO 9001

Check internet bandwidth

Many emerging markets provide business process outsourcing services. Before entering into a deal, check for the internet bandwidth in that particular offshore location. See whether you can upload and download the data at a faster pace. Check whether the data migration from your company to an offshore location is a seamless process. As locations with lower internet bandwidth struggle to get the work done promptly, deliverables and processes suffer.

Visit the premises

Finally, before you outsource your data entry services, the last step is to visit the premises where your process will be handled. Check whether the outsourcing vendor is providing you the services that they have promised. Visiting the premises will give you a clear picture of the outsourcing vendor regarding location, infrastructure, and processes in place. This will help you make an informed decision and finalize the deal to outsource your data entry work to an offshore location.

Invensis is a leader in offering data entry outsourcing services since 2000 and has been supporting small to large companies globally across US, UK, Canada, Australia, India, Singapore, Ireland, UAE, France, Germany among others. We incorporate best-in-class technology to automate the data entry process, by implementing OCR and ICR technologies as part of its data entry solutions. Visit Data Entry Services for more information.

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About Invensis

Invensis Technologies has been providing high quality data entry services for the past 20 years for many Fortune 500 and Fortune 1000 companies across the globe. The company offers you unprecedented and accurate data entry services at a competitive price point. Invensis technologies provide data entry services which include: order entry and processing; purchase order management; transaction data processing; data mining; CRM database management; records indexing, survey forms processing and more. We pride ourselves by being one of the top ten data entry service providers in the world where our services and solutions have enabled businesses to accelerate growth, cut cost and improve their operations.

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What We Offer at Invensis

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Solution IT Service - invensis
What We Offer at Invensis

Lorem Ipsum is simply dummy text of the printing and typesetting industry. Lorem Ipsum has been the industry's standard dummy text ever since the 1500s,