A Definitive Guide to Outsourcing Data Entry Services

When a company uses an outside firm to handle data entry, they are said to have “outsourced data entry“. These services include converting unstructured information into more structured digital representations like databases and spreadsheets.

Data and any relevant instructions or templates for data input are normally sent from the customer to the outsourced data entry service provider first. Afterwards, the service provider will assemble a crew of experts to enter the information into your preferred format by hand.

How do Outsourcing Companies Handle Data Entry?

To complete data entry jobs, businesses might use outsourcing data entry services. Typically, the procedure starts with the customer providing the service provider with the necessary information and detailed instructions. The company then sends a group of experts to manually enter the data into the proper format, using various software applications and technological advancements to speed up the process. The processed data is provided to the customer after passing quality checks and validations to ensure correctness.

The process relies heavily on open lines of communication and cooperation between the customer and the service provider. They are maintaining a streamlined procedure that benefits greatly from consistent communication, feedback, and clarification of needs. Businesses may save money, boost productivity, and get access to qualified personnel by using data entry services provided by outside vendors. By outsourcing data input to experts, companies can concentrate on what they do best, while the outsourced service guarantees timely and accurate data processing.

What are the Types of Outsourced Data Entry Services?

Data input is only one of many duties that may be outsourced when converting analogue information into digital form. These services provide firms with adaptable methods of handling their data, regardless of the sector in which they operate. Some frequent examples of data input outsourcing are as follows:

Entering Data Online

Data entry of this kind entails entering information obtained from the Internet into electronic forms. Data input may include the following:

  • Filling out online forms.
  • Capturing information from websites.
  • Extracting knowledge from databases.
  • Conducting surveys online.
  • Entering material into a content management system (CMS).

Research, sales, mining information, and managing material online all rely heavily on online data input services.

Manual Data Input

Paper papers, handwritten forms, invoices, receipts, catalogs, and books are all examples of offline data sources that must be entered into a computer. Professional data entry clerks carefully enter the data, checking for correctness and making sure it’s in the right format as they go. Businesses often turn to offline data entry services when vast amounts of paper-based data must be transformed into digital records. This is the case in many sectors, including healthcare, banking, logistics, and retail.

Document and Image Processing

Information retrieval from scanned documents, PDFs, pictures, and other document formats falls under this category. Providers employ sophisticated OCR (Optical Character Recognition) software and human data entry approaches to decipher the text inside scanned pictures and paper documents. The digitization of archives, data transfer, and document management systems benefit greatly from image and document data entry services.

Data Conversion

Data conversion services aim to make data usable and compatible across different platforms. PDF to Word or Excel, XML to CSV, HTML to XML, or any other format conversion may be required. Data conversion services come in handy when moving information from one platform to another or when merging multiple databases into one.

Computerized Computerized Data Entry

Data entry is entering information into databases—data entry into fields or tables during database creation, maintenance, and updates. Customer relationship management (CRM) software, inventory management software, online directories, and other database-driven applications use database data input services.

Purifying and Enhancing Data

Data cleaning services aim to remove any errors, duplications, or stale information from a dataset. Service providers use data validation methods, data matching algorithms, and human inspection to clean and improve the quality of the data. Data cleaning and enrichment services are important to keep client databases up to date, enhance data dependability, and facilitate data-driven decision-making.

Information Extraction and Mining

Data mining and extraction services require gathering massive amounts of data to find relevant information or insights. Service providers use automated technologies, algorithms, and human assessment to spot trends, patterns, or significant data points. Services that mine and extract data may help with trend predictions, market research, competitive analysis, and sentiment analysis.

Labeling and Annotating Data 

Annotating and labeling data for training machine learning models or creating labeled datasets for AI applications are what data annotation and labeling services are all about. Providers of these services add tags, classifications, or annotations to data in the form of photographs, videos, text, audio, or sensor readings. Services for annotating and labeling data are useful for various software, including computer vision, NLP, autonomous cars, and AI-powered decision-making.

Which American Businesses Outsource Data Entry Services? 

Many businesses in the United States use data entry services outsourced to other enterprises to save money and time. Although it would be impossible to provide an exhaustive list, the following are examples of well-known companies from a variety of sectors that have been known to outsource data entry services in the United States:

  1. Johnson & Johnson, a worldwide healthcare provider, uses data entry services provided by third parties to manage its vast trove of medical records, patient information, and other healthcare-related data.
  2. Data management for clinical trial information, medication information, and regulatory compliance at Pfizer, one of the biggest pharmaceutical firms in the world, is handled by external data input services.
  3. Bank of America, the biggest bank in the United States, uses third-party data entry services to handle client data, financial transactions, and data entry related to regulatory and legal compliance.
  4. Global financial services provider JPMorgan Chase & Co. uses outsourced data entry services for various data-intensive operations such as client application processing, transaction data input, and data validation.
  5. The retail and online shopping giant Amazon uses data entry outsourcing to handle customer information, product catalogs, inventory management, and order processing.
  6. To ensure their supply chain always operates with the most recent and correct data, Walmart, a prominent retail organization, uses third-party data entry services to handle product data maintenance, price changes, and inventory data input.
  7. The IT giant uses third-party data entry services to handle the massive volumes of information it collects for software licenses, product details, and customer service.
  8. Data processing, document management, and data validation are just some of the many outsourced services offered by IBM, a worldwide technology business.
  9. State Farm, the largest insurer in the United States, uses third-party data entry services to manage its customers’ personal information and those of its policyholders and claimants. Additionally, policyholder data, claims processing, and underwriting data input are all handled by third-party (outsourced) services at Allstate Insurance.
  10. Nielsen, a worldwide leader in measurement and data analytics, uses third-party data entry services to process its vast troves of survey, consumer research, and market analysis data.
  11. To gather, process, and enter data for their market research studies, GfK, a market research organization, uses an outside provider.
  12. Data entry services are contracted by the United States Postal Service (USPS) to handle address databases, mail sorting, and postal tracking.
  13. Regarding medical records, claims processing, and other administrative data entry chores, the Department of Veterans Affairs (VA) relies on third-party providers.
  14. UPS, a worldwide leader in package delivery and supply chain management, uses third-party data entry services to keep track of shipments, shipments in transit, and other logistical data.
  15. FedEx uses third-party data entry services to keep track of packages, customers, and inventory in the supply chain.

It’s worth noting that even among competitors in the same market, not all use the same level of outsourcing for data input. In addition, each business’s needs and preferences will influence the selection of its outsourcing partner.


Businesses in the United States and worldwide rely heavily on outsourced data entry services. Data entry service providers allow companies to concentrate on their core skills while they concentrate on streamlining processes and increasing efficiency.


Cost reduction, access to qualified workers, scalability, and more accurate data are advantages of outsourcing data entry services. Online and offline data entry, picture and document data input, data conversion, data cleaning and enrichment, and data mining are just some of the data entry services service providers provide, all of which are handled by skilled experts and cutting-edge technology.


If you want your data entry outsourcing project to succeed, picking the correct outsourced partner is essential. When deciding on a service provider, it’s important to consider their knowledge, experience, data security, quality control procedures, scalability, and accessibility.

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