Data Entry:
In the data entry phase, data is captured or collected by recording, coding, and editing activities. This data has then to be converted into a form which can be fed directly into a computer system. In transaction processing systems, data can be entered in three ways. These are manual data entry, semi-automated data entry, and fully automated data entry. In manual data entry, a person called the operator enters the data by hand. For instance, census department personnel collecting information about the population growth collect and enter data manually. However, the problem with manual data entry methods is that it is difficult to enter data quickly and accurately into a computer. This is why traditional methods of entering data manually are increasingly being replaced by more direct and automated methods. The main objective of using direct and automated methods is to minimize or do away with the numerous activities involved while entering data using the traditional data entry methods.
In the case of semi-automated data entry, a capturing device such as a scanner is used to enter the data with some amount of human intervention. For instance, in retail stores, details pertaining to the products purchased by the customers are automatically entered into the computer once the product is scanned by the salesperson. The use of such data capturing devices speeds up the transaction entry and processing stages. In fully automated data entry, data is entered completely without any human intervention. In this method, two computers interact with each other through a computer network. For instance, fully automated data entry methods are used by manufacturing companies. When the inventory of a particular component is low, the inventory management system interacts with the computer system of the supplier through a computer network. This process is also called electronic data interchange (EDI). Bar-coded tags, magnetic stripe cards, optical character recognition wands, etc. are various data automation methods used for entering data into the computer system.
When a transaction is recorded manually, a copy of the document is normally used. At times, special data entry equipment may be used to create machine-readable records for subsequent batch entry into the computer, or the data in the document may be entered directly. Most often, data needs to be validated so that its accuracy and completeness can be determined. This ensures the quality of the output, which is in the form of various reports. After the input data items have been validated, the data is processed.
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