Must Know Data Entry Glossary Terminology with Definition

To manage the data and ensure data integrity for faster operation, a data entry glossary is a must.

To help you in your data entry work, we are going to discuss all the terms that are related to data entry management. We will divide them into different categories.

• Major data entry terms.
• Advanced data entry terms.
• Product and E-commerce data entry terms.
• Document and legal data entry terms.
• Industry-specific data entry terms.
• Tools and software focused on data entry terms.

What Is a Data Entry Glossary?

The data entry glossary is a complete referencing guide that defines major terms, tools, and concepts that are often practiced in inputting and sorting data or information into a digital system.

Specifically, when you are working with a number of data points that might be customer info, product info, client info, contact details, or any other data, you must be aware of data entry glossary terms.

Also, the data entry glossary creates impacts on different roles of people, like freelancers and business owners, virtual data entry assistants, etc, in different ways.

• As a freelancer, you will be able to manage your data consistency and accuracy more efficiently because it will provide you with clear knowledge about data metrics, formats, and terms. Here, the professional data management matters.
• Along with that, those who run businesses like e-commerce, SaaS, IT service, real estate, etc they will easily manage large amounts of data without errors.
• The data entry glossary mostly helps with virtual data entry assistance. They have to maintain client data on demand. So, glossary knowledge will ensure more accurate and consistent data management.

We can say that a professional and secure data management process becomes more accurate and hassle-free because of the data entry glossary.

Core Data Entry Terms

Data entry is entering something into a computer. To get acquainted with a data entry job, you need to learn some basic terms. These are terms you will see in any project.

Data Entry

Data entry is the inputting of data into a system. This can be anything: names, numbers, information.

Example: Entering customer information from a paper form into a sheet or an Excel file.

This is typical in a copy-paste data Entry Service.

Data

Data is the material you work on. It can be text, a number, or a date.

Example: A telephone number, an email address, or the price of a product.

Database

A database is a location where data is stored in an organized format.

Example: A list of customers in a software program such as CRM or Excel.

Spreadsheet

In a spreadsheet, you have rows and columns. Excel and Google Sheets are popular options.

Example: A spreadsheet that logs daily sales.

Record

That is what a record means, and it’s one complete collection of data on a single thing.

Example: A customer’s name, phone number, and address equals one record.

Field

A field is a subset of a record.

Example: The email address is a field within a customer record.

Row

A row reads left to right. One row generally represents one record.

Example: 1 row for each employee.

Column

A column runs top to bottom. The data type in these columns is the same.

Example: A column where phone numbers are listed.

Cell

A cell constitutes a single box in the spreadsheet. It is the point of intersection between a row and a column.

Example: One single price entered in a cell.

Both these terms are observed in a handwritten data entry service, where data is entered from paper documents.

Advanced Data Entry Terms

Quality is key in professional data entry work. These names help keep data clean and accurate.

Accuracy

Precision refers to the data without errors.

Example: A valid phone number that does not have any missing numbers.

This is of primary importance in the accounting data entry service.

Data Validation

Data validation stands alone if the existing data is valid before saving.

Example: Allowing only digits in a price field.

Data Cleaning

Data cleaning is the process of correcting incorrect or messy data.

Example: Trimming of white space and roaming symbols surrounding names.

Duplicate Data

Duplication of data occurs when identical information from the answer to one question appears in another response.

Example: Same customer added twice in a list.

De-duplication is a requirement of all CRM data entry service projects.

Quality Check (QC)

The QC is the last level of data check. It checks for errors.

Example: Re-checking totals before submission.

Formatting

Formatting is the process of making data appear clean and neat.

For example: Enter all dates in the same format, such as DD/MM/YYYY.

Standardization

Standardization is the practice of applying the same rules everywhere.

Example: Country names, where they are entered in one way.

These measures are very crucial in QuickBooks data entry service as there is not much gap for small errors that can lead to big problems.

E-commerce/Product Data Entry Terms

Online stores require clean product data to sell more. Yes, these words are related to e-commerce work.

Product Upload

Product upload is the process of adding products to an online store.

Example: Updating the site with a new shirt.

This is a part of e-commerce product data entry.

Catalog Management

You’ll also have full access to your catalog, otherwise known as all of the products you’ve added.

Example: Removing out-of-stock items.

Product Attributes

Attributes are product details.

Example: Color, size, brand, or material.

Variants

Variants are unique versions of a product.

Model: A black and white shoe.

SKU

SKU is a product code. It helps track products.

Example: A different code for each item.

Inventory Data

Inventory data shows stock levels.

Example: 50 left of our stock.

Price Updates

Price changes refer to the updating of a product price as and when needed.

Example: Discounting products during sales.

We include such terms in our daily operations for store management, like Shopify product data entry service, Magento product data entry service, and eBay product data entry service.

Document and Legal Construction Data Entry Terms

Document entry online and document data entry require more attention. Simple errors can lead to severe consequences.

OCR (Optical Character Recognition)

OCR, for the unenlightened, is a technology that extracts text from images and scanned documents.

For example, by converting a scanned contract into text, you can edit it.

Source Document

A source document is the one from which data originates.

Example: A paper form, scanned file, or contract printout.

Target File

The data ends up in a target file.

For example, an Excel or Word file.

Legal Documents

Legal documents are official papers.

Such as: Contracts, deeds, court records, or agreements.

The legal documents data entry service requires high accuracy in these files.

Confidential Data

Confidential data is private information.

For example: Bank records, I.D. numbers, or loan history.

Files must be protected. Access must be limited. Accuracy is also key. A single misdialed number can mean loss or delay. This is precisely why mortgage data entry services attach to an exact process and checks.

Industry-Specific Data Entry Terms

Different industries use different data. Each needs special care.

Real Estate Terms

There are some specific terms used for the real estate data entry process. Those common terms are property records, listing, client data, and more.

Property Records

Records will list property and land or home details.

Example: Name and address of owner, owner size.

Listings

Listings are for sale or rent.

Example: A house listed on a real estate website.

Client Data

Customer data is the information of either the buyer or the seller.

Example: Phone number and email.

This kind of work is managed in real estate data entry services.

Logistics Terms

Logistics business data entry specific terms are related to the storage, movement, and handling of goods.

Order Processing

Order processing tracks customer orders.

Example: Confirming a shipment order.

Invoice Management

Invoice management means handling bills.

Example: Entering shipping costs.

Shipment Tracking

Shipment tracking shows the delivery status.

Example: Tracing a package on its journey.

These types of entries come under logistics data entry services, where speed and accuracy are essential.

Tools and Software Terms

Tools make data entry more efficient and more enjoyable.

Excel

Either do rows and columns in Excel.

Example: Sales reports.

Google Sheets

Google Sheets works online.

Example: Team data sharing.

CRM Platforms

CRM stores customer data.

Example: Leads and contacts.

ERP

ERP manages business data.

Example: Finance and stock data.

Cloud Storage

Cloud storage saves files online.

Example: Google Drive.

CSV Files

Simple data can be saved with CSV files.

PDF Extraction

PDF extraction does exactly that, as it extracts from PDFs.

The right tool depends on the job. Tools that are based on fit online data entry services, matters that need little attention to me fit offline data entry services.

Freelancing and Outsourcing Terms

Work rules also apply to freelancers and virtual assistants.

Turnaround Time (TAT)

TAT is how fast work is done.

Deadlines

Deadlines are due dates.

NDA

NDA keeps data private.

Batch Processing

Batch processing refers to working with more than one file at a time.

Client Requirements

These are rules established by clients.

Freelancers schedule work, verify data, and comply with rules. This is why outsourcing offshore data entry services and virtual assistants for data entry is providing clean and safe outcomes.

Final Words

To remove the misinterpretation and unnecessary errors, improving data quality, you must have knowledge of a data entry glossary, which is always helpful.

In this blog, we have discussed all the major data entry terms that are often used. All the terms are categorized on purpose, like core data entry terms, advanced data entry terms, ecommerce product data terms, document legal data terms, etc.

Frequently Asked Questions

What is data entry?

Data entry is the act of inputting data into a computer system. This data could be text, numbers, images, or files. It makes it easier for businesses to retain, manage, and advantage data properly.

What skills are required for data entry jobs?

Data entry work requires just that data entry, basic typing skills, and an understanding of how to use a computer. It also helps to know Excel, Google Sheets, or basic software.

What are a few data entry terms that beginners should first learn?

You might want newbies to understand terms such as data, record, field, row, column, spreadsheet, and database. These are words used every day in data entry positions, and ultimately, it helps when you can see the tasks or instructions.

What is the importance of accuracy in data entry?

Reports, payments, legal files, or customer records can all be defiled by incorrect data. Valid information allows businesses to make the correct decision and then not suffer any loss due to it.

What are the typical tools used for data entry?

Top data entry tools include Excel, Google Sheets, CRM software, ERP solutions, and PDF to Word converters. Such tools ease data input, editing, organization, and storage in a controlled manner.

What are the general data entry errors?

Typing mistakes, incorrect formatting, identical rows, absent data, and loss of data are some common errors that take place while entering the data. These errors are typically caused by inattention, lack of checking, or unclear source documents.

What are the ways of avoiding data entry mistakes?

Professional data entry services are versed in these concepts and utilize well-trained staff, quality control programs, validation rules, and back-ups. They check the work before delivery to guarantee the authenticity of the work, format, and data.

Is it possible for businesses to get the work of data entry outsourced?

Sure, businesses could outsource data entry jobs to save time and, of course, the cost too. Outsourcing allows access to experienced groups that process large batches of data, meet strict timelines, and produce reliable work without having to staff full-time.

Is it secure for data entry for confidential information?

Safe data entry is performed by trusted parties. Professional services depend on NDAs, secure systems, controlled access, and strict rules to guard confidential data such as legal files, financial records, and personal information.

What is the fastest way of learning data entry terminology?

You can easily pick up data entry terminology by working with sample files, reading about job descriptions, or writing your own glossary. Regular training and actual tasks that include the mastering of terms contribute to faster understanding and easier memorization.