Pearl Document Scanning Blog

News and updates related to the document scanning industry.

How Can Data Entry Services Help You?

data entry
Data entry is a service that a lot of people don’t realise exists so they continue to spend money and time manually entering it themselves when they could be reaping some major benefits.

What is Data Entry?

Data entry is the process of inputting information into a computer system from a hard copy format like paper and by typing it out onto a spreadsheet system. This includes handwritten text and documents as well as spreadsheets containing names, addresses etc.

Who Uses Data Entry?

Data entry is completed in companies and organisations across the UK for anything from invoices and accounts payables in the finance department to employee files and appraisals in the HR departments. This data is often inputted by members of staff in those departments or by staff specially assigned to the job. Data entry can also be used for company reports, surveys and questionnaires.

How Can Data Entry Services Help?Customer Survey data entry

  1. Outsourcing data entry services can bring a wide range of benefits for you and your company including;
  2. Abolished costs of storing documents in off-site storage facilities.
  3. Reclaimed office space with reduced need to store documents in hard copy.
  4. No need to hire extra staff to do the job in-house.
  5. More focus on important tasks rather than tedious data entry.
  6. Access to relevant information in an organised system in seconds.
  7. Bulk data entry can be completed quickly by professionals.

Data Entry Services

Here at Pearl Scan, we provide a fully bespoke data entry service for individuals, companies and organisations across a wide range of industries. Whether you work in finance, HR, education, law, healthcare or any other industry, we can help you to digitise information from annual reports, surveys, manuals, specifications and much more.

Our services are fully accredited to quality and security standards and we can handle small to large scale projects in a quick turnaround. For more information about our data entry services, please get in touch or fill out our online form for a free, no obligation quote.

Take a look at some of our related articles here-
What is Data Entry?
A Survey for the Survey Makers
Data Capture- Things to Remember

What is Data Entry?

What is Data Entry?

As a company that digitises over a million images each month as well as supplying data capture and data entry services, we get asked this question a lot. Often people aren't sure about the difference between data capture and data entry. Sometimes they're not sure what the benefits of data entry are. In this article, we will go into some detail as to what data entry is and how it can benefit your organisation.

So What is Data Entry?what-is-data-entry

As silly as it may sound, data entry does exactly what it says on the, ahem, 'tin' (so to speak). A person or even an automated system will enter data, which was previously only available physically, into digital format. However, there's more to it than that short answer.

Services, like Pearl Scan, which provide data entry and data capture solutions will often be able to differentiate between the two by looking at the documents you want digitised, such as surveys or feedback forms. These forms will have been entered in by staff at a company or the customers of a business when the company is looking to find out more about the behaviour and interests of their buyers.

Data entry at its most basic is the entry of words and numbers seen on a document. This can be done by scanning the document into a system and running it through a complicated OCR system to extract the words, numbers and characters. However, this cannot be applied to handwriting, which often appears on these kinds of forms in textboxes for further comments. Sadly technology is not yet at a point where hand writing is easy to convert automatically by computers, so we usually rely on good old human data entry to fill in what's been written.

When they outsource their data entry project, people can often worry about the extra costs of manual data entry but with companies like Pearl Scan, it usually adds very little expense.

What About Data Capture?

Data entry is also not to be confused with data capture. Data capture is similar but the process is normally mostly automated. Data capture is performed mainly to extract the data of multiple choice style check and tick boxes.

'Yes' and 'No' answers are also usually done via data capture services. If you have a form which has a mixture of both, it is still possible to process them at the same time and send all of the results back to you in a cohesive format. As we mentioned in a previous blog post, data capture forms don't have to have a specific layout so your data entry can be whatever you need it to be.

OCR and Data Entry

OCR or Optical Character Recognition is a form of extracting data from scanned documents to make them editable in their digital format. For example, you can scan an old book and convert the text into a readable format, mainly Microsoft Word .doc format. This provides easy editing for reprint and export to PDF. OCR is an essential element of what makes non-handwritten data entry what it is. OCR software, or at least the most accurate and powerful, is usually developed by the company providing the OCR service.

We hope this post has gone some way to providing you with the information you need but if you have any more questions about data entry and how it can help your organisation, don't hesitate to get in touch.

A Survey for the Survey Makers

A Survey for the Survey Makers

Calling all survey makers and takers! Today we have a survey for you. If you rely on surveys and questionnaires on a regular basis, take this survey and find out what solutions Pearl Scan has for you.

1. How important are the following factors in your day-to-day business? (1=Very Important -5= Not Important at all)







Having all of the information you need in one place.


Getting all of your information quickly.


Having your information safe and secure.


Having extra space in your office.


Reducing outgoing costs.


Having an environmentally friendly workspace.



If you answered 1 or 2 for any of the above then please continue. Tick Yes/No in answer to the following questions.





Do you deal with a large amount of surveys?


Are you struggling to find the storage space to keep all of the documents?


Is electronically entering the data taking up too much time?


Would you like all of that worry and stress to be taken off your hands?




If you answered yes to any of the final three questions, we have a solution that may interest you. Of course, the above questionnaires were just a bit of fun but we know that the handling of your surveys and questionnaires is serious. Here at Pearl Scan, we offer a fast and secure data entry and data capture service tailored to suit your specific needs.

Data Capture & Data Entry Processdata-capture-form-magnify

To digitise your surveys, we first program our scanners to collect the data from relevant parts of the documents. Once the scanners know where to pick the information up from and the corresponding place to send it to, we can then feed the pile of documents (whether large or small) through the scanners. This process can take just minutes or even seconds to complete. Any handwritten data will be entered by our fully trained and experienced staff. Once all of the documents have been scanned, they can be converted into various formats including CSV, Excel, XML and Database. To complete the data capture or data entry service, your original hard copy documents can be shredded and safely disposed of on request once you are happy with your online copies.

If you are interested in getting a quote for survey scanning Data Capture or Data Entry services, please get in touch today and speak to one of our friendly team.