Data Entry Outsourcing – The Security Aspect That Needs To Be Carefully Considered
Data Entry Outsourcing – The Security Aspect That Needs To Be Carefully
Data entry outsourcing is a great way for businesses to cut costs and streamline
their functioning. However, the security aspect should be given due consideration
when making the outsourcing decision.
If there is something that is the most
defining factor in data entry outsourcing or
in outsourcing any kind of data processes, it
is security. Security breaches could make
life very difficult for the companies that
outsource data entry, and even lead to
serious legal issues if the information
involved is sensitive.
Data security is absolutely vital for any
outsourced service, especially data entry
outsourcing. In addition to accuracy and
timeliness in the assigned task, the data entry company should ensure security for
the information that is entrusted to it. Right from the time the information is sent to
the company to the time that it is formatted and delivered back to the client, security
needs to be ensured. A professional data entry company will leave no stone unturned
to maintain the security and confidentiality of the sensitive documents that it
Exhaustive Security Measures Employed
An efficient data entry outsourcing company
would employ precautionary measures in every
step of the data entry process. Whether the
online data entry or offline data entry service is
performed offshore or onshore, stringent security
measures are put in place. Here are some of the
steps that are employed:
The data stays on the central servers. All
processing is carried out on these servers alone and care is taken that no
image or text leaves these servers. The data entry professionals of the
company cannot print or download the data.
The original documents, which could be the hard copies or source files, do not
reach the hands of the staff members. Document scanners are used to scan
the source material quickly. Data is keyed from the scanned images or is
extracted using text recognition methods.
The source documents are disposed of safely. A professional data entry
company ensures safe disposal of the files (via shredding or other methods)
so that the sensitive data does not fall into the hands of third parties and
BPO staff have to sign confidentiality agreements and would be fully educated
on information security policies. For added safety, each project may be
broken up and allotted to different teams.
Established BPO companies see that surprise security checks are conducted to
ensure that the staff is strictly adhering to the prescribed data security
All the computers used for the project are password-protected. Powerful antivirus protection and firewalls are implemented and constantly updated.
Regular backups are taken of all sensitive information.
Other workplace security measures adopted would include maintenance of
personnel and material movement registers, intrusion detection measures,
256-bit encryption for file transfer, and round-the-clock security in the
physical premises of the BPO company.
Implementing such measures to prevent security breaches and loss of data can build
client confidence and contribute to enhancing the reputation of the data entry