Aim

Promoting accurate data entry

Description

Despite the fact that the fields to be entered can be defined within modern data entry programmes, it is important that the data are entered in as standardised a way as possible. Conscious data entry can rapidly switch over onto automatic pilot. Therefore it is important that the data entry clerk(s) continue(s) to work in the same way. To motivate the clerks and let them understand the importance of accurate data entry, it is necessary to provide them with extensive background information about the data entry screens and the questionnaires to be entered.

If there are multiple data entry clerks, the mutual differences need to be minimalised. This can be achieved through training and mutual co-ordination between tasks.

Repeated measurements over time should be processed by the same person as much as possible.

When new data entry clerks are recruited during the data collection process, it is preferable for these individuals to be trained by the same person who provided the original training. New data entry clerks can also be trained by a good data entry clerk, provided that the original trainer is present during these sessions. This to allow the trainer to monitor whether the input process still corresponds with the original, approved practice. Example of instructions.

See the detal section for examples of a list of qualifications.

A good data entry clerk for scientific research needs to have a number of specific qualities. These can be used as selection criteria when recruiting. The summary below can be viewed as a starting point:

• Experience using data files;
• Experience using specific computer programmes;
• Experience of data collection in scientific research;
• Able to undertake simple administrative tasks;
• Able to work accurately;
• Asks for help on time when things aren‘t clear or when problems occur;
• Works independently;
• Has knowledge of, or experience with the research topic;

Practical information about recruiting assistants

V1.1: 1 Jan 2010:  English translation.
V1.0:  21 April 2004.

• Have all data entry clerks received extensive information? (If so, how and by whom? If not, why not?)
• Are multiple data entry clerks involved in the study? (If so, which measures have been taken to reduce mutual variation?)
• Are there repeated measurements? (If so, will these measurements be processed by the same data entry clerk?)
• Have new data entry clerks been recruited during the project? (If so, who trained these clerks?)