A data entry company like Fletcher Data is often forced to use buzzwords and jargon.
Here we try and explain some of the processes and terms we use to perform and describe our data capture and data entry tasks.
Address Enhancement
We key and update incomplete customer records to ensure customer and business addresses are accurate. Data is also validated by passing it through the Royal Mail complete UK address database.
Audio Transcription
Transferring data from a sound recording (eg voicemail) and capturing in database form.
Barcode
A method of representing data in a visual, machine-readable form. It can hold a URN or even a full name and address. It can be read by machine and returned in bulk as an excel file.
Barcode Recognition & OCR
We have the capability to read bulk barcodes (standard 1d and datamatrix 2D). Our technology can also read certain images and convert the text to a Word Document.
Capture From Web Pages / Web Mining
Using our software to automatically convert data from websites to contact names and addresses.
Data Anonymising
The process of either encrypting or removing personally identifiable information from data sets, so that the people whom the data describe remain anonymous
Data Analysis / Management Reporting
Any type of data analysis or reporting can be undertaken to provide a breakdown or graphical representation of your data
Database
A structured set of data held in a computer. Most commonly for us this is a list of customers, their contact details and marketing preferences.
Database Entry
Entering data directly into a computerized database or spreadsheet.
Data Cleansing
The process of detecting and correcting (or removing) corrupt or inaccurate records from a database. We may remove customers from a database who have moved properties or enter their new address. We can also identify address information which is incomplete or outdated and update.
Data Encrypting
Where information is encoded and can only be accessed or decrypted by a user with the correct encryption key. Without a key the data appears random or scrambled.
Data Enhancement
Data enhancement is the process of improving data making it easier to understand and report upon. We will research data to complete missing fields and ensure fields such as job title, phone number and address are standardised.
Data Entry (Data Capture, Data Keying)
The act of entering information into electronic formats by using data processing software on a computer. We use data entry operators to do this and usually return in Excel (in an easy to decrypt protected file).
Data Management
Administrative process by which the required data is acquired, validated, stored, protected, and processed, and by which its accessibility, reliability, and timeliness is ensured to satisfy the needs of the data users.
Data Preparation
Sorting mail directly delivered to us. We can provide a PO Box or Freepost address and take delivery of your item to our secure offices. Once here we can open your mail and sort the contents.
Data Processing
Manipulation of data by a computer.
Data Security
Data security is a set of methods to protect data from intentional or accidental destruction, modification or disclosure. For us this applies to data held on our computer system but also physical data held within our office. Once the data capture process is complete it is either securely returned to the customer or shredded.
Data set
A portion of data held on a database
Data Validation
Various routines and procedures are used to confirm the quality of your data.
De-Duplication Facilities
We run routines to remove data listed more than once. This can be a hard dedupe (data matched exactly programatically) or soft dedupe (visual comparing and identification of similar items).
Document Archiving and Retrieval
Where paper information (eg an historical invoice) is scanned as an image and stored on a system. We capture information from this document eg Name, date, ID and this information can be used to identify the image. The paper can be destroyed saving storage space and enabling easier identification of document.
Document management
A Document Management system can be designed to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner
Document Scanning
Making an electronic image of a paper document.
Excel
Microsoft Excel is a spreadsheet capable of holding and manipulating data. This is the format we return most of our data although we can supply in pretty much any format requested by a customer.
Freepost address
Where a person is able to send mail without affixing postage, and the recipient pays the postage when collecting the mail. We can arrange Freepost licences for your business.
GDPR
GDPR is a regulation binding all UK (and EU) businesses concerning data protection and privacy of citizens. It also addresses the transfer of personal data outside the EU and EEA areas.
Goneaway
An item of mail that is unable to be delivered.
Internet Research (Web mining, Data Mining)
The process of using information available on the web to create or enhance databases. Eg Researching organisations’ website to verify or identify the current post holder in a job and his or her contact details.
Marketing
The action or business of promoting and selling products or services. Many of our customers market to potential clients by sending advertising literature by mail or email.
Online Entry
Where data is entered directly onto a secure system owned by a customer rather than into our bespoke data capture system.
Output to Common Formats
We can return your data in many formats either well-known or custom designed. Our most popular output types are excel and text but we can accommodate most needs.
PAF Address Generation & Validation
Our data is cross referenced to the most recent list of all UK addresses provided by the Royal Mail. (PAF – Postcode Address File)
PO Box address
A central collection address for your mail.
Programmatical validation
Data can be checked using our computer software. For example we can check whether any data meets any criteria specified by a customer. This helps us meet our high accuracy standards.
Returns Management (Returns handling)
This is the management of returned mail and items to a company. Put simply, when a customer has moved house and the new occupier has “returned to sender” we take receipt of the envelope. Unique information about that customer is keyed and to ensure they are not mailed again. The envelope is then confidentially destroyed.
Secure Disposal & Shredding
We offer a paper shredding service fully compliant with data protection legislation.
Survey Entry
We also enter data from questionnaires either into Excel or directly online using a third party tool such as SurveyMonkey.
UC Code (Undeliverable Code)
Code used by Royal Mail to identify why the mail item was returned to sender. For example – addressee has moved, address does not exist.
White mail
Mail items generally containing address-change requests, complaints, inquiries, and orders.
Have you looked at our case studies?
