Data Entry Operator Job Description

by Publishing Team on August 10, 2010

Data Entry Operators are responsible for the transcription of information from one form into another using machine, usually a computer. They transcribe hand-written information such as a list, customers’ personal information, membership or medical records.

When required, they manipulate existing data, editing and proofreading entries to make sure they are accurate. The information can then be used by another departments or customers for their own purpose.

Nature of Work

Data entry operators work in the Information Technology industry. They work with specific data, comparing them with source documents, verifying to detect and prevent errors, editing them as needed before finally keying the information into computers. Their job involves locating and correcting errors in data and reporting them to management. The read original source documents such as sales reports, bills or cancelled checks and using computer keyboards or optical scanner, enter data into specific fields in the electronic form designed for this purpose with the help of specific programs or software. They compare the data on the source documents and compare them with the entries in the visual display screen, and correct errors. Source documents can come from other departments within the company, external agencies, the public and other private or government sources. They may also be required to load input or output media to the machines they use such as paper, disks, tape or cards. Data entry operators select the appropriate materials to fulfill the work assigned to t hem, store completed jobs, and keep a record of their assigned activities and completed assignments. They may also be tasked with operating peripheral equipment such as tape readers and printers.


Many data entry operators are high school graduates and usually receive on the job training. Many employers prefer those with a high level of skills in grammar, spelling, and punctuation. Candidates must also have extensive knowledge of computers and peripherals, and other standard office equipment. They should be familiar with computer programs such as word processors, spreadsheet and database management.

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