Data Entry Keyers

Career summary

Data entry keyers may also be called data entry clerks, data entry specialists, keypunch operators or data entry operators.

#from wois 1438

# 3/18/19 lh

Data entry keyers do most of their work on computers and use keyboards and scanners to enter information. For example, they may fill in forms that appear on a computer screen. These forms have spots for keyers to enter specific information, such as the customer number and the number of items ordered.

Keyers often enter data from canceled checks, sales reports, and bills. After the information is entered, operators edit and proofread the information. They put the information into a form that allows other workers in the company to use it.

In some offices, keyers also operate printers and tape readers. They may also perform some other office duties.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Bank Tellers
• Billing Clerks
• Computer Operators
• General Office Clerks
• Health Information Technicians
• Hotel Desk Clerks
• Insurance Policy and Claims Clerks
• Legal Secretaries
• License Clerks
• Medical Transcriptionists
• Payroll and Timekeeping Clerks
• Receptionists
• Secretaries
• Typists and Word Processors

Job duties

Task list

The following list of tasks is specific to data entry keyers.

• Select materials needed to complete work assignments.
• Compile, sort, and verify the accuracy of data before it is entered.
• Use keyboards or scanners to enter information into a computer database.
• Proofread new entries in database.
• Perform accuracy tests to find errors.
• Correct data entry errors.
• Use data entry machines to prepare materials for printing.
• Operate printers and tape readers.
• Load appropriate materials, such as paper, cards, disks, or tapes into machines.
• Keep records of completed work.
• File completed documents.
• Perform other office duties.

Common work activities

Data entry keyers perform the following tasks. These tasks are common to many careers.

• Use computers
• Process information
• Document and record information
• Communicate with supervisors, peers, or subordinates
• Get information needed to do the job
• Make decisions and solve problems
• Update and use job-related knowledge
• Evaluate information against standards
• Perform administrative tasks
• Organize, plan, and prioritize work
• Judge the value of objects, services, or people
• Establish and maintain relationships
• Analyze data or information
• Identify objects, actions, and events
• Monitor events, materials, and surroundings
• Teach others
• Communicate with people outside the organization
• Explain the meaning of information to others

Work requirements

Working conditions

In a typical work setting, data entry keyers:

Interpersonal relationships

• Have a medium level of social contact. They clarify information with supervisors, but mainly work alone.
• Communicate mostly by telephone and in-person discussions. Sometimes use email.
• Are somewhat responsible for the work done by others.
• May work as part of a team of data entry keyers.

Physical work conditions

• Always work indoors.
• Often share office space with other workers.

Work performance

• Must fully complete and be exact in their work. Errors could cost the company money.
• Repeat the same mental activities over and over.
• Must work at a pace set by the employer. Sometimes work is automated, depending on the software or type of equipment.
• Make some decisions about daily tasks and goals independently. However, they often seek advice from a supervisor.

Hours/travel

• May work full time or part time. They often work regular business hours.
• Schedules are typically established and regular.

Physical demands

Data entry keyers frequently:

• Sit for long periods of time.
• Repeat the same movements.

It is important for data entry keyers to be able to:

• See details of objects that are less than a few feet away.
• Use fingers to grasp, move, or assemble very small objects.
• Understand the speech of another person.
• Speak clearly so listeners can understand.
• Make fast, repeated movements of fingers, hands, and wrists.

It is not as important, but still necessary, for data entry keyers to be able to:

• See details of objects that are more than a few feet away.
• Focus on one source of sound and ignore others.
• See differences between colors, shades, and brightness.
• Hear sounds and recognize the difference between them.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Make quick, precise adjustments to machine controls.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.

Skills and abilities

Data entry keyers need to:

Communicate

• Understand written information.
• Read and understand work-related materials.
• Understand spoken information.
• Listen to others and ask questions.
• Write clearly so other people can understand.
• Speak clearly so listeners can understand.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Concentrate and not be distracted while performing a task.
• Develop rules that group items in various ways.
• Combine several pieces of information and draw conclusions.

Manage oneself, people, time, and things

• Check how well one is learning or doing something.
• Manage the time of self and others.

Perceive and visualize

• Quickly and accurately compare letters, numbers, objects, pictures, or patterns.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Data Entry and Processing
• Office Support

Other programs of study to consider

• Court Reporting
• Health Records Technology
• Medical Billing and Coding
• Medical Office Support
• Medical Transcription

Training

To work as a data entry keyer, you typically need to:

• have a high school diploma or equivalent; and
• complete short-term, on-the-job training.

Education after high school

While not required, training beyond high school can be useful. Technical schools, community colleges, and business schools offer courses related to data entry. These courses are up to one year in length.

On-the-job training

Most data entry keyers receive on-the-job training. A supervisor or an experienced staff member trains you and oversees your work. Training typically lasts up to one month.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Computer Applications

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Employers prefer high school graduates who meet their requirements for keyboarding speed. Some employers also expect applicants to have data entry training or experience. Spelling, punctuation, and grammar skills are important. Familiarity with office equipment and procedures is helpful.

Training is available at private vocational schools and community colleges. Some employers require workers to be able to type 10,000 or more keystrokes per hour accurately.

#Updated #of KPH from 8,000 as several job listings stated 10,000, 3/13/12 cj. Online ad for minimum of 10,000 ksph 3/7/18 cj.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Data Entry Keyers 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary by employer, area of the country, and the complexity of the data being entered.

Full-time data entry keyers usually receive benefits. Common benefits include health insurance, sick leave, and paid vacation.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Major employers:

• Temporary worker agencies
• Data processing firms
• Federal, state, and local government agencies
• Accounting, auditing, and bookkeeping firms
• Banks and credit unions

National outlook

Demand for this occupation will decline rapidly. Technology such as bar scanners and voice recognition have reduced the demand for data entry keyers. Electronic data transmission resulted in few jobs in this occupation.

Outsourcing of jobs outside the US will continue to reduce job opportunities. However, this is a large occupation and a moderate amount of job openings will occur as people leave this occupation or retire.

Other resources

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• Data Entry Keyers (43-9021.00) 

O*Net job zone 

• Job Zone 2 - Some preparation needed. Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed.

DOT occupations

• Braille Operator (203.582-010) 
• Braille Typist (203.582-014) 
• Cryptographic-machine Operator (203.582-018) 
• Data Entry Clerk (203.582-054) 
• Perforator Typist (203.582-038) 

Holland occupational cluster

• Conventional/Realistic/Enterprising

COPSystem

• Clerical