Module 4: Undertake Data Entry Services

Unit 1: Undertake Data Entry Services

Session 132: Obtain Info and Assist a Customer

HOW TO IMPLEMENT CRM

The implementation of a customer relationship management (CRM) solution

is best treated as a six-stage process, moving from collecting information
about your customers and processing it to using that information to improve
your marketing and the customer experience.

Stage 1 - Collecting information

The priority should be to capture the information you need to identify your
customers and categorise their behaviour. Those businesses with a website
and online customer service have an advantage as customers can enter and
maintain their own details when they buy.

Stage 2 - Storing information

The most effective way to store and manage your customer information is in
a relational database - a centralised customer database that will allow you to
run all your systems from the same source, ensuring that everyone uses up-
to-date information.

Stage 3 - Accessing information

With information collected and stored centrally, the next stage is to make
this information available to staff in the most useful format.

Stage 4 - Analysing customer behaviour

Using data mining tools in spreadsheet programs, which analyse data to

identify patterns or relationships, you can begin to profile customers and
develop sales strategies.

Stage 5 - Marketing more effectively

Many businesses find that a small percentage of their customers generate a
high percentage of their profits. Using CRM to gain a better understanding of
your customers' needs, desires and self-perception, you can reward and
target your most valuable customers.

Stage 6 - Enhancing the customer experience

Just as a small group of customers are the most profitable, a small number of
complaining customers often take up a disproportionate amount of staff
time. If their problems can be identified and resolved quickly, your staff will
have more time for other customers.

POTENTIAL DRAWBACKS OF CRM

There are several reasons why implementing a customer relationship

management (CRM) solution might not have the desired results.

There could be a lack of commitment from people within the company to

the implementation of a CRM solution. Adapting to a customer-focused
approach may require a cultural change. There is a danger that relationships
with customers will break down somewhere along the line, unless everyone
in the business is committed to viewing their operations from the customers'
perspective. The result is customer dissatisfaction and eventual loss of
revenue.

Poor communication can prevent buy-in. In order to make CRM work, all
the relevant people in your business must know what information you need
and how to use it.

Weak leadership could cause problems for any CRM implementation plan.
The onus is on management to lead by example and push for a customer
focus on every project. If a proposed plan isn't right for your customers, don't
do it. Send your teams back to the drawing board to come up with a solution
that will work.

Trying to implement CRM as a complete solution in one go is a tempting

but risky strategy. It is better to break your CRM project down into
manageable pieces by setting up pilot programs and short-term milestones.
Consider starting with a pilot project that incorporates all the necessary
departments and groups but is small and flexible enough to allow
adjustments along the way.
 Don't underestimate how much data you will require, and make sure that you
can expand your systems if necessary. You need to carefully consider what
data is collected and stored to ensure that only useful data is kept.

You must also ensure you comply with Qubecs An Act respecting the
protection of personal information in the private sector.

Avoid adopting rigid rules which cannot be changed. Rules should be

flexible to allow the needs of individual customers to be met.

QUESTIONS FOR CRM SUPPLIERS

For many businesses customer relationship management (CRM) can be a

large investment. Therefore it is vital to choose your supplier carefully.
Making the wrong choice could be expensive and even jeopardise your
business. Before implementing a solution based on CRM technology, you
might want to ask any potential suppliers the following questions:

How long has the supplier been established?

What are the specific costs associated with the product, i.e. a one-off
purchase price, an annual renewable license, a charge per user etc?
Does the supplier offer any form of evaluation software so that you can
try before you buy?
How much is charged for technical support?
Does the supplier provide consultancy and, if so, at what rates?
Is the system scalable? If your customer base grows will the system
expand to cope?
Can the supplier recommend any third-party developers that make use
of their core CRM products?
Is there an active independent user group where experience and ideas
can be freely exchanged?
Can the supplier provide references for businesses in your industry
sector using their software?
Does it offer training in the CRM solution and, if so, at what typical
cost?

Original document, Customer relationship management, Crown copyright

2009
Source: Business Link UK (now GOV.UK/Business)
Adapted for Qubec by Info entrepreneurs
Our information is provided free of charge and is intended to be helpful to a
large range of UK-based (gov.uk/business) and Qubec-based
(infoentrepreneurs.org) businesses. Because of its general nature the
information cannot be taken as comprehensive and should never be used as
a substitute for legal or professional advice. We cannot guarantee that the
information applies to the individual circumstances of your business. Despite
our best efforts it is possible that some information may be out of date.

Session 133: Prioritise Tasks

One of the biggest challenges for project managers and leaders is accurately prioritizing
the work that matters on a daily basis. Even if you have the best project management
software on the planet, youre the one who enters information into the tool. And, you
dont want to fall into the role of crying top priority for every other project that comes
down the pike. Just as you have to be diligent and have the right kind of project insight to
ensure that nobodys working on yesterdays priorities. It takes a lot of practice to get this
right.

To help you manage your teams workload and hit deadlines, here are 6 steps to
prioritizing projects that have a lot of moving parts.

1. Collect a list of all your tasks. Pull together everything you could possibly
consider getting done in a day. Dont worry about the order, or the number of
items up front.
2. Identify urgent vs. important. The next step is to see if you have any tasks that
need immediate attention. Were talking about work that, if not completed by the
end of the day or in the next several hours, will have serious negative
consequences (missed client deadline; missed publication or release deadlines,
 etc.). Check to see if there are any high-pri dependencies that rely on you
finishing up a piece of work now.
3. Assess value. Next, look at your important work and identify what carries the
highest value to your business and organization. As a general practice, you want
to recognize exactly which types of tasks have top priority over the others. For
example, focus on: client projects before internal work; setting up the new CEOs
computer before re-configuring the database; answering support tickets before
writing training materials, and so on. Another way to assess value is to look at
how many people are impacted by your work. In general, the more people
involved or impacted, the higher the stakes.
4. Order tasks by estimated effort. If you have tasks that seem to tie for priority
standing, check their estimates, and start on whichever one you think will take the
most effort to complete. Productivity experts suggest the tactic of starting the
lengthier task first. But, if you feel like you cant focus on your meatier projects
before you finish up the shorter task, then go with your gut and do that. It can be
motivating to check a small task off the list before diving into deeper waters.
5. Be flexible and adaptable. Uncertainty and change is a given. Know that your
priorities will change, and often when you least expect them to. Butand heres
the trickyou also want to stay focused on the tasks youre committed to
completing.

6. Know when to cut. You probably cant get to everything on your list. After you
prioritize your tasks and look at your estimates, cut the remaining tasks from your
list, and focus on the priorities that you know you must and can complete for the
day. Then take a deep breathe, dive in and be ready for anything.
Session 134: Recording Service Request

Request A Quote - Data Entry and Processing Services

Please complete the following and the appropriate staff person

will respond within 24 hrs.

Name*:

Company Name:

Type of
Profit
Organization:

Address 1:

Address 2:

City*:

State/Province:

Zip Code*:

Island:
Oahu
Phone Number*:

Fax Number:

E-Mail Address*:

* marked as mandatory field

To help us provide an accurate quote, please describe your job in

detail, if applicable:

Turn Around Time/Deadline:

Tell us the type of your project:

On-going project

Does your project already have a budget set for it?

Yes,

approximately how
much?

No

How do you want your data to be captured?

Manual Entry

Optical Mark Recognition (OMR)

 Optical Character Recognition (OCR)

How many numbers of records/forms need to be

captured?

How many fields (name, address, etc.) are there in each

record?

Approximately how many characters are there in a

record?

The formats of the data that need to be captured from are

Hand-

written

Printed

Typed

Catalog

Other,

please specify

What example below best describes your data?

Mostly numeric with some alpha characters

 Mostly alpha with some numeric character

Combination of alpha/numeric characters

All numeric characters

All alpha characters

Are things easy to read and clear with your source data?

Yes

No

Quality varies

Not sure

Please let us know if the captured data will be key verified

for accuracy?

Yes

No

Not sure
 Will sample be provided to help us prepare your quote
more accurately?

Yes

No

Did you find us online, from a magazine, a newspaper, yellow

pages (Hawaiian TelCom or Paradise), the Entertainment Book,
TV, Radio, a referral or some other source?

Session 135: Scanning Source Documents

 Method 1
Preparing for Scanning
1.

1
Get a scanner. In order to scan documents, you will need to first purchase a scanner. You can get stand
alone scanners or scanners which function as part of a combined system (with a fax machine, printer, or
copy machine). These can be purchased from office supply stores, electronics stores, as well as a
number of online sources.

o Once youve purchased the scanner, you will need to plug it into your computer and install
the associated software. Generally the scanner will connect to the computer via a USB cable (which
should be included). It will also usually need to be plugged into a power source. Dont forget to plug it in.
The software installation will usually be very straightforward. Follow the directions provided in the user
manual or by the installation disk.


2
Have appropriate software. You will need software to run the scanner. This will generally be included
with the scanner, unless you are buy one used (so be sure to ask about the software if you do). You will
also need software for editing the scans, if you plan on doing anything too complex with them.

o Programs like Adobe Acrobat will let you turn scanned text into readable, multipage
documents. Programs like Adobe Photoshop will allow you to edit and fix scanned photographs or turn
scanned text into large spreads.


3
Have scannable documents. You will need the documents that you want to scan, since they will need to
be placed inside the scanner (much like a copy machine). You will also need to ensure that your
documents are scannable. If they are not flat, larger than the scan surface, or need to contain certain
security features like the special reflective material in checks, then these items cannot be scanned.
 Method 2
Scanning Your Documents
1.

1
Open the scanner. Once you have your scanner and have hooked it up to your computer, you can begin
scanning your documents. Open the lid of the scanner, in much the same way youd open a copy
machine, in order to reveal the glass scanning surface.
2.

2
Place the items into the scanning tray or glass. Place the side of the document that you want
scanned down onto the glass. This will allow the camera below to see the item. Place the
document the appropriate place; the space for a standard-size paper, as well as several other
common sizes, will be marked along the edges of the glass. Any part of the document which
does not fit on the glass will not be scanned. Once you have placed the item, close the lid.
3.

3
Open your scanning software. Now that the item is place, open your scanning software on
your computer. This can be accessed in a variety of ways. Try to install the software such that an
icon is always readily accessible.
4.

4
Adjust the scan settings. Adjust the settings as necessary for the document that you plan to
scan. Text documents can often be scanned in black and white, while some scanning software
may make allowances for scanning photos vs scanning posters. The software varies widely
across brands and devices, so you will have to experiment.

o Often the settings you will want to change will be relating to the quality of the
scan. Higher quality scans will produce much larger files. Scan only to the quality you need.
Images may need to be high quality where text can generally be scanned at a very low quality.
Some software will have preset settings for this.


5
Select Scan. Once the settings have been adjusted, you will need to tell the software or the
scanner to begin scanning the document. There may be a Scan button in the software or you
may need to press a Scan button on the machine itself. Read your user manual if you become
too confused.


6
Make further adjustments, if necessary. Once the item is scanned, your software will usually
give you the option to make further adjustments, such as changing the orientation of the image.
Make whatever adjustments you feel are necessary and then tell the software to save the file.

o Be aware that scanned images are usually quite large, especially if you have
chosen to scan at high settings. Change the settings and rescan the image if the file size is
simply too large for your purposes.
o Pay attention to the file format that the document saves in. You may wish to
choose something other than the default.
o
o
 Method 3
Editing Your Documents
1.

1
Edit text. Once your document has been scanned, you may wish to use a program like Adobe
Acrobat to turn the files into a PDF or stitch them together into some kind of multi-page
document. You can also set Acrobat to recognize the scanned text and make it searchable or
editable.

o If saved as an image, you may want to up the contrast using photo software in
order to make the text more legible.


2
Edit images. Open the image using either your computers basic photo software or a more
complex program like Photoshop. From there you can change contrast, levels, and a variety of
other aspects of the image.
 Session 136: Comparing and Verification of Files
ou can see whats different between any two documents or Web pages by using Acrobat, no matter what their original format!
Just export both documents to PDF format, or if you only have printed copies, scan them and open them in Acrobat. (Tip: you
can scan directly into Acrobat, or generate a PDF from a website URL, from Acrobats File menu.)
Then in Acrobat, (depending on which version of Acrobat youre using) choose Document> Compare or Advanced> Compare
Documents or View> Compare Documents.
Select the PDFs you want to compare, and choose a method. The choices vary, depending on which version of Acrobat youre using:
In older versions of Acrobat:
Page-by-Page Visual Differences will highlight differences in image, color, and text;
Textual Differences highlights text or text formatting that is different.
In Acrobat X and later (see dialog box below):
 Document Description lets you give Acrobat a clue about the kind of documents its comparing.
Note the Compare text only checkbox in the lower right corner: if youre only interested in seeing the differences in text, this
option dramatically speeds Acrobats comparison time.
When Acrobat finishes its comparison, it displays the differences for you.
In older versions of Acrobat:
You can view the differences in two ways: as a side-by-side comparison of the two documents, with differences highlighted; or displaying just
one of the PDFs with markups to show how its different from the other PDF. The markups dont tell you much about what makes the items
different, but at least it points them out to you.
In Acrobat X and later:
You can enable or disable various categories of changes (text, formatting, images, etc.,) to more easily work with the items youre most
interested in. (See figure below.)
Session 137: Identifying Cause of Errors

Comparing Scanned Documents Tips and Workarounds

Acrobat Pro includes tools that allow you to compare two PDFs to quickly spot the differences.

In Acrobat X Pro, the Document Comparison feature is available by choosing View>Compare Documents.

For a brief demonstration of this feature, click here.

Recently, I received an email from a law firm that was having trouble comparing two PDFs. The firm reported that during
comparison, Acrobat couldnt find any differences in the documents, even though visual differences were apparent during a visual
inspection.

I was able to examine the documents and discovered that:

1. The source documents were scanned documents
2. One document was scanned in black and white. The other was scanned in greyscale.
3. Documents were OCRd

The difference in color space (black and white vs. greyscale) was enough to seriously affect Acrobats ability to detect changes. In
effect, Acrobat saw these as being two completely different documents.

Thats probably a bug (I reported it), but we all still have a job to do. Fortunately, I was able to come up with a workaround.

Control the Scanning

When you can, make sure that scanned documents which need to be compared are scanned using identical settings.

That isnt always possible if you receive documents from the other side or via the court. What to do?

ClearScan to the Rescue

Acrobat offers different "flavors" of OCR. The type used most frequently by legal professional is searchable image, sometimes
referred to as "image+text". When Searchable Image OCR is performed on a scaned doc, the original scanned image is left in place
in the PDF and an invisible layer of searchable text is added.

Acroat 9 introduced a new OCR option called ClearScan designed to enhance the quality of the document post-scan.

ClearScan works by turning the images which represent text characters on the page into smoothed vector outlines. Each character
on the page is compared and all matching characters are replaced with a an outline character:

Original ClearScan

800% View in Acrobat

300 dpi scan

You can read more about ClearScan in my article Better PDF OCR. ClearScan is smaller, looks better.

RE-OCRing using ClearScan

I found that running ClearScan OCR on the documents supplied to me by the customer, that Acrobat could then find difference in the
text.

Since ClearScan is not the default type of OCR that Acrobat uses, many folks never discover it on their own.

Heres how to OCR using ClearScan in Acrobat X:

1. Open the Tools Panel
2. Go to the Recognize Text section and choose In this File

3. The Recognize Text window appears. Click the Edit button:

4. In the Settings window, choose ClearScan from the PDF Output Style menu, then click OK.

5. Click OK again to OCR your document using ClearScan.

Caveats

Like some other choices in Acrobat, making the change above (Step 4) is a "sticky" setting. If you dont want to use ClearScan the
next time you OCR, youll need to remember to change it back. If you think you might occasionally want to use ClearScan, you
might consider creating a quick Action which includes the ClearScan option.

ClearScan OCR has many benefits over traditional OCR (smaller file size, faster printing), but I do not reccomend using it in all legal
workflows.

Because ClearScan changes the original scanned image, replacing it with a cleaner vector representation, you might potentially call
into question the validity of your documents.

Finally, while you can Re-OCR an existing OCRd PDF using ClearScan, you cannot revert back to the Searchable Image flavor
later. For that reason, you might wish to duplicate the documents and work on a copy.

Session 138: Common Data Entry Errors

Common Issues Related to Data Entry

A business looking to stay competitive in todays cutthroat market has to rely on modern, cutting-edge practices lest
they fall into obscurity. This organizational tool has become a staple for every type of business looking to manage
data and keep track of everything from employee paychecks to product lists. Retail companies, service-based
industries, and government-based businesses are just a few examples of different business organizations that rely on
data entry services in order to run smoothly. However, data entry is not an infallible process, and there are many
issues that can cause setbacks, frustration, and further problems for any business that utilizes it. These issues must
be addressed in order to target specific problems and implant change lest they continue to plague a business in
negative ways.

Error in Input Process

One of the most common data entry problems occur during the actual data input process. A seemingly insignificant
mistype can cause short and long term problems, leading to inaccurate records, misinformation, and disorganization.
This is particularly common in instances of manual, human-based data entry. Unfortunately, even the best data entry
clerk can make mistakes, which in turn can cause a lot of problems for a business. For example, when a data entry
clerk misspells or mistypes information into a field, he or she might not notice the error immediately. The information
is then transferred into the software system and effects all the other connected information. For example, if a data
entry clerk inputs the wrong monetary value that is billed to a client for services rendered, like $1,150.00 instead of
$11,150.00, her employer loses money and has essentially wasted time on a project that isnt being correctly billed to
a client. This can actually result in very serious consequences, and is a common mistake. Adding or subtracting a
number, or changing the place of the decimal point is a small error that can cost a business incredible amount of
money.

Data Configuration

Even the best, most comprehensive data entry program can produce problems for a business. Incorrect formatting is
a common issue, and can result in the right data being entered into the wrong fields. A business that deals with a
large network of people may need to have multiple means of contacting their clients, thus they use a program that
has several fields for addresses and phone numbers. However, this can cause disorganization and confusion
because information like a phone number might be doubled, or an excess of information is entered that the software
program cannot sort out. Or information is input into the correct fields once, leaving any number of excess, unused
fields empty and not effectively utilized.

Human Error

Like the data input issues mentioned above, there are many problems revolving around simple human error. Any
number of employee related concerns, such as exhaustion, speed of data entry input, distractions, emotional
components, and time can negatively affect how data is being managed. Also, people can misinterpret data as they
might see one piece of information, but their brain interprets it in a different manner. An example might be an
employee reading numbers from a spreadsheet. The actual number might be a serial code for a product that consists
of letters and numbers, yet the person interpreting it might skip over the letters or replace the letter O with the
number zero. Businesses must take this into account when considering potential issues, as human error is always a
factor in data management. Keeping up to date, current data entry programs can help with some of these issues, as
modern software programs can be configured more specifically to your unique requirements, and can help your data
entry specialist handle data more effectively. Also, asking that a data entry clerk repeat the information aloud as it is
entered, a seemingly silly practice is actually helpful to ensure that what is being read by an employee is exactly what
is being entered into a program.

Expense

Data entry is a costly venture for any business, whether or not they have large quantities of data to manage. The
time, labor, and expensive software programs can actually cause more problems than a business can effectively
manage. Despite the full control exercised over in-house data entry, issues revolving around expenses are one of the
main reasons that companies are choosing to outsource. The cost of hiring full-time data entry clerks may cost a
company more than they can spare if they are looking to maintain current success rates or are hoping to expand in
the future. Also, the cost of correcting any errors with data management can be an aggravation for any business as it
can be time-consuming, or even next to impossible, to go through every source or file within a software program in an
attempt to find the single small error that affected the entire database. A company might then have to enlist the help
of employees into combing through every file in order to find a single incorrect number, which is time spent away from
clients, projects, and business management.

Solutions and How to Ensure Fewer Data Entry Errors

Firstly, make sure that your software has descriptive information regarding the text fields so that the data entry clerk
knows exactly where to input information, which helps to avoid confusion. If a clerk encounters five or six field options
for a single piece of information, the chances of error rise significantly if he or she is not aware of exactly which field
to input the data. Make sure all fields are labeled or described accordingly. Dont rely on free-form text fields; be sure
that your software has a labeled data type such as a URL, email, phone number, or monetary value. Be sure that
your employees are able to effectively and accurately manage any data being utilized by your business. The labor
involved in accurate data entry is quite costly, and it may be advantageous for your company to outsource, where
chances of error are minimized.

Conclusion

As beneficial as data entry can be for any business, it is not without its problems. It is important that a company
understands where potential issues may lie, such as with software configuration or input error, so that they can take
steps to correct the problem. A small correction like using descriptive texts on each data field can save a business
money, time, and hassle. And always be sure that if you are managing data in house, your business is able to afford
the expense of the time and labor involved in keeping a skilled specialist on staff, as well as maintaining current,
cutting edge software programs. Data entry problems are numerous and can be subtle, but have all consuming costs
for a businesss future. When the hassle and potential problems of managing data entry is taking time away from
more important aspects of a companys function, consider outsourcing as a means to effectively handle data entry
without the problems or expenses.

Session 139: Rectifying Errors

Rectifying errors in input process: Inputs lay foundation of the final product. For instance, cement,
wood, iron, sand, alloys, architectural advice and building map are inputs for constructing a building.
Likewise, clients requirements, documents, raw data and instructions are treated as inputs for data entry.

But one wrong interpretation can prove disastrous for the company. For example, the account executives
may mistype 1100$ as 1001$. If such kind of mistake occurs frequently, it will be a big blow for the
company in monetary terms. Its repo will tarnish. And its market value will, also, diminish.

Therefore, the data operators must run several checking models on daily basis. They must keenly
observe and cross check before final submission of the project.

Configuring data correctly: Its myth that the software extracts flawless data. It also can do blunder.
Sometimes, formatting errors lead to disaster in digital documentation.

What if the data of Customer ID field is entered to the Customer Account Number, or, the duplicate entries
are created by mistake? Such silly mistakes create confusion. Moreover, the manager skipped running
checking models of the same. Such mistakes will lead to piled up incorrect entries. Finally, the output will
not be up to the mark.

The only solution to this problem is manual check. Software obeys in-built or default instructions. So,
relying only on them is a mistake. Observe through the keen vision of the data analyst. The final entries
will be seamless then.
Do manual check: Sometimes stretching the load of hefty work needs a hasty push. For speeding
delivery, the data processing must be done swiftly. Inputting email ids, contact lists, names, invoice
numbers, amount, account numbers and credit/debit card details can be time consuming.

For example, one operator fetches 50 to 100 datasets on an average a day. The same executive trims a
soft copy of 200 records a day when he/she works to comply with the need of the hour. At that time, the
number of incorrect entries appreciates. If software checks it, the inaccuracies will not be removed
completely as the machine does not use its own logic.

Such silly mistakes can be eliminated by scheduling regular manual check.

Keeping expenses under control: The more there are flaws, the more it will incur cost. Apart from that,
tracking the consolidated data and running checking modules will be time-consuming. Expending on data
extracting software and tools is also an expensive deal.

Now, if an in-house team encounters inaccuracies in entries, the company must keep aside its core
competencies. It must bear infrastructure and labour cost as well. Then only, it can focus on combing the
accurate entries of data.

Outsourcing can combat this problem easily. The leading outsourcing data entry companies are armed
with the teeth to deliver quality entries seamlessly within limited timeframe.

Ensure descriptive inputs for fewer data entry errors: Descriptions or demos simply the complex
works. So, the entries should be processed on the basis of descriptive inputs. It avoids possibility of
confusion significantly.

How to Reduce Data Entry Mistakes

You will never be able to eliminate these kind of errors, but you can reduce the amount of mistakes.
Having someone else proofread or double check the work is invaluable. We always catch other peoples
mistakes much easier than our own. That is why publishers have proofreaders. Even the best people
start to miss their own mistakes after staring at a computer screen for a long time.

1. Provide a good working environment for those who do data entry. People have to be
comfortable and healthy to do their jobs. Make sure you outfit them with ergonomic chairs, desks
and equipment.
2. Provide breaks for your staff. This kind of work may be simple, but it is also mundane and
repetitive and that leads to inattention.
3. Allow proper deadlines. Rushed work is never perfect.
4. Many companies are outsourcing their work overseas. It may be cheaper, but can you trust the
accuracy of the work?
5. Consider using software such as a PDF to Excel Converter to lighten the load of your data
entry staff. Whenever you have data already on paper, it is easier to convert it to a spreadsheet
and work with the data once it has been moved to Excel. You will save yourself or your staff a lot
of typing. That means fewer errors and more time to evaluate, analyze or work with your numbers
or statistics.

Session 140: Taking Back-up of Files

Why Do We Put DVD to USB

Watching DVD movies at home with home theatre system like DVD player or computer is great fun with family
members and friends. However, it will be weird for us to carry a hardware DVD player or a device with DVD drive
around if we plan for a long train journey and would like to watch DVD movies on the train. Meanwhile, there are
other occasions in which your source DVD discs might get lost or broken. In such conditions, copying DVD to USB
drive would be of great help. Below content shows you where you may need a USB drive rather than a DVD disc.
1. Computer has no DVD drive or DVD drive is broken or damaged. You need USB drive to play back DVD movies or
install operating system.

2. Transfer DVD movies via USB, especially DVD movie folder and ISO image files. From one computer to another
with absence of DVD drive.

3. Save DVD content onto USB drive for storage. Make a backup of DVD movie collections with large capacity USB
drives.

4. Play DVD movies via USB drive on TV, Tablet, DVD player, and other home appliances as long as you connect
your USB drive. More convenient.

Solution 1: Directly Copy DVD to

USB
For unprotected DVD content, we could directly copy source DVD content and then paste it to target USB drive, as
long as USB drive gets enough space. Copy and paste is the most direct and easiest solution to copy DVD to USB
drive. You could check the below steps to learn how to directly copy DVD to USB drive via copy-and-paste.
 1. Get source DVD content ready: insert DVD disc into DVD drive of your computer, get DVD folder or ISO image file
on you computer well prepared for copy-and-paste. Make sure your DVD content is not copy protected. Otherwise
you may not be able to copy and paste source DVD content.

2. Plug USB drive into USB port. Computer would automatically detect it and install USB drive if its not installed.
Make sure your USB flash drive gets enough space for storing DVD content. You could format your USB drive if
theres not enough space, or remove unneccessary files to save space.

3. Right click DVD disc drive and then select Open. Select all files there and copy them for pasting to USB drive. To
copy DVD folder or ISO image file, right click the folder or ISO file and then select Copy option, go to USB drive and
right click on a blank place to select Paste. Or you could select Send to option to send DVD content to USB drive.

Note:

1. Direct copy-and-paste is only applicable to unprotected DVD content to USB drive copy.
2. Remember to right click DVD disc and then select Open option in File Explorer, but not double click it to
open.

Solution 2: Copy DVD to USB Hard

Drive with 3rd-party DVD Copy
Software
Besides direct copy-and-paste solution to copy DVD to USB hard drive, you could still make use of free or
commercial DVD to USB copy software to accomplish DVD to USB drive copying. On choosing a right DVD to USB
tool, various things should be taken into consideration, including: copy speed, output quality, price, disc protection
removal, etc. Taking all these inco consideration, Leawo DVD Copy tops out and has been widely accepted as the
best DVD copy software. The below steps would show you how to copy DVD content to USB hard drive (external
DVD drive) with Leawo DVD Copy.
 Free download and install Leawo DVD Copy on your computer. Prepare the below things:

1. Computer with working USB port and DVD drive;

2. USB drive (external DVD drive) and USB connection cable;
3. Source DVD content: DVD disc, folder or ISO image file;
4. Internet connection.

With the preparation work well done, you could then follow the below steps to learn how to transfer
DVD to USB flash drive with Leawo DVD Copy.
 1. Insert DVD disc into DVD drive or get DVD folder/ISO file ready. Your source DVD content could
be either protected or unprotected. Leawo DVD Copy could handle both of them.

2. Connect USB hard drive to computer via USB cable. Computer with automatically detect it. This
would be the target output.

3.Launch Leawo DVD Copy and then click "Add Blu-ray/DVD" button to add source DVD content in.
Set copy modes and disc type at the bottom. You could also directly drag source DVD content into
this software.

4. Click the big green "Copy" button and then set USB hard drive as output in "Copy to" option, set
Disc Label and Save to directory. After that, click the bottom "Burn" button to start copying DVD to
USB drive.

Note:

1. Set disc type according to the disc youve inserted into the USB hard drive;
2. To copy DVD ISO image file to USB hard drive, after launching Leawo DVD Copy, drag DVD
ISO image file into the program and then set USB hard drive as target in "Copy to" option on the
popup "Add iso file" window, and after that click "Burn" button;
3. You could preview source DVD content to determine which ones to copy.
4. 3 copy modes are available: Full Movie, Main Movie and Custom Mode.

Solution 3: Rip DVD to Video for USB

Drive
Still, theres another way to help you copy DVD to USB drive for backup or transfer. That is to make
use of DVD ripping software, which helps you rip DVD to video in various formats and then enables
you to transfer the converted DVD movies to USD easily. Leawo DVD Ripper could help you
achieve this.
1. Insert DVD disc into DVD drive or get DVD folder/ISO file ready. Launch Leawo DVD Ripper and
then click the "Add Blu-ray/DVD" button to import source DVD movies.

2. Click the drop-down box before the big green "Convert" button and then select "Change" option to
set a profile as output format. You could edit output profile as you like.

3.Click the big green "Convert" button and then set output directory to save final converted DVD
files. After that, click the bottom "Convert" button to start converting.

4. Connect your USB flash drive to computer and then transfer the converted DVD files to your USB
drive via copy-and-paste
 Image source: Lovehatedata.com

Sending invoices or ordering supplies with the wrong amounts is going to cost you money. Messed up
statistics can ruin your research. There are many things that can go wrong if errors are made in your
data management system.

Data entry in healthcare is extremely critical. At the beginning of this post, we mentioned the
statistical error published by the National Health Service in England. Researchers who reviewed the
data found that a single keystroke could cause this kind of error. That was a funny example, but in
reality healthcare data requires extra attention to detail. Electronic health records are under a lot of
scrutiny. A data entry mistake could be life threatening when it involves patient care.

Whatever form of data your company manages is important to your business. With the move from
paper to electronic content management, there is more data that needs to be transferred. Its worth
implementing a system of checks and double checks and using innovative solutions to make your data
entry easier and less prone to errors.

Session 141: Seeking Specialist Support

Data Entry Specialist

The Data Entry Specialist is primarily responsible for entering, updating and maintaining

client information in agency databases in a timely and accurately manner. This position also

provides regular back up support for the Program Assistant, who is the first point of contact for

the agency: answering the phone, greeting clients, and providing comprehensive explanations of

available programs and services. In addition, as an integral member of the program team, the

Data Entry Specialist assists in all program work including staff support, outreach, meeting

coordination, etc.

The HRC Data Entry Specialist must be responsible and reliable; maintain confidentiality; and

exhibit integrity, a high level of attention to detail, and a strong commitment to the mission and

values of the Housing Resource Center of Monterey County.

Essential Duties & Responsibilities include, but are not limited to:

entering client and case management information into appropriate database(s) in a timely and

accurate manner
 identifying, correcting, and reporting data entry errors and omissions

developing and publishing data reports

providing essential reports to management and fund development team

providing regular back up phone and front desk support/relief for the Program Assistant,

including:

answering and directing all incoming telephone calls

providing program information to clients

assisting clients to determine eligibility

providing referrals as appropriate

working independently and as part of a team to achieve program goals

Session 142: Ticketing System - Introduction

An issue tracking system (also ITS, trouble ticket system, support ticket, request management or incident
ticket system) is a computer software package that manages and maintains lists of issues,[1] as needed by an
organization. Issue tracking systems are commonly used in an organization's customer support call center to create,
update, and resolve reported customer issues, or even issues reported by that organization's other employees. A
support ticket should include vital information for the account involved and the issue encountered. An issue tracking
system often also contains a knowledge base containing information on each customer, resolutions to common
problems, and other such data. An issue tracking system is similar to a "bugtracker", and often, a software company
will sell both, and some bugtrackers are capable of being used as an issue tracking system, and vice versa.
Consistent use of an issue or bug tracking system is considered one of the "hallmarks of a good software team".[2]

A ticket element, within an issue tracking system, is a running report on a particular problem, its status, and other
relevant data. They are commonly created in a help desk or call center environment and almost always have a
unique reference number, also known as a case, issue or call log number which is used to allow the user or help staff
to quickly locate, add to or communicate the status of the user's issue or request.

These tickets are so called because of their origin as small cards within a traditional wall mounted work planning
system when this kind of support started. Operators or staff receiving a call or query from a user would fill out a small
card with the user's details and a brief summary of the request and place it into a position (usually the last) in a
column of pending slots for an appropriate engineer, so determining the staff member who would deal with the query
and the priority of the request.

Functionality[
Issue-tracking systems fulfill different functions, in particular:

Entering of dysfunctions, errors and requests (e.g. manually or by e-mail Response Management Systems)
 Distribution and assignment of issues to persons in charge

Monitoring of handling, time spent and quality of work

Ensuring the observation of internal processes by forced control with help of workflows

Statistical analysis of the number of tickets

Automatic generation of tickets by alarming systems, e.g. network monitoring

Fulfillment of external service agreements (Service Level Agreement, SLA)

Systematic collection of questions and answers for FAQs

Assignment of a priority to each issue based on the overall importance of that issue, the customer, date of
submission, SLA

Containing a detailed descriptions of the problem being experienced, attempted solutions or workarounds,
and other relevant information

Maintaining of a history of each change

Workflow

An example scenario is presented to demonstrate how a common issue tracking system would work:

1. A customer service technician receives a telephone call, email, or other communication from a customer
about a problem. Some applications provide built-in messaging system and automatic error reporting
from exception handling blocks.

2. The technician verifies that the problem is real, and not just perceived. The technician will also ensure that
enough information about the problem is obtained from the customer. This information generally includes
the environment of the customer, when and how the issue occurs, and all other relevant circumstances.

3. The technician creates the issue in the system, entering all relevant data, as provided by the customer.

4. As work is done on that issue, the system is updated with new data by the technician. Any attempt at fixing
the problem should be noted in the issue system. Ticket status most likely will be changed from open to
pending.

5. After the issue has been fully addressed, it is marked as resolved in the issue tracking system.

If the problem is not fully resolved, the ticket will be reopened once the technician receives new information from the
customer. A Run Book Automation process that implements best practices for these workflows and increases IT
personnel effectiveness is becoming very common.

Session 143: Ticketing System - Activity

In this video, we'll use the ticket we created in the "How to Create a CRM System Ticket" video. Since the email address we used is
listed in our store's Customers table, the header contains the customer's name, email address, and billing address, as well as links
to their account page and to a query of the orders table containing only their orders.
If the address were not in the Customers table, we would only see the email address and an Assign button to create a customer
account for them. In either scenario, the email generated by a ticket response will be sent to this address.

The Tickets tab displays the total number of tickets for this customer broken down by status, and displays basic details of the five
most recent ones. You can access them by clicking the ID number. From the customer's view, the account displays all previous
tickets.

In the Message section, we'll type the body of our message in the Body field. By default, any text you add here will be sent to the
customer and recorded in the ticket. If you'd like to add a post that only administrators with CRM System access can view, click Add
Private Note. You can easily switch back to the Reply option.

Note that the ticket is claimed by the admin account we're logged in with. This designation displays in the table viewer so other
admins know you're working on it. You can remove this designation by clicking Release or re-claim it by clicking Make This My
Ticket.

All new tickets have an Open status by default. After you post a reply, the status will depend on your selection from the Status After
Post field. The default selection is Closed, but you can leave it open or move it to the On Hold queue.

An Open ticket generally means that your attention is required. Closed means that unless the customer adds another reply, no
further attention is necessary. Any time a customer replies to a ticket, the status is automatically set to Open. The On Hold status is
intended for tickets pending longer-term resolution that you prefer not to leave in the Open queue.

When you're finished configuring the ticket settings, click Post.

From the table viewer, you can sort tickets by any combination of department and status. For more details, see our video called
"How to Create CRM System Departments".

You can add new replies to tickets regardless of their status, and regardless of the number of previous posts. You can also add
attachments. Note the difference in appearance between the Reply post and the Add Private Note post. From the customer view,
only the reply post appears.

The Save button applies only to features that display above it. Any admin with CRM System access can change a ticket's subject,
status, department, or classification using the drop-down menus.

You can also add and save ticket notes here. These notes differ from the private note post because they don't appear as part of the
ticket body, theyre anonymous, and they display on the table viewer. This feature is useful for adding simple issue-specific
reminders or communications; you don't have to click into the ticket to view them as you do with private notes.

The ticket edit page remembers any edits made below the Save button after you click it, but they won't be permanently saved unless
you click Post. Similarly, any edits made above the Save button won't be saved by clicking Post. In this case, though, the ticket edit
page won't remember your edits, so be sure to save any changes you don't want to lose before making a post.

Note that on the table viewer, the batch processing menu allows you to perform many of the actions you can perform from the ticket
edit screen, but for multiple tickets at once. Simply check the boxes corresponding to the tickets you'd like to edit, select the desired
action from the Batch Action menu at the bottom, and click Save.