Organizations need to process a rapidly growing amount of information. Data entry and information processing workers help ensure the smooth and efficient handling of information. By keying in text, entering data into a computer, operating a variety of office machines, and performing other clerical duties, these workers help organizations keep up with the rapid changes that are characteristic of today's "Information Age." Data entry and information processing workers are known by various other titles, including word processors, typists, and data entry keyers, and less commonly, electronic data processors, keypunch technicians, and transcribers.
Word processors and typists usually set up and prepare reports, letters, mailing labels, and other text material. As entry-level workers, word processors may begin by keying headings on form letters, addressing envelopes, or preparing standard forms on computers. As they gain experience, they often are assigned tasks requiring a higher degree of accuracy and independent judgment. Senior word processors may work with highly technical material, plan and key complicated statistical tables, combine and rearrange materials from different sources, or prepare master copies.
Most keyboarding is now done on computers that normally are connected to a monitor, keyboard, and printer and may have "add-on" capabilities, such as optical character recognition readers. Word processors use this equipment to record, edit, store, and revise letters, memos, reports, statistical tables, forms, and other printed materials. Although it is becoming less common, some word processing workers are employed on centralized word processing teams that handle transcription and keying for several departments.
In addition to fulfilling the duties mentioned above, word processors often perform other office tasks, such as answering telephones, filing, and operating copiers or other office machines. Job titles of these workers frequently vary to reflect these duties. For example, administrative clerks combine word processing with filing, sorting mail, answering telephones, and other general office work. Note readers transcribe stenotyped notes of court proceedings into standard formats.
Data entry keyers usually input lists of items, numbers, or other data into computers or complete forms that appear on a computer screen. They also may manipulate existing data, edit current information, or proofread new entries into a database for accuracy. Some examples of data sources include customers' personal information, medical records, and membership lists. Usually, this information is used internally by a company and may be reformatted before other departments or customers use it.
Keyers use various types of equipment to enter data. Many use a machine that converts the information they type to magnetic impulses on tapes or disks for entry into a computer system. Others prepare materials for printing or publication by using data entry composing software. Some keyers operate online terminals or personal computers. Increasingly, data entry keyers work with nonkeyboard forms of data entry, such as scanners and electronically transmitted files. When using the new character recognition systems, data entry keyers often enter only those data which cannot be recognized by machines. In some offices, keyers also operate computer peripheral equipment such as printers and tape readers, act as tape librarians, and perform other clerical duties.
Work environment. Data entry and information processing workers usually work a standard 40-hour week in clean offices. They sit for long periods and sometimes must contend with high noise levels caused by various office machines. These workers are susceptible to repetitive strain injuries such as carpal tunnel syndrome, neck and back injuries, and eyestrain. To help prevent these conditions, many offices have adopted regularly scheduled breaks, ergonomically designed keyboards, and workstations that allow workers to stand or sit as they wish.
Some workers in this occupation telecommute, working from their homes on personal computers linked by telephone lines to those in the main office. This arrangement enables them to key in material at home while still being able to produce printed copy in their offices.
| 1. | Check completed work for spelling, grammar, punctuation, and format. |
| 2. | Perform other clerical duties such as answering telephone, sorting and distributing mail, running errands or sending faxes. |
| 3. | Gather, register, and arrange the material to be typed, following instructions. |
| 4. | Type correspondence, reports, text and other written material from rough drafts, corrected copies, voice recordings, dictation or previous versions, using a computer, word processor, or typewriter. |
| 5. | File and store completed documents on computer hard drive or disk, and/or maintain a computer filing system to store, retrieve, update and delete documents. |
| 6. | Print and makes copies of work. |
| 7. | Keep records of work performed. |
| 8. | Compute and verify totals on report forms, requisitions, or bills, using adding machine or calculator. |
| 9. | Collate pages of reports and other documents prepared. |
| 10. | Electronically sort and compile text and numerical data, retrieving, updating, and merging documents as required. |
| 11. | Reformat documents, moving paragraphs and/or columns. |
| 12. | Search for specific sets of stored, typed characters in order to make changes. |
| 13. | Adjust settings for format, page layout, line spacing, and other style requirements. |
| 14. | Address envelopes or prepare envelope labels, using typewriter or computer. |
| 15. | Operate and resupply printers and computers, changing print wheels or fluid cartridges, adding paper, and loading blank tapes, cards, or disks into equipment. |
| 16. | Transmit work electronically to other locations. |
| 17. | Work with technical material, preparing statistical reports, planning and typing statistical tables, and combining and rearranging material from different sources. |
| 18. | Use data entry devices, such as optical scanners, to input data into computers for revision or editing. |
| 19. | Transcribe stenotyped notes of court proceedings. |
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