Manual Data Entry & Real-Time Data Validation Services for a Commercial Credit Reporting Company

The client required a reliable data entry service provider to manage high-volume, compliance-sensitive data entry into CEPS (Commercial Entry Profiling System). The scope involved 32,000 records per month with strict requirements for accuracy, compliance, and timeliness, for –

• Bank and Trade Data Entry: Manual transcription of faxed PDFs containing financial and payment information, ensuring that only relevant, check-marked fields were accurately captured in CEPS.
• Accounts Receivable (AR) Entry: Processing both manual files (entered directly into CEPS) and electronic files (semi-automated through Excel macros and uploads) while maintaining consistency and accuracy.
• Builder Lien and Legal Data Entry: Recording construction lien and legal case details into CEPS from PDF, Excel, and CSV files, requiring meticulous attention to financial and legal terminology.

In most industries, data entry is one of the first processes to be automated. However, for our client who works with high-volume, high-risk data related to Banking and Trade information, manual data entry was the only solution that fit their unique operational, financial, and technical realities.

• Fax-Driven Workflows: In industries like banking and trade, there is a legal requirement for auditable, time-stamped proof of document transmission. Unlike email (which can be intercepted or spoofed), faxing leaves a transmission receipt that is legally accepted in many jurisdictions as a valid form of communication.
• Legacy Dependencies: Both the client’s internal systems and partner ecosystems were still reliant on fax-based processes. A full transition to digital solutions would demand significant time and investment.

Off-the-shelf automation could not reliably interpret fax-originated documents, many of which contained handwritten notes, stamps, and non-standard layouts. Attempting to create a customized automated document processing solution under these conditions would have introduced costly errors and compliance risks.

This is where our specialized data entry service proved indispensable, meeting the client’s niche needs while bringing human judgment, accuracy, and compliance discipline that automation alone simply could not guarantee.

Managing this project required addressing several complexities inherent to the client’s processes and data quality:

• Interpreting Poorly Scanned Documents: Many faxed bank and trade documents were poorly scanned, handwritten, or partially illegible. Our team had to develop systematic approaches to interpret partially obscured text and escalation protocols for such edge cases to avoid guesswork or misinterpretation.
• Volume Fluctuations: Monthly record inflows were not consistent; some weeks experienced significant surges in trade and AR files. This required us to dynamically scale resources and optimize workflows to ensure that thousands of records were processed without disrupting the client’s ongoing credit reporting timelines.
• Complex Data Structures across Record Types: Each record type—bank, trade, accounts receivable, and lien/legal—came with its own distinct set of mandatory fields and data rules. For example, bank records required repayment history and authorized limits, while trade records involved overdue balances and high credit limits. Our team had to ensure that the correct field logic was applied for each record type, maintaining accuracy and uniformity across thousands of entries.
• Zero-Tolerance for Errors: Since even minor mistakes in balances, repayment dates, or lien details could impact downstream credit risk assessments, our team had to implement multi-layered accuracy checks—a time-consuming but critical part of the project to maintain data reliability and high-quality.