I think you are characterizing the problem incorrectly, so that is why
you are not coming to an effective solution.

First, this is not a lack of training problem, as some have suggested.
You could train these folks that are doing the data entry all year, it's
not going to solve your problem, because that is not the issue. Saying
that sloppy work with a lack of care is a training problem may be
politically correct, but it won't solve the real problem.

Here is the real problem: You have a group of people doing the data
entry that face NO CONSEQUENCES whether they do the job correctly or
incorrectly. So it is not surprising that the initial quality is so low.
This is a lack of care, not a lack of knowledge.

You have two choices: 

1) Identify the worst offenders and tell them that if their level of
care and quality of their data does not increase immediately, that they
can produce garbage somewhere else. 

2) Get either the people that have built in consequences if the data is
not correct to do the document profiling, or have their immediate
reports do the data entry for their Boss, so that their feedback is more
immediate and personal. 

The people, of course, that have built in consequences are the people
that actually use the documents. If the documents are not profiled
correctly, and as a result their work is delayed, or they simply can not
work because they can't find the relevant documents, those are the
people you want doing the data entry. No one else will be as accurate as
they are. However, if, because of the culture at your firm, you can not
get these Prima Donna's to do the document profiling, the alternative is
to have someone close to them, like a secretary or Admin. Assistant do
the profiling. That person will be getting motivational feedback pretty
quickly if their boss can not find something due to their errors. This
feedback loop will go a long way to reducing the errors in data entry. 

Anything else you do, will be like putting a band-aid on a situation
that needs surgery.

Bill Creamer
Records & Conflicts Manager
Willkie Farr & Gallagher LLP
New York, New York 
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My opinions reflect my personal opinion and might not reflect the
opinion of my employers. 


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