Verification of Data Entry

When conducting data entry from paper forms, it is not mandatory, but is highly recommended, that you perform double-keying, also known as “key verification.” The process involves a second keying of data during which values are compared with those entered during the first keying. The second keyer should be a different individual from the first. The operator performing the second keying, or verification, cannot see the previously entered values. Any discrepancies detected during verification must be resolved before the operator can move on to the next item in the Data File. This process helps ensure accurate keying from the paper form to the Data File.

During the verification process, the data entry operator is not shown values keyed during the initial data entry. If the value entered by the verification operator matches the value on file, the Data Entry Module continues to the next field. When a discrepancy is detected, the operator must read and enter the value again. If the newly entered value now matches the value on file, the process continues. If the newly entered value matches the value entered during verification, the value on file is changed. If the newly entered value matches neither, the verification operator must continue reentering the value until it matches the original value or until the same new value is entered twice in succession.

Tip: It is recommended that you select the Show Verification Message Build Option. When this option is selected, a message window will pop up whenever a verification discrepancy is encountered. Because this window requires acknowledgment from the user (user must select OK to continue), it limits the possibility that a verifier will change a value without realizing that an error has occurred. If this option is not selected, the program will beep but will proceed as soon as the same value has been keyed twice in succession.

A log file is kept to document any changes made during verification. By examining the log, you can learn where data entry staff may be having problems and confirm that the correct choices were made during verification.

The log file has the same name as the data file, but with an extension of .LOG; it is saved into the same folder as the data file.