Typists, Word Processors, and Data Entry Keyers

• Nature of the Work

  The information that many of today's organizations need to process is growing at a dizzying pace. Typists, word processors, and data entry keyers help to insure that this work is handled smoothly and efficiently.

  Typists and word processors usually set up and enter reports, letters, mailing labels, and other text material. Typists make neat, typed copies of materials written by other clerical, professional, or managerial workers. They may begin as entry-level workers by typing headings on form letters, addressing envelopes, or preparing standard forms on electric or electronic typewriters. As they gain experience, they may begin to do work that requires a higher degree of accuracy and independent judgment. Senior typists may work with highly technical material, plan and type complicated statistical tables, combine and rearrange materials from different sources, or prepare master copies to be reproduced on photocopiers.

  Although it is becoming less common, some centralized word processing teams handle the transcription and typing for several departments. Regardless of how work is organized, though, most keyboarding is now done on word processing equipment. Word processors use this equipment to record, edit, store, and revise letters, memos, reports, statistical tables, forms, and other printed materials. Word processing equipment-usually a personal computer or part of a larger computer system-normally includes a keyboard, a video display terminal, and a printer, and may have "add-on" capabilities such as optical character recognition readers.

  Typists and word processors often perform other office tasks as well. They answer telephones, file, and operate copiers, calculators, and other office machines. Job titles of typists vary by duties performed and by work setting. For example, clerk typists combine typing with filing, sorting mail, answering telephones, and other general office work. Notereaders transcribe stenotyped notes of court proceedings into standard formats.

  Data entry keyers usually fill forms that appear on a computer screen or enter lists of items or numbers. They also may manipulate existing data, edit current information, or proofread new entries to a database. 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 use by other departments or by customers.

  Keyers can enter data on a variety of typewriter-like equipment. Many keyers 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 machines. Some keyers operate on-line terminals or personal computers. Data entry keyers increasingly work with non-keyboard forms of data entry like scanners and electronically transmitted files. When working with these new optical 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.

• Working Conditions

  Typists, word processors, and data entry keyers usually work in clean offices. They sit for long periods and sometimes must contend with high noise levels caused by various office machines such as printers. These workers are susceptible to repetitive strain injuries like carpal tunnel syndrome and neck, back, and eye strain. To help prevent these from occurring, some offices have scheduled exercise breaks and installed ergonomically designed keyboards and workstations that allow workers to stand or sit as they wish. They generally work a standard 40-hour week.

• Employment

  Typists, word processors, and data entry keyers held nearly 1.1 million jobs in 1994, and were employed in every sector of the economy. Office work lends itself to alternative or flexible working arrangements, so many of these workers hold temporary jobs and 1 in 5 works part time. Some workers "telecommute" by working from their homes via personal computers linked by telephone lines to those in the main office. This enables them to type material at home and almost instantly produce printed copy in their offices.

  Twenty-four percent of all typists, word processors, and data entry keyers held jobs in firms that provide business services, including temporary help agencies and word processing service bureaus. Eighteen percent worked in government agencies at various levels, while 9 percent were employed in educational institutions.

• Training, Other Qualifications, and Advancement

  Employers generally hire high school graduates who can meet their requirements for keyboarding speed. Keyboarding skills can be learned in different ways-in high schools, community colleges, business schools, or on one's own-using self-teaching aids such as books, records, and personal computers. Spelling, punctuation, and grammar skills are also important, as is familiarity with standard office equipment and procedures.

  Increasingly, employers also expect applicants to have word processing or data entry training or experience. Many community colleges, business schools, and temporary help agencies teach students to use word processing, spreadsheet, and database management computer software packages.

  For many people, a job as a typist, word processor, or data entry keyer is their first job after graduating from high school or after a period of full-time family responsibilities. This work frequently serves as a steppingstone to higher paying jobs with more responsibilities. Large companies and government agencies generally have training programs to help clerical employees upgrade their skills and advance to other positions. It is common for typists, word processors, and data entry keyers to transfer to other clerical jobs, such as secretary, statistical clerk, or court reporter, or to be promoted to a supervisory job in a word processing or data entry center.

• Job Outlook

  Employment of typists, word processors, and data entry keyers is expected to decline through the year 2005 despite rapid growth in the production of information and volume of business transactions. This decline is largely the result of productivity gains and organizational restructuring brought about by new technologies. Most important among these is the proliferation of personal computers, which has enabled other workers to perform work formerly done by typists, word processors, and data entry keyers. Most professionals and managers now use desktop personal computers or work stations to enter data and do their own word processing.

  Further automation of tasks is expected and should continue to reduce the demand for typists, word processors, and data entry keyers. For example, bar code scanners, which are now used in many retail establishments, should continue to spread to smaller establishments. More sophisticated optical character recognition readers, which scan documents and enter their text and data into a computer, are being used in more workplaces. This technology is being improved and should be more widely used in coming years. Researchers are also developing voice recognition technologies that enable people to enter text and data by simply speaking to a computer.

  In addition to these technologies designed to make traditional data entry more productive, others are being implemented which aim to make it unnecessary. Data are being captured at the point of origin and entered into the system without human intervention. An example of this in the banking industry is automatic teller machines. As telecommunications technology improves, many organizations will take advantage of computer networks that allow more data to be transmitted electronically, thereby avoiding the reentry of data.

  Employment in this occupation will also be influenced by international and service sector outsourcing. Some large data entry and processing firms employ workers in nations with low wages to enter data. As international trade barriers continue to fall and telecommunications technology improves, this transfer will continue to have a negative impact on employment of data entry keyers in the United States. Employment is also shifting between industries within the U.S. As organizations have demanded more flexibility from workers, they have reduced in-house staff and have opted to use a staffing service firm. This trend has led to a redistribution of employment to temporary and staffing services firms.

  In spite of declining employment, a couple of hundred thousand openings will still occur each year as workers transfer to other occupations or leave the labor force. Job prospects will be brightest for those typists, word processors, and data entry keyers with the best technical skills. Applicants for these positions, however, will need to be flexible and willing to continuously develop their skills. In particular, the more expertise these workers have in computer equipment and software packages, the better their job opportunities will be.

• Earnings

  Based on a survey of metropolitan areas, word processors averaged $22,900 a year in 1993; data entry keyers averaged $17,600.

  The salaries of these workers vary by industry. They tend to be highest in transportation and public utilities, and lowest in retail trade and finance, insurance, and real estate. Similarly, their salaries tend to vary by region, with salaries in the West being the highest. Regardless of industry or region, typists generally receive higher salaries if they have word processing experience.

  In the Federal Government, clerk-typists and data entry keyers without work experience started at about $14,900 a year in 1995. Beginning salaries were slightly higher in selected areas where the prevailing local pay level was higher. The average annual salary for all clerk-typists in the Federal Government was about $19,400 in 1995.

• Related Occupations

  Typists, word processors, and data entry keyers must transcribe information quickly. Other workers who deliver information in a timely manner are stenographers, court reporters, dispatchers, and telephone operators. They must also be comfortable working with office automation, and in this regard they are similar to secretaries and computer and peripheral equipment operators.

• Sources of Additional Information

  For information about job opportunities in data entry, contact the nearest office of the State employment service.

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