Service Excellence

Working for Your Success

Some say attitude affects behavior, and others say behavior affects attitude. We think both are true.

At Axion, we believe if we can help our clients to be successful, we will be successful as well. We view all our business relationships, with clients, vendors, and each other at Axion, as partnerships. We are in this together – to help each other be successful. It’s an attitude. A way of thinking that permeates our organization. It’s in our DNA.

We never make promises know we can’t keep, but promise we will do whatever it takes to meet, and even exceed, mutual expectations. When two people or organiations share the same goal, good things happen. But words are cheap, and as they say actions speak louder than words. So here are a few examples.

Creative solutions

Specialized Processes to Solve Data Issues

Protecting PII

For the protection of our clients’ and their customers’, Axion has developed a method to prevent a single data operator from keying all of the data for a specific form by separating individual pages into sub-sections which are then keyed by separate operators.

Validating Address Information

Once an address has been keyed into the system, Axion’s data entry system validates the address against the most recently available USPS database. If the address is valid, the zip+4 is automatically appended to the zip code and the address is normalized to USPS standards.

Customized Workflow

Axion creates a customized workflow for each client and form. In one example, to accommodate a client’s requirement of 20-hour continuous daily processing with delivery requirements every 30-minutes Axion developed a unique scheduling tool to establish five 4-hour shifts based on the historical traffic volumes per shift to determine the number of staff needed for each shift.

Axion File Express

Axion is developing a secure proprietary file transfer process that allows files to be transferred to and from Axion by placing files into a unique folder. Once the files are picked up, the files are split into individual bytes, encrypted, and sent via HTTPS to the destination where the file is un-encrypted and stored as the original file. The process runs continuously in the background without any human interaction required once the files have been placed into the folder. This eliminates the need to create Zip files, encrypt them, password protect them, and set up and execute an FTP file transfer.

Text Layer Data Extraction

Axion is developing a process enabling typewritten data to be extracted exactly as it was typed from digitally created PDF files.

Secure Data Entry

Secure Data Entry Practices

SOC 2 Compliance

SOC 2 is a voluntary compliance standard for service organizations, developed by the American Institute of CPAs (AICPA), which specifies how organizations should manage customer data. The standard is based on the following Trust Services Criteria: security, availability, processing integrity, confidentiality, and privacy. Compliance with SOC 2 requirements indicates that an organization maintains a high level of information security. Strict compliance requirements (tested through on-site audits) help ensure sensitive information is handled responsibly. Axion is currently preparing for a SOC 2 audit, the results of which will be available in the 4th quarter of 2022.

Drata – Compliance Monitoring

To assist with compliance audits, Axion utilizes Drata, “a security and compliance automation platform that continuously monitors and collects evidence of a company’s security controls, while streamlining workflows to ensure audit-readiness.” The Drata platform allows Axion to stay up-to-date with the latest requirements and changes, while also acting as a centralized location for tracking personnel and device compliance.

Axion maintains consistent communication with Drata’s audit and compliance experts to futher our transparency and effectiveness throughout this yearly process. Our company strives to provide the most secure and efficient means to data entry and processing for clients, which is promoted through our usage of the Drata platform.

Google Cloud Platform

Axion’s entire computing infrastructure resides on the Google Cloud Platform (GCP) which offers the most secure environment possible. All data is encrypted in-transit and data stored on persistent disks is encrypted under 256-bit AES and each encryption key is also encrypted.

Google maintains certifications with regular audits for SSAE16, ISO 21017, ISO 21018, PCI, FedRAMP, and HIPAA compliance. According to Google, “Certifications such as these provide independent third-party validations of our ongoing commitment to world-class security and privacy, while also helping our customers with their own compliance efforts.”

Redundancy & Backup

As of 2022, there are 44 Google Cloud Platform data centers (13 in the U.S.) across 15 cities throughout the world, and data is stored redundantly in at least two regions. “Snapshots” of Axion’s entire network are created nightly and retained for 7 days. In addition, all of Axion’s data is backed up once each hour and maintained on a separate cloud platform.

Restricted Access

Axion’s firewall rules allow access only to devices whose IP addresses are stored in Axion’s firewalls. Data entry operators have only browser access to published applications and no access whatsoever to a desktop.

Nothing Leaves our Network:  Axion’s data entry systems employ a thin client model, which means all processing is done on the server side. All images, data, and processing remain within the secure GCP network. Data entry operators cannot print or download images or data.

Privacy

When privacy requirements demand it, we can “split” the image and have different parts of the document keyed by different data entry teams. This means that a single data entry operator would never have access to an entire document. This is a complex process, requiring additional programming, and is employed in only a few rare circumstances.

Contact us today to request more information about our standards regarding data entry quality. We serve businesses and other clients throughout the United States.

 

Data Entry Quality

Quality Checking Processes

Field Validation

When we design the data entry program for each project, we use field validations extensively, along with table lookups, formulas, and data-type restrictions. This includes standard or custom check-digit formulas, city, state, and zip code lookups from Postal Code tables, as well as any type of customer-specific data (for example, vendor or customer lists, and product or parts lists).

Re-Key Verification

Over the years, we have determined initial accuracy ranges from 96%-98% depending on the type of information (numeric or alpha-numeric). When the nature of the application demandes even higher levels of accuracy, selected fields or entire documents can be verified. This applies to recognized text from OCR/ICR/OMR engines, as well as data that is keyed. After data has been keyed once (or recognized), it is keyed again by a second independent operator. As each keystroke is made, the system flags any differences, which are then verified and corrected by the second operator, or sent to a third, senior-level operator for resolution.

Address Correction & Verification

Undeliverable mail is costly, especially for organizations handling large direct mail programs. To reduce this cost and assure the cleanest address data possible, we utilize CorrectAddress® from Experian (https://www.experian.com/small-business/address-validation) to verify, correct, and format the addresses entered in accordance with USPS CASS standards. As each address is keyed, it is instantaneously validated against a database of all current US addresses and normalized to USPS mailing standards.

As an add-on, be sure to ask how we can append latitude and longitude to your address records based on the Zip+4. This lets you determine which of your business locations is closest to each person in your database, which is a valuable tool for any business owner.

Skilled Data Entry Operators

Axion carefully screens and trains proficient, experienced data entry operators  All work is performed exclusively by domestic U.S. operators. We have a workforce ranging in size from 40-100 operators at any given time, depending on work volume. Most of our operators have been with us for years; some since the beginning, resulting in a highly skilled workforce, first-class service, and of course, better data entry quality.

Contact us today to request more information about our standards regarding data entry quality. We serve businesses and other clients throughout the United States.

 

Data Entry Verification

Data Entry Verification

As information changes and details require verification, you need the team at Axion Data to verify your data. Our experienced team can perform data entry verification for your organization while you focus your attention on running your business.

When you outsource your data entry verification to Axion Data, you can save your company time and money that can be used in other areas of your business. Additionally, this essential service will help prevent false or incorrect data from causing your business a loss.

Our team of professionals can work with you to complete data entry verification, providing you with an optimized database.
Contact us today to learn more about our data entry verification services.

Click on this link for an example of an extensive data verification project.

Data Entry Staffing & Management Services

Data Entry Staffing & Management Services

Using this approach, all source documents, processing, and resulting data are retained on the client network, eliminating the risks associated with transferring documents and data between companies.

The client provides login IDs for selected Axion staff who perform the necessary tasks required. Sometimes, the process requires simple data entry from images displayed within the client system. In other cases, Axion staff are required to find the data based on client instructions and to then enter or correct data in the client system. Once a record is complete, the data is immediately available to the client.

As with all client engagements, a dedicated Axion Project Manager is assigned to fully understand the project requirements, train Axion staff, and manage the work. In some cases, the client prefers to train not only the Project Manager but also participate in data entry staff training. If not available from the client, the Project Manager prepares written instructions, which are approved by the client and then used for staff training and reference.

The Project Manager communicates regularly, sometimes daily, with the client’s primary point of contact on such matters as expected workloads, progress, unexpected problems, and quality or turnaround issues.

Customized Service Approach

Customized Service Approach

We create custom applications that match that project requirements. This allows us to build in programmed procedures that enhance the accuracy and efficiency of your project. Some of these procedures include field validations against allowable values, look-up tables, formula validations, and address validation, among others.

Every client project is different, often requiring us to develop a unique way of getting the job done right. To meet your specific requirements for project completion and data delivery, we will develop a custom workflow design and staffing schedule. Click on this link for an example of what we did to provide a 30-minute turnaround for 20 hours daily.

Click on this link for an example of custom programming to protect Private Identifiable Information (PII) and to apply specialized business rules, and ensure accuracy.

Data Research and Collection

Data Research and Collection

We work to ensure that only the relevant data is provided to your database to prevent duplicates or redundant information. Our U.S. only workforce has years of experience performing diverse Internet-based research.

Throughout data research and collection services, we can help you build a database or online directory for a specific product, service, or trend. Our operators can gather information from specific sites and provide you with the data in the format of your choice.

Contact us today to learn more about our data research and collection services and how we can make them work for you!

Click on this link for an example of a rather intense Internet research project we performed.

US Based Data Entry

US Based Data Entry

Our U.S. only workforce is made up of long-tenured, skilled, and experienced data entry operators, project managers, and administrative and IT professionals. No matter the size of your company, you can rely on Axion Data Services for accurate, fast, and secure data entry.

Using a U.S. only workforce enhances many aspects critical to delivering quality work, on time. This includes hiring and training the right people, ongoing supervision, quality control, and security. Our staff is mature, experienced, and fully vetted by us through background checks. All staff work remotely, connecting either to Axion’s cloud-based network or clients’ networks.

Another advantage of having a U.S.-only workforce is that Axion implemented a cloud-based solution that helps protect staff workstations against various cyber threats including data breaches, ransomware, phishing, and more. Key features include patch management, mobile support, antivirus protection, and native device encryption.

Data Entry Services

Data Entry Services & Beyond

Traditional Data Entry Services

Many companies send us source documents that we process using our own system. In 2019 we moved our technology infrastructure to the Google Cloud Platform to which our data entry operators connect and use a powerful key-from-image interface we customize to your project. This is the more traditional approach and offers the benefit of greater control over data quality and consistency through the use of automated tools and programmed procedures, such as address validation and correction

Data Entry Staffing & Management

Many contemporary clients now prefer that we perform and manage their data entry, data verification, or Internet research work by connecting to their networks. Find out more about ourdata entry staffing management services There are significant advantages to this approach:

  • You don’t give up control over the physical documents, scanned images, or the keyed data.
  • You skip the hassle and cost of round-trip shipping of hard copy to us.
  • There is no need for us to create a custom template in our system, accelerating project implementation and reducing overall cost.
  • Work is done in real-time and is instantly available to you on a record-by-record basis, instead of waiting for a file transfer of stale data.
  • You no longer have to hire, train, and manage the data entry staff. We do all that for you.

Data Verification

Some clients ask us to determine the accuracy and completeness of data they receive from outside sources. This is done by reference to original source documents, or comparison to information found on specified websites.

INTERNET RESEARCH

Building a database or online directory regarding a certain product, service, or trend? Ask our operators to gather information from specific sites–we’ll provide the resulting data in the format of your choice.

Get Started

Have pre-sales questions about our data entry services, data verification, Internet research, or data entry staffing & management services? Simply give us a call at 800-493-2630, fill out our form, or send an email to Sales@axiondata.com.

We are proud to serve businesses throughout the entire United States.

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