6 Data Entry and Data Management Systems

Time Tracking

One of the first record keeping systems you will encounter in your employment is your time tracking system.  This will be important system for you because it directly controls how much you get paid.

Time tracking involves recording when you show up for work, when you leave, and possibly work breaks.  There are many ways to track time, and time tracking software has changed drastically in the past few years.

Paper and Pencil

In this case, there is usually a clipboard with paper forms.  You would likely write your name, time of arrival and departure.  This method would not likely be used in a company with many employees, because it involves someone, after the fact, calculating the hours worked, adding them up, and entering them into the payroll system so you can be paid. This is a time-consuming and error-prone system, so it is important to keep your writing neat and legible.  It is also important to be completely honest about your time entries because it is hard for the company to verify your entries.

Punch Card

This system is somewhat antiquated but may still be in use.  Each person has a paper card which is kept by the punch clock.  When you arrive, take your card, put it into the punch clock, and the clock records the time.  The same procedure is used when you leave.  This process is somewhat more automated, and it keeps the employees honest because it is harder to falsify your start or end times.

Electronic Systems

There are many systems now that are completely automated, with cellphone apps.  Some systems use biometrics (fingerprint or face recognition) which eliminates the possibility of some other person signing in for you when you are late.

Time Theft

As an employee, it is important for you to be completely honest about your work times.  Shaving off a half hour or 15 minutes here and there may not seem like a big deal, but this is called time theft.  It is the same as stealing anything else from your employer.  Dishonesty in time keeping will usually result in a warning, and then if it continues, termination of employment.