Internship Report: Data Entry and File Organization

Intern: Mariana Ngugi

Internship Period: 09/2023 to 04/2024

Organization: Kenya Education Fund (KEF)

Date of Submission: 29/04/2024

 2

Executive Summary: ....................................................................................................................... 3

Introduction: .................................................................................................................................... 3

Roles and Responsibilities .............................................................................................................. 4

1. Sorting scholarship application forms ................................................................................. 4

Challenges Encountered .......................................................................................................... 4
Skills Acquired ........................................................................................................................ 4
2. Data Entry ............................................................................................................................ 5
Challenges Encountered .......................................................................................................... 5
Skills Acquired ........................................................................................................................ 5
3. Scanning, Renaming, and Uploading Students' Documents on Salesforce ......................... 6
Challenges Encountered .......................................................................................................... 6
Skills Acquired ........................................................................................................................ 7
4. Filing Documents for Physical Storage and Disposing of Old Ones ................................... 8
Challenges Encountered .......................................................................................................... 8
Skills Acquired ........................................................................................................................ 9
5. Mentorship ........................................................................................................................... 9
Challenges Encountered ........................................................................................................ 10
Skills Acquired ...................................................................................................................... 10
Achievements ................................................................................................................................ 11

Recommendations ......................................................................................................................... 11

Conclusion .................................................................................................................................... 12
 3

Executive Summary:

During the period of seven months, I served as an intern at Kenya Education Fund (KEF), primarily

focusing on data entry and file organization tasks. This report aims to provide an overview of my

internship experience, detailing the responsibilities undertaken, the skills acquired, challenges

encountered, and the overall learning outcomes.

Introduction:

My internship at KEF started on 09/2023, where I was assigned the role of sorting scholarship

application forms, handling data entry tasks and organizing files. The main objective of the

internship was to gain practical experience in data management and enhance organizational skills

within a professional setting.

 4

Roles and Responsibilities

1. Sorting scholarship application forms

As part of the initial processing of scholarship application forms team, I was tasked with: receiving

and collecting forms the organization’s physical postal address, sorting the received forms into

two categories: complete and incomplete forms. Complete forms contained all the required

information and documentation, while incomplete forms were missing certain essential

components.

Challenges Encountered

i. Late submission of application forms: This would end up delaying the processing time.

ii. Missing or incorrect documents/ incomplete submission: This would lead to delays in

verification of application information.

Skills Acquired

i. Attention to Detail: This process required meticulous attention to detail to accurately

identify incomplete forms and verify the completeness of submitted documents.

ii. Time management: Handling hundreds of application forms and adhering to deadlines

enhanced my time management skills.

 5

2. Data Entry
I was tasked with inputting all the required information from the complete application forms

into the company's database system, Salesforce, for further processing. Attention to detail was

very crucial at this stage to ensure all details were correctly inputted.

Challenges Encountered

i. Data Accuracy: Ensuring the accuracy of entered data was crucial but challenging due

to the potential for human error or inconsistencies in the provided information.

ii. Time Constraints: Meeting tight deadlines for data entry tasks required efficient time

management and prioritization skills.

iii. Complexity of Information: Application forms often contained handwritten entries,

which posed challenges in accurately transcribing data into the database.

Skills Acquired

i. Keyboard Proficiency: Typing speed and accuracy were improved through the data

entry task, enhancing keyboard proficiency and enabling faster and more efficient data

input.

ii. Attention to Detail: Close attention to detail was essential for accurately transcribing

data from application forms into the database, minimizing errors, and ensuring data

integrity.
 6

iii. Time Management: Prioritizing tasks and managing time effectively during data entry

activities enhanced time management skills, enabling timely completion of tasks within

deadlines.

3. Scanning, Renaming, and Uploading Students'

Documents on Salesforce
I was tasked with scanning students’ documents such as scholarship application forms,

consent forms, interview sheets and exam sheets. Each scanned document was renamed

according to a standardized naming convention for easy identification and retrieval. I

performed quality checks to ensure that all scanned documents were clear, legible, and

accurately renamed before uploading on Salesforce.

Challenges Encountered

i. Technical Issues: Problems with the scanning equipment or software, such as paper

jams or compatibility issues, delayed the process and often required

troubleshooting.

ii. Naming Consistency: Ensuring consistency in document naming across different

batches or types of documents required careful attention to detail and adherence to

naming conventions.
 7

Skills Acquired

i. Technical Proficiency: I developed proficiency in operating scanning equipment

through regular use, thus improving technical skills.

ii. Attention to Detail: Close attention to detail was essential for accurately renaming

documents and entering data into the database, minimizing errors and ensuring data

integrity.

iii. Organizational Skills: I acquired skills in organizing and managing digital files,

enhancing organizational capabilities and facilitating easier retrieval and

management of documents.

iv. Problem-Solving Abilities: Addressing technical issues and resolving challenges

encountered during the process required problem-solving skills and critical

thinking to find effective solutions.

v. Communication Skills: Collaborating with team members and effectively

communicating regarding document requirements and issues enhanced

interpersonal and communication skills.

vi. Data Management: Skills in handling and managing large volumes of data were

developed, improving data management capabilities and enabling efficient

handling of student documents.

 8

4. Filing Documents for Physical Storage and Disposing

of Old Ones
As I engaged in filing documents for physical storage and disposing of old ones, my

responsibilities included several crucial tasks. Sorting and organizing documents based on their

category was the initial step. Each file was well labeled, ensuring clear identification and easy

retrieval when needed. Subsequently, documents designated for retention were securely stored in

designated cabinets following a standardized filing system. The process also involved disposing

of old documents that were no longer needed. This required adherence to the organizations’

policies and procedures for secure disposal.

Challenges Encountered

i. Volume of Documents: Managing a large volume of documents required careful

organization and prioritization to ensure efficient filing and disposal.

ii. Confidentiality: Ensuring the confidentiality and security of sensitive information

contained in the documents during filing, storage, and disposal processes was crucial

and posed challenges in data handling.

iii. Disposal Procedures: Following proper disposal procedures while adhering to

environmental regulations and data protection laws required careful consideration and

execution.
 9

Skills Acquired

i. Organization: I improved my organizational skills in labeling, and filing documents in

a systematic manner for efficient storage and retrieval.

ii. Attention to Detail: Enhanced attention to detail in identifying and categorizing

documents accurately to ensure proper filing and disposal procedures were followed.

iii. Time Management: Effective time management skills in prioritizing tasks and

allocating time appropriately to handle filing and disposal activities alongside other job

responsibilities.

iv. Communication: Improved communication skills in conveying document management

procedures, policies, and requirements to team members and ensuring effective

collaboration in the filing and disposal process.

5. Mentorship
I undertook the role of mentoring high school students and ensuring everything was in order during

a life skills workshop. I provided one-on-one mentoring and guidance to students, offering support

and encouragement. I listened to their concerns, provided advice and assistance, and fostered a

supportive environment conducive to personal growth and development. Furthermore, I liaised

with other workshop facilitators and staff to coordinate logistics, ensure smooth operation of the

workshops, and address any issues or concerns that arose.

 10

Challenges Encountered

i. Building Trust: Establishing trust and rapport with students, particularly those who

were hesitant to open up or seek support, required patience, consistency, and empathy.

Skills Acquired

i. Effective Communication and Interpersonal Skills: I acquired the ability to connect

with and inspire others.

ii. Strong Organizational and Coordination Abilities.

 11

Achievements
i. Efficient Data Management: Successfully sorted and organized scholarship

application forms, ensuring that all documents were accurately categorized as

complete or incomplete, facilitating streamlined processing and evaluation.

ii. Accuracy in Data Entry: Demonstrated proficiency in data entry tasks,

accurately inputting information from application forms into the company's

database system, minimizing errors and ensuring data integrity.

iii. Effective Document Management: Managed the scanning, renaming, and

uploading of students' documents with precision, maintaining clear and

organized digital records for easy access and retrieval.

iv. Impactful Mentorship: Successfully mentored high school students, fostering

personal growth and development through one-on-one guidance, and

interactive sessions.

Recommendations
i. Training and Development: Provide comprehensive training and ongoing professional

development opportunities for interns to enhance their skills in data management, and

document organization, ensuring they are well-equipped to fulfill their roles

effectively.
 12

ii. Feedback Mechanisms: Establish feedback mechanisms for interns to provide input on

workflow processes, challenges encountered, and suggestions for improvement,

creating a culture of continuous improvement and innovation within the company.

Conclusion
My internship experience at Kenya Education Fund has equipped me with valuable skills in

document management, data entry, and database administration. I am grateful for the

opportunity to contribute to the organization and am confident that the experiences gained will

be beneficial in my future endeavors.