What is Data Validation?

Data Verification/Validation is a process of double checking the information to make sure that the information entered is correct and makes sense. It is like a set of rules that helps catch the mistakes early. Basically it means going through the portfolio and validating the bibliographic data to make sure nothing is missed and nothing is wrong.

When we deal with legal stuff like Patents and Trademarks, even small errors can cost you money, ownership and rights which leads to legal prosecution. To avoid such situations it is best to always verify your data. That is what we call Data Validation.

We check and verify data like:

• Application numbers, publication numbers and grant numbers
• Dates: when it was filed, when priority was claimed, when it was granted
• Names of the people or companies involved- applicant, inventor, owner
• Legal status and when it expires
• For trademarks: the classes it’s in, what it covers, where it applies
• If there are related filings in other countries or connected patents/trademarks

Significance and Importance

• Improved Data Quality
  It makes sure that the data is accurate and clean.
• Error Prevention
  It helps to catch the errors before they become a major problem.
• Enhanced Consistency
  It helps to keep the data uniform in records and system.
• Reduced Data Entry Errors
  It helps to minimize the errors which may be caused during manual entry.
• Cost and Time Efficiency
  It Saves time and resources by avoiding delay and re-work.
• Data Integrity
  It helps to keep your data reliable, complete, and trustworthy.

Methodology

At Effectual Services, we’ve built strong, hands-on experience in data validation. We know how important it is to work with clean and accurate data, especially for patents and trademarks. Our team carefully checks every detail to make sure nothing is missing or wrong, so our clients can rely on the data without any doubts.

We start by Understanding the Data

Our first step is to understand the data before we begin. Whether the work is related to Patent, Trademark or Legal we know what do we have to look for.

Setup of Basic rules

Then, we begin by setting up some basic rules like we decide what is considered as correct. For example, publication numbers must match the format, dates should follow the right order, and nothing important should be missing.

Look if anything is Missing or Incomplete

We scan through the records and find out the empty fields or missing details like a grant date or inventor name

Check Mismatched or Wrong Entries

We go through the details and make sure every entry is correct. If we find something is wrong we fix it.

Confirm Structure and Format

We make sure that whether it is a date, classification or a status it is always structured, clean and updated.

Cross-check the data with official sources

We compare our data with what is listed in the official databases like USPTO, WIPO, Espacenet to ensure that the data is mentioned correctly.

Correct and Clean up the Data

If errors are found either we correct the data by fixing them or mark them for your review as per the issue and instructions from the client.

Record the changes we have made

We always document what was validated, what we have updated and note down the details which require a follow up for each and every file or project.

Validate on Regular Basis

At Effectual, we don’t just check once we make sure that our data stays accurate over time so we continuously validate the data.

Our Approach

At Effectual Services, we don’t just run through data for the sake of it. We slow down and first try to understand what is really needed. Whether it is checking dates, names, or legal details, we start by getting a clear picture of the job.

Once we are sure about the scope, we go line by line looking closely at every entry. If something doesn’t seem right, we don’t guess we go back, compare with the original info, and fix it right there. It’s not just about pointing out errors it is about making things correct.

We also believe in keeping things neat. So, we track all the data which we have checked and updated in case of errors. This way, nothing is missed and everything stays clean and easy to follow.

Also, big or small, each task gets our full focus. We have seen how small mistakes can cause big consequences, so we don’t take chances. Our goal is simple: give clients data they don’t have to second guess.

Case Study

Client:
A law firm that handles patent filings across the U.S., Europe, and Asia.

Challenge:

The client had started to notice minor errors in the Patent records which caused them major consequences going forward. The missed deadlines due to mismatched statuses lead them into trouble. Their team did not had enough bandwidth to start from scratch and correct all the data.

What we Did:

They gave us a sample to begin with and our team manually checked each and every record which were about 250 in the time span of just 2 days. We validated all the data from official sources like USPTO, Espacenet and their official registers. Each and every record was even double checked after completion.

Outcome:

The client was impressed by our accuracy, consistency and timely deliverable that it has been months since they have kept us going for monthly checks and we are happy to support them long term.

Frequently Asked Questions

Q1. How do you validate the data? Do you use any software for it?

No, we believe in that no automated tool can replace manual check in terms of accuracy. We verify each and every detail manually keeping a proactive approach and cross check the data with the official sources like USPTO, Espacenet, Patent scope and database of the National Patent offices. Each record is reviewed thoroughly by our team.

Q2. What kind of errors do you usually find?

The errors may vary case to case but usually we find errors like:

• Legal Status not being updated.
• Mismatched Inventors and assignees
• Wrong publication/filing/grant date
• Incomplete family data
• Incorrect Kind codes etc.

These errors might not look serious at first, but can cause major blunders if not fixed timely.

Q3. How do you share the corrections with the client?

We maintain a report/tracker in Excel or google sheet whichever is preferred by the client. It clearly shows the updations we made, whether data which was incomplete or wrong, where we got it from and we also add a comment section which helps the client to understand the issue.

Q4. Is this a one-time service or do you also do regular checks?

We do both, some clients just come one for cleaning their portfolios while others wants us to do monthly or quarterly checks depending upon how often the docket gets updated.

Q5. How do I know the data you give is reliable?

We use only government official sites for validation. We also provide you with the link to the official database for every correction we made so that you can cross check anytime.

Q6. Do you also support trademark data validation?

Yes, we help to validate Trademark status, class application/publication numbers. Just like patents we also validate trademark manually by using Official sources like WIPO and National trademark offices.

Why Choose Effectual Services?

At Effectual Services, we provide increased efficiency, adaptability, and access to a broader talent pool while maintaining the accuracy and security of patent data. Data validation is a fundamental step in data management and data governance. It is essential for organizations looking to leverage data effectively, reduce risks, and maintain a competitive edge in the modern business environment.

We treat your work like it is our own
When you hand over something to us, we don’t take it lightly rather we go through it carefully and give it the attention it deserves because we understand the importance of it and the responsibility which comes with it.

We don’t miss the little things
Even a small detail in a file can change everything due to which consequences has to be faced later. That is why we double check and dig deeper to make sure nothing slips through the cracks and everything runs smoothly.

Error Reduction

We aim at preventing data errors and inaccuracies due to which organizations can avoid costly mistakes.

You will never be left guessing.

You will always get straight answers- no confusing technical communication. We keep a strong communication with our client to make sure that their expectations are met.

We are easy to work with.

We don’t delay work and make excuses. Just honest work done on time. We don’t shift the blame we own it.

People come back to us and that says a lot.

Most of our clients have been with us for years. They trust us because we show up, do the work right, and make their lives easier. Their trust on us clearly reflects our quality of work.

Client Testimonial’s

“Effectual has been a lifesaver for our practice. We no longer second-guess our data. Their eye for detail and commitment to quality is truly impressive. What we appreciate most is their clear communication and complete transparency.”

“Effectual’s team didn’t just clean things up - they gave us peace of mind. Their process was smooth, their communication was honest, and they worked like an extension of our own team.”

“Much thanks for connecting. Your correspondence, immediacy and exploration abilities were perfect. No awful input. You have found incredible workmanship which is helpful to us.”

“Working with Effectual Services has been a breath of fresh air. They’re fast, reliable, and actually understand what we need - without us having to explain it twice. They’ve become our go-to team for patent support.”