Recurring donation and data quality

How are folks ensuring data quality on recurring donation data entry?

Some of the people who make pledges to us make send in payments without a pledge-specific reply device. We find that our data entry people often miss the recurring gift and enter the contribution as a regular donation. 

We've developed a process for back-end cleanup, but I'm curious if there is a better way to prevent the problem on the front end.

The situation is even worse as the users aren't seeing the recurring donations show up in the global search (I see them, most likely as the recurring donation's owner, but other users do not see them in the search, not even if they have admin rights).

Thanks!