Chapter 8. Office Automation

Chapter 8. Office Automation

In an office the following works are done.

·        Document preparation

·        Message distribution

·        Personal information management

·        Information access

So information is the basic commodity in an office. It is produced, stored and distributed through sufficient and efficient methods. LAN and computers play an important role in automated office.

Need for office automation

·        To enhance workability and efficiency

·        Decrease the expense

·        Better transformation of data

·        To save the time

·        To control the work effectively

Definition of office automation

          It refers the use of integrated computers and communication systems to support administrative procedures in an office environment.

Information management

It involves the following activities.

·        Receiving facts and figures

·        Storing and clarifying

·        Computing or calculating

·        Summarizing

·        Storing

·        Retrieving

·        Reporting

Traditional methods of document reproduction

·        Type writers, electronic typewriters

·        Cyclostyling machine

Modern methods of document reproduction

·        Photo copying or Xerox machines

·        Electronic copier

·        Word processing systems

·        Printing using computers

Traditional methods for communication

·        The messenger

·        Telephone

·        Telegraph

Modern methods for communication

·        Fax

·        E-mail

·        Voice message system

·        EPABX (To manage a number of telephone calls in an office)

·        IVDT (Integrated Voice Data Terminals)

·        Tele conferencing

·        Bulletin Board system

·        Video conferencing