presentation on OFFICE AUTOMATION
AUTOMATION
Automation is the use of control system and
information technologies to reduce the need for human work in the production of goods and services. In the scope of industrialization, automation is a step beyond mechanization. Automation plays an increasingly important role in the world economy. Automation greatly decreases the need for human sensory and mental requirements as well.
ADVANTAGES OF AUTOMATION
Replacing human operator in task that involve
hard physical or monotonous work. Replacing humans in task done in dangerous environments(fire , space, underwater , nuclear facilities etc.) Performing tasks that are beyond human capabilities of size, weight, endurance , speed etc.
DISADVANTAGES OF AUTOMATION
Unemployment rate increases due to machine
replacing human. Technical limitation . Current technology is unable to automate all the desirable tasks. Security threats. Unpredictable development cost , R&D cost increases. High initial cost.
GOALS OF AUTOMATION
Reliability and Precision Automation is now often applied primarily to increase the quality in the manufacturing process. For Example: Car engines used to be installed into engines manually , now transitioned to automated , error rate for manual was 1-1.5% reduces to 0.00001% in automation.
To reduce cost of administrative overheads.
To increase the efficiency of office tasks. To provide better service to the customers.
To provide accurate information to the
management. To provide best and fastest way of communication
It is the application of computer and related technologies like communication and networking to integrate the general office tasks so that the efficiency of office work is improved.
The commonly used office automation tools are computers , printers , scanners , photocopiers. The software required for office automation are word processors , spread sheets and database management packages. MS Office is the most popular example of office automation software. It contains Word , Excel , PowerPoint and Access as its powerful general purpose application packages.
1. Increased productivity due to better utilization of 2. 3. 4. 5. 6. 7.
human resources. Improved qualities of work and decisions due to computerized storage / retrieval of information. Improved organizational effectiveness due to better communication system. Better services to customer due to fast work. Elimination of manual work of filing and searching of documents . Better utilization of time and cost. Better management control.
1. Office staff becomes dependent on computer s and other technologies
2. It is generally expensive than manual systems
3. These systems can also create health
problems to the employees if they continuously work on computers for a long time.
1) DOCUMENT GENERATION 2) DOCUMENT PROCESSING 3) DOCUMENT DISTRIBUTION 4) ARCHIVAL STROAGE
In all offices, many documents are needed to be prepared , typed and printed. Typewriters, computers and printers are widely used in automating this routine task of offices.
Documents are also needed to be processed in order to extract useful information required for MIS and other official purposes. Many office automation tools like word processing , desktop publishing etc. are used to perform this task.
All offices require an electronic distribution system for transferring documents and data within and outside the organisation. The main office automation tools for distribution of documents are photocopier.
The office documents are also needed to be stored for a long period , so that they can be retrieved when required. This task is achieved by the use of different storage devices like tapes , disks, etc.
Document management systems:These systems include computerized tools for generation , storage , processing and distribution of documents. 2. Communication systems:These systems are used for sending messages , documents and data within and outside the organisation. 3. Teleconferencing systems:An electronic means of communication for conducting seminars and training programmes in an organisation is achieved through various teleconferencing systems 4. Support systems:Besides the above major office automation systems , certain support systems for managing the activities of
1.
Document management is the first important task , which is needed to be automated. The commonly used office automation tools for document generation are dictation system , typewriters , computers ,printers and scanners. Photocopiers are widely used for preparing multiples copies of documents.
Typewriter was manufactured in 1873 by Remington Firearms Company . Typewriters are of three types- manual , electric and electronic. These types writers differ from each other in typing mechanism , printing speed , quality , and cost
Computers have revolutionized the system of generation , processing , and storage of documents in offices by technology , called word processing. Desktop publishing is another popular office technology , used widely for generation of documents using computers and laser printers
Photocopier is the most widely and commonly used office automation machines for reproducing multiple copies of an original document rapidly
Modern offices need computer-based messages or communication systems to rapidly transfer messages and data from one location to another. Telex, videotext , FAX ,EPABX , Workstations , e-mail , Internet/ intranet are commonly used communication devices / technologies. These devices play major roles in office automation.
It is the oldest means of telecommunication. It is a method of transmitting text through telephone lines. Very simple to operate. Receive back immediately confirmation code of message sent. Have world wide installation in over 200 countries.
FAX stands for FACSIMILE TELEGRAPHY . Most widely used in office automation systems for transmitting image of documents and photographs/graphics from one location to another through a telephone line. It is fastest and cheapest means of sending messages. Color photographs can also be transmitted .
EPABX stands for ELECTRONIC PRIVATE AUTOMATIC BRANCH EXCHANGE . It is an electronic system of telephone network , where individual subscribers telephones are connected. It is an effective voice communication facility with in an office.
Any personal computer or minicomputer in a single or multiuser environment with a wide range of features is known as workstation. Workstations or computers are the essential part of an automated office
It is most widely used technology for sending messages or documents. It is quickest and easiest means telecommunication. It increases productivity of office staff.
These are the most recent telecommunication technologies which have thought a technological revolution not only in all offices but also in homes. Internet is the worlds largest network. Intranet is a network of computers within the closest perimeters of the offices.
It is used in conducting meetings of widely separated people through a communication channel. These systems enable people to communicate audio , video , or image information in a conversation taking place between two or more locations.
