Office Automation Systems

Office Automation Systems Office Automation Systems are systems that try to improve the productivity of employees who need to process data and information. Perhaps the best example is the wide range of software systems that exist to improve the productivity of employees working in an office (e.g., Microsoft Office XP) or systems that allow employees to work from home or although on the move. OAS considered also as computer-based information system that collect, process, store, transmit electronic message, document, and other form of communication among individual, work group, and organizations. Examples- word processing, electronic mail, desktop publishing, telecommunication, and document image processing. A variety of office automation systems are applied to business a communication functions that performed to or in multiple locations manually of a company, such as preparing written communications and strategic planning. In addition, functions that once required coordinating the expertise of outside specialists in typesetting, printing, or electronic recording integrated into the everyday work of an organization, saving both time and money. Office automation products are in the office to make official work happen at a faster speed without any mess. Office automation products include computer, calculator, printer, copier machine, fax machine (facsimile), laminating machine, note binding machine, typewriter, voice messaging, telemarketing, teleconferencing, e-commerce, electronic funds transfer, electronic mail, telecommuting, to name a few. Computers help in storing data in various files and folders that otherwise had chances of getting misplaced. ATM and MISCS help in withdrawing and transferring money anywhere and everywhere. They required keeping people money secured. Office automation products effectively help in decreasing manual work and also save time through their automatic functional features. These office automation products perform every task in the office and are very convenient to use. Types of functions integrated by office automation systems include (1) electronic publishing, (2) electronic communication, (3) electronic collaboration, (4) image processing, and (5) office management. At the heart of these systems is often a local area network (LAN). The LAN allows users to transmit data, voice, mail, and images across the network to any destination, whether that destination is in the local office on the LAN, or in another country or continent, through a connecting network. An OAS makes office work more efficient and increases productivity. Electronic publishing systems include word processing and desktop publishing. Word processing software, (e.g., Microsoft Word, Corel Word-Perfect) allows users to create, edit, revise, store, and print documents such as letters, memos, reports, and manuscripts. Electronic communication systems include electronic mail (e-mail), voice mail, facsimile (fax), and desktop videoconferencing. E-mail is software that allows users, via their computer keyboards, to create, send, and receive messages and files to or from anywhere in the world. Voice mail is much like an answering machine that allows someone to leave a voice message for one or more people. Unlike answering machines, a computer in a voice mail system converts analog voice message into digital form. Once the message is in digital form, it storage in a voice mailbox. A facsimile or facsimile transmission machine (FAX) scans a document containing both text and graphics and sends it as electronic signals over ordinary telephone lines to a receiving fax machine. This receiving fax recreates the image on new document. A fax can also scan and send a document to a fax modem (circuit board) inside a remote computer. The fax displayed on the computer screen and stored or printed out by the computer's printer. Desktop videoconferencing is one of the fastest growing forms of videoconferencing. Desktop videoconferencing requires a network and a desktop computer with special application software (e.g., CUSeeMe) as well as a small camera installed on top of the monitor. Images of a computer user from the desktop computer captured and sent across the network to the other computers and users who participating in the conference. This type of videoconferencing simulates face-to-face meetings of individuals. Electronic collaboration made possible through electronic meeting and collaborative work systems and teleconferencing. Electronic meeting and collaborative work systems allow teams of coworkers to use networks of microcomputers to share information, update schedules, plans, and cooperate on projects regardless of geographic distance. Image processing systems include electronic document management, presentation graphics, and multimedia systems. Imaging systems convert text, drawings, and photographs into digital form that stored in a computer system. This digital form manipulated, stored, printed, or sent via a modem to another computer. Office management systems include electronic office accessories, electronic scheduling, and task management. These systems provide an electronic means of organizing people, projects, and data. Business dates, appointments, notes, and client contact information created, edited, stored, and retrieved. Finally, Office Automation can get many tasks accomplished faster, eliminating the need for a larger staff. Less storage space required for data, and copies easily transferred off-site for safekeeping in case of fire or other emergency. Multiple people updated simultaneously in the event of schedule changes. From other side older staff members may have a harder time adjusting to the new technology and be cannot use it efficiently. Also if something misfiled, it can be much harder to find. Other disadvantages include the amount of money required to implement and the cost of maintenance of certain equipments.

Reference
Books:
1. FitzGerald, Jerry, and Alan Dennis. Business Data Communications and Networking, 6th ed. New York: John Wiley & Sons, 1999. Hutchinson, Sarah E., and Stacey C. Sawyer. 2. Computers, Communications, and Information: A User's Introduction, 7th ed. Boston: Irwin McGraw-Hill, 2000. 3. Jackson, Maggie. "Companies Seek to End Their Offices' Paper Chase; Technology: Pioneering Businesses Go Electronic to Raise Productivity." Los Angeles Times, July 27, 1998. 4. Laudon, Kenneth C., and Jane Price Laudon. Essentials of Management Information Systems: Transforming Business and Management, 3rd ed. Upper Saddle River, NJ: Prentice Hall, Inc., 1999. 5. Sipress, Alan. "Initiative to Encourage Telecommuting; Regional Goal Is to Double Number of People Working From Home or in Centers." Washington Post, April 12, 2000. 6. “Discovering computers” 2008, Voicemail- page 468, Telecommuting- pg 30, 59 Electronic funds transfer – pg 470, E-commerce –pg-28, 30, 60, 91-92, Electronic mail – pg 92
Websites:
1. WWW.ENZINESARTICLES.COM 2. WWW.EASYSOURCE.COM 3. WWW.ENCYCLOPEDIAZ.THEFREEDICTIONARY.COM 4. WWW.WEBOPEDIA.COM 5. WWW.EHOW.COM 6. WWW.ANSWERS.COM