Unit- III Office Automation Page 1 of 6

OFFICE AUTOMATION
Introduction to office and Nature of Office work?

The present day office is an information-processing center. Its effectiveness is determined by the
efficiency and productivity of office workers. Most of the information in office is paper based and in an
unstructured form (not clear). Automation of office activities leads to improve the productivity of office.
Information
Any kind of knowledge or message. Which can be used to improve for make a possible decision.
Office:- It is a place filled with people doing the paper work of one kind or another keeping the records
and files.
An Office
1. Receives the information
2. Records and stores information
3. Structures information
4. Process information
5. Provide access to information

Automation
Automation is getting the work done by machines. Today most of the production work is done in
factories with the help of machines. Industrial productivity increased to a very great extent through
mechanization but the office productivity does not increased as much of industrial productivity.
So there is need for automation of office work to increase productivity and efficiency.
Office Automation means “An Integrated Electronic Office” or “Paper less Office”.

2. What is Office Automation?

The question consists of two concepts 1. Office and 2. Automation. Let us see what an office and
automation is
Office:- It is a place filled with people doing the paper work of one kind or another keeping the records
and files.
An Office
Receives the information
Records and stores information
Structures information
Process information
Provide access to information
Automation
Automation is getting the work done by machines. Today most of the production work is done in
factories with the help of machines. Industrial productivity increased to a very great extent through
mechanization but the office productivity does not increased as much of industrial productivity.
So there is need for automation of office work to increase productivity and efficiency.
Office Automation means “An Integrated Electronic Office” or “Paper less Office”.
Computers can do, process control clerical jobs in industries and offices. They can do scientific
calculations. They can store information and can give information in the desired form. They have become
an important part of every office.
Office automation in short is replacement of man with machine. Long ago cattle’s and horses were
replaced by steam engine, automobiles etc. Time has come to replace man and his brainpower with
computers.
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3. Explain the need for office Automation?
Office: - It is a place filled with people doing the paper work of one kind or another keeping the records
and files.
An Office
• Receives the information
• Records and stores information
• Structures information
• Process information
• Provide access to information
Automation
Office Automation means “An Integrated Electronic Office” or “Paper less Office”.
The retrieval of information at any desired time was difficult and time consuming when we are
using paper based file. Several countries made a research about this topic. U.S Government indicated that
government records in the form of paper-based files occupied huge amount of space. The records
management can take billions of money for managing records annually similarly in India also. The
statistical records about the office employees(clerical staff, executives officers, technical officers,
messengers and etc.,) indicating that the document work is 80% of employee staff doing.
From the above details we can easily identify the need for automation. if we are using automated
technologies the expenses can be reduced and the clerical works can also be reduced. Like the need for
office automation in India is also being felt because of above reasons.

There is great need for office automation for the following reasons:-
1. Too much space is required to store office files and records. As a result record management has
become very costly.
2. Retrieval of information at any desired time is very difficult and time consuming
3. A lot of paper is used every day in offices, both government and private. It is very costly.
4. Civilian employment in the government as well as the private organization has enormously increased.
The wages paid to them is not in proportion to the work turned out by them

4. List the benefits of Office Automation? (or) Innovations of office automation?

Every producer wants to maximize his profits by incorporating all methods of new technology,
there by improving his efficiency and productivity. Office automation will help him in the improvement of
his efficiency and reduction of costs.
Introduction of computer systems can reduce head-count and consequently the clerical wages.
Computer power can be substituted for routine labor of clerical work force.
Personal computers and other office automation technologies cost money but do not result in
corresponding staff reductions. In some cases more staff needs to be added for training and for effective
utilization of office equipment.
In the initial stages computers are used for word processing and document preparations. It is
possible to put a money value in terms of savings on office space, number of clerical staff required, on
purchase of paper, storage space etc.
Computers also save time. Duplicate copies can be got every easily and retrieval of documents also
will be every easy. A number of telephones, typewriters, filling cabinets and so on can be reduced to larger
extent thereby saving money.
Though the number of managers and professionals is small, they cost a lot in terms of wages.
Technology helps managers to do their decision making work faster with improved quality. Professionals
can do more work in the same time. There is increased efficiency as a result of office automation.
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Automation reduces unproductive time of managers. This increases their effectiveness. This brings
indirect cost benefits to the organization.
Automation improves productivity due to two factors
1. Resources needed to do a job is reduced
2. Output is increased with the same resources.
In the end we may emphasize again that the benefits of office automation:-
1. Increased efficiency due to higher productivity.
2. Increased effectiveness of office workers.
3. The quality of work is greatly enhanced.
4. Time taken of information storage, retrieval and dissemination is reduced considerably.
5. Space of storage of files and records can be reduced.

5. Enumerate the office equipments for document preparation?

The typewriter:
The typewriter revolutionized office work. The cost of clerical and secretarial works force
decreased and the use of large quantities of paper also increased. The need for the improvement of the
quality of documents and reduction of office costs has been felt for a long time.
Electrical typewriter:
The electronic typewriter appeared in 1978. It has line video display in the form of a thin window.
It is truly a product of computer technology. It has special features that automate much of the typing
process. Underscore, centering, carriage return etc.. It has no text editing capabilities. The productivity of
the typist has further increased and has the quality of the document generated.
Word Processing:
Word processing software packages of different capabilities are available which can run on multi function,
general-purpose personal computers. It performs a number office function.
The word processor consists of the following hardware components
1.Electronic keyboard: - the keyboard of the electronic typewriter with the same order of alphanumeric
keys. Used to input data in to word processor.
2.Video Display Unit: - Displays the characters on screen.
3.Central processor unit: - It is this unit, which runs the word processing software to manipulate the text.
4.Disk storage unit: - This if for storing the texts and documents. This may be in the form of floppy disk
drive or fixed hard disk. Floppy disk drive allows indefinite storage capabilities by way or removable
floppy disks.
5.Printer: - Printer for printing the typed text. It can be of several kinds,
Depending on the need for quality of documents. The intelligent printer and ink jet printer are
extremely fast and can produce graphics including drawings. Intelligent printers are mainly laser
printers. Scanners are another class of device, which can be used to enter documents in the computer
systems.
Word processor facilities have operational facility that makes text entry and manipulation easy.
6. Copiers:
There are plain paper copiers, color copiers, dictation and transcription equipment, mechanical
short hand recorders, duplicating equipment, photo type selling equipment, desk top publishing etc. that
are useful in document preparation.
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7. Binders and laminators:
Documents are neatly and attractively bound for better presentation and preservation. The
laminator seals, the individual pages in to plastic jackets to give protection to important papers from
dampness, spillage, tearing or mutilation.
The typewriter, word processing, laser printer, plain paper copiers, colour copiers, desktop
publishing, binding and lamination etc from part of modern document preparation.
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6. Explain the different communication requirements that are needed in an office?
Information is like any other product or service. It is generated, stored and retrieved. It is also
moved for distribution. Communication services are the methods of distribution of information.
Transmission media of information are known as channels, links, line, circuits etc. and are used in
the exchange of voice, data, graphics, video and images.
The modern communication services include:
1. Electronic mail
2. Facsimile transmission
3. Voice systems
4. Teleconferencing (video conferencing)
5. Voice message system
1. Electronic Mail: - This system seeks to replace the postal mail, telephone conversation and face-
to-face meetings. This mail system is a method of sending messages, mail or documents. This
system provides for information input, transmission and output. The message can be sent through a
P.C, terminal, workstation, OCR reader or even a facsimile scanner. The output may be similar
equipment or directed to a computer system., which may read file or take necessary action on the
file. Electronic mail systems are easy to operate.
2. Facsimile Transmission: - This also is a kind of electronic mail. It is also called Fax. It is a type
of copier or scanner, which sends an original document, forms one location to another over
conventional telephone or telex lines, electronically. It is one of the oldest methods of transmitting
images, newspaper photographs over the wire. Fax can be connected to the telephone network
through a dial-up link to transmit a document to another facsimile machine any where in the world.
The facsimile system requires machines at the sending and receiving stations and a communication
network for sending signals between them.
3. Voice Systems: - Voice systems are based on computer exchanges, microprocessor and the
concept of digitization of voice for integration of data and voice.
4. Voice Message System: - Voice message mail systems are computer based and featured powerful
message handling and management capabilities. These systems operate in a manner similar to the
computer based message systems. Voice electronic mail is an excellent method for managers who
do not like to send written message. The features for voice message system are
1. The caller can record a message; confirm it by listening to it before sending it to one or
more listeners.
2. The receiver can open his voice mailbox, find out who sent the messages, listen to some of
them, browse through the entire list fast forward and replay the message.
5. Teleconferencing: - Teleconferencing is a way of conferencing discussing or communicating by
audio and video circuits. Participants hold conversation and view each other line on T.V. screen.
People located in geographically hold these conferences distributed areas hold these conferences.
Our chief minister holds teleconferences very often with district collectors etc. Without the need
them to move form their places.
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7. Explain the features of LAN and WAN?

LAN (LOCAL AREA NETWORKS)
LAN is Local Area Network. This system links computers peripherals and other devices within an
office, in a limited geographic area. The transmission medium is some form of a dedicated cable such
as a twisted pair, coaxial or fiber optic cable. LAN interconnects computer and components with in a
limited geographical area like an office buildings or a single site such as an airport or a university
campus. The covering area will be around 25 km.
Design of LAN
A large personal computer or a mini computer acts as a hub, which acts as a file server, of a
high capacity hard disk.
The S/W resources are located in a central node, which acts as a file server, which shares the
resources to the rest of the clients.
USES OF LAN NETWORK:
Distribution of information and S/W resources across a network.
Sharing of processing storing and I/O equipment.
Interconnection with a public network.
One client information can be accessed in any part of the LAN network.
WAN (WIDE AREA NETWORKS)
Wide area network (WAN) are composed of autonomous computer that are distributed over a large
geographical area. Several Local Area Networks are connected with each other to cover wide areas.
With the help of WAN information can be shared by the organization the world over. WAN emerged
in the late 1960’S mainly as an academic research project. The idea was to provide efficient
communication between sites allowing hardware and software to be economically shared by a side
community of users.
The LAN and WAN are the networks, which make possible a wide range of communication
services in the office domain. The WAN may be based on the public switched telephones network or
private networks of organization.
WAN APPLICATION:
Important use of WAN is in data collection from various locations.
WAN is allowing work groups to be spread across the globe. In one typical application,
securities firm has financial researchers in major cities such as Tokyo, Hong Kong,
London, and New York. Each research adds his analysis to the growing report via a
distributed desktop publishing system and the document is formatted and published in New
York.
WAN have many other uses, including software distribution, the ability to use expensive
resources, such as computer servers and high resolution color graphic printers, remotely the
ability to manage centrally.
8. Explain the Decision Support Systems?
Decision-making is the most important work of a manager in an organization. He needs
information to support this activity. Many times managers facing a problem solution, have difficulty in not
only solving the problem but also in identifying the problem. The task is difficult because the problems are
unstructured or semi-structured.
The information provided to the managers by the data processing professionals and others is not
sufficient because they cannot specify the questions and the analysis needs for decision making. Some
software tools are required. These tools enable him to get the required data. The tools enable him to get the
required data. These tools are called the “Decision Support Systems”.
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The managers have to make decisions with in hours or with in a few days. He cannot take weeks to
arrive at decisions.
Since problem solving, is an adaptive and interactive process, the tools should support the
manager’s need of data collection, display, synthesis and resolutions at various stages of problem solving.
The real benefits of office automation increased efficiency and productivity of the managers.
Through the number of managers is small in the organization, their wage bill is relatively very high so
office automation must aim at improving productivity of the manager. Communication is one area, which
can improve productivity.
The personal computer is one such tool that helps the manager in decision-making. The PC is
nothing but a computer. The PC is based on a 32-bit processor. The keyboard and the monitor are the
principal input and output devices. The keyboard is almost like a standard typewriter with additional keys
for control and a numeric keypad.
Sitting in his own seat, without depending on any body the manager can have all the information
needed for decision-making and he can make timely decision.
.