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Chapter 5 - Coggle Diagram
Chapter 5
5.3
Basic Activities in Office Automation
Data Application
Producing reports and documents
Modifying digital images
Editing documents
Data Exchange
Can be carried out through electronic communication channels
E-mail
Voice mail
Fax
Some examples of electronic communication
For a well-designed computer network, vast amounts of digital info can be instantly transferred from one device to another instantly or shared among a number of users simultaneously.
Groupware and network computer systems enable many users in office to access data stored in a central repository
Video conferencing and groupware are typical applications of exchanging information in office automation
Data Storage
Office records, documents and various kinds of multimedia are common types of data found in an office
Voice mails
Videos recorded during video conferencing
Scanned forms
Data management
The primary object of office automation is to manage data from all aspects of a business including:
Inventory records
Finacial plans
Personnel information
Marketing expenditure
Customer orders
A number of applications have been developed to meet the needs of data management
Basic Activities in Office Automation
Data Application
Producing reports and documents
Modifying digital images
Editing documents
Application softwares
Spreadsheet, statistic software
Image editing software
Word processor
Database management system
Microsoft Excel
Adobe Photoshop
Microsoft Word
Microsoft Access
Data analysis
Digital image modification
Document production
Report generation
Data storage
Office records, documents and various kinds of multimedia materials are common types of data found in an office
Some examples of multimedia materials
Scanned forms
Voice mails
Videos recorded during video conferencing
Common secondary storage devices used in office automation
Secondary storage device
Harddisk
Compact disc read-only memory (CD-ROM) and digital versatile disc (DVD)
Magnetic tape
Memory card
Usage
Storage of data and software
Files backup or transfer
System backup
Storage of files in portable electronic devices
Data management
The primary objective of office automation is to manage data from all aspects of a
business including:
Customer orders
financial plans
Personnel information
marketing expenditure
Inventory records
A number of applications have been developed to meet the needs of data management.
DBMS(database management system)
Data is stored in the form of records with a specific structure in a database
management system (DBMS).
Provides tools and functions for efficient data access and generating reports.
Software and Hardware for Office Automation
Software in Office Automation
Raw data into useful information
Application software
Datavase software
Create and manage data files sysematically, and execute queries.
Presentation software
Create slides with multimedia elements for presentations.
Spreadsheet
Organize, calculate, chat and present data on spreadsheets.
Communication
Manage address books, appointment calendars, and e-mails
Word processor
Create, modify, format and print documents
Image editing software
Create and modiify images
Hardware in Office Automation
Computer system in a modern office.
Keyboards, mice, monitors, speakers, micophones
Network printers, fax machines, Scanners
A computer network in a modern office.
Examples
E-mail servers
Database servers
File servers
Effectiveness of Office Automation
There are a number of factors affecting the effectiveness of office automation
Two main factors that determine the effectiveness of office automation
Equipment
When office automation is introduced into an office, the following factors should be considered
The cost of installing and maintaining is within the proposed budget
The new office automation system is compatible with the txisting system
The time required for system implementation is well controlled
The levels of technical are tailor-made for the users
The physical arrangement of equipment is suitable for the current
People
Basically the users of an office automation system can be:
Managing directors
managers
Computer engineers
secretaries
Clerks
They work in different posts and use different functions of an office automation
system.
to ensure proper and effective operaation of an office automation system, extensive and well-organized training programmes should be lauched