OFFICE AUTOMATION

By FIBIN HANEEFA SUNOJ

WHAT IS AN OFFICE?
An Office Receives information Records and stores information Structures information Processes information Provides access to information

What is Automation
The word automation refers to a method of using a wide range of computer- and machine-aided tasks to help improve productivity and create easier ways to do business. Different types of automation are commonly used in different types of industries.

What is Office Automation

Office automation was a popular term in the 1970s and 1980s as the desktop computer exploded onto the scene. Office automation refers to the varied computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks. Raw data storage, electronic transfer, and the management of electronic business information comprise the basic activities of an office automation system. The backbone of office automation is a LAN, which allows users to transmit data, mail and even voice across the network. It is associated with paperless office

Office automation systems (OAS)

Office automation systems (OAS) are configurations of networked computer hardware and software.
A variety of office automation systems are now applied to business and communication functions that used to be performed manually or in multiple locations of a Organization, 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 can now be integrated into the everyday work of an organization, saving both time and money.

Backbone of Office Automation

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.

OBJECTIVE OF USING IT TOOLS IN OFFICE

Improvement in quality of output Improved Productivity / efficiency Optimal Utilization of Resources Reduction in time taken in execution of activities Better Information sharing / Transparency Better way of delivery of information to user at a place convenient to him / her Reduction in the dependency on human beings Look for simplification of procedures Better customer support etc.
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Types of functions integrated by office automation systems include (1) (2) (3) (4) (5) Electronic publishing Electronic communication Electronic collaboration Image processing Office management

Electronic Publishing
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

Electronic communication systems include electronic mail (e-mail), voice mail, facsimile (fax), and desktop videoconferencing.

Electronic Collaboration

Electronic collaboration is 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 and plans, and cooperate on projects regardless of geographic distance. Special software called groupware is needed to allow two or more people to edit or otherwise work on the same files simultaneously.

Image Processing
Image processing systems include electronic document management, presentation graphics, and multimedia systems.

Imaging systems convert text, drawings, and photographs into digital form that can be stored in a computer system. This digital form can be manipulated, stored, printed, or sent via a modem to another computer.
Imaging systems may use scanners, digital cameras, video capture cards, or advanced graphic computers. Companies use imaging systems for a variety of documents such as insurance forms, medical

Office Management
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 can be created, edited, stored, and retrieved. Additionally, automatic reminders about crucial dates and appointments can be programmed. Projects and tasks can be allocated, subdivided, and planned.

All of these actions can either be done individually or for an entire group.
Computerized systems that automate these office functions can dramatically increase productivity and improve communication within an organization.

Advantages
Replacing human operators in tasks that involve hard physical or monotonous work. Replacing humans in tasks done in dangerous environments (i.e. fire, space, volcanoes, nuclear facilities, underwater, etc.) Performing tasks that are beyond human capabilities of size, weight, speed, endurance, etc. Economy improvement: Automation may improve in economy of enterprises, society or most of humanity. For example, when an enterprise invests in automation, technology recovers its investment; or when a state or country increases its income due to automation like Germany or Japan in the 20th Century. Reduces operation time and work handling time significantly. Frees up workers to take on other roles.

Provides higher level jobs in the development, deployment, maintenance and running of the automated processes.

Disadvantages
Security Threats/Vulnerability: An automated system may have a limited level of intelligence, and is therefore more susceptible to committing an error.

Unpredictable development costs: The research and development cost of automating a process may exceed the cost saved by the automation itself. High initial cost: The automation of a new product or plant requires a huge initial investment in comparison with the unit cost of the product, although the cost of automation is spread among many products.