Office Automation

West Visayas State University-Janiuay Campus SCHOOL OF INFORMATION AND COMMUNICATIONS TECHNOLOGY Janiuay, Iloilo

Office Automation Office Appliances and Equipment These are labor saving devices. All factories have offices. The offices concentrate on mental work. It is an age of mechanization. Nowadays, machineries have replaced workmen in factories. In offices to, many machines have begun to be use. There are many advantages of employee machines in an office. Firstly, they are labor saving devices. Secondly, they work at a great speed with little error. Hence, mechanization is indispensable. It means the process by which machines are use to speed up office work. Objectives of Introducing Machines 1. Machineries do work at great speed. 2. Mechanization involves capital cost 3. Machines won’t complain of fatigue 4. Work that is complain as monotonous by workers, can be carried out will by machines 5. There is accuracy Factors to consider in purchasing machines 1. Cost 2. Utility of machinery 3. Availability of spare parts 4. Operating cost 5. Electricity consumption 6. Size of the machine 7. Life of machineries 8. Easy to handle 9. Appearance Office Equipment leases Earlier, office equipment where purchased as a matter of routine. Now, the Office Manager with purchasing duties faces an additional choice to buy/or lease. Advantages of Leasing 1. Efficient use of funds 2. Cheaper source 3. Enhanced barrowing capacity 4. Tax benefits 5. Guards against of obsolescence Disadvantages of Leasing 1. Unfavorable terms 2. Rental money on outdated equipment 3. Poor quality Machines for Communication Machines for Recording Typewriter is the most common machine used by offices. What was done with pens are nowadays done with typewriter. There are various type of typewriter. 1. Electronic typewriter it is teather touch. The operator need not type hard. 2. Variable type machines according to our need, the style (bold, small letters), size of the letters can be adjusted like that of in a computer. 3. Silent typewriter the usual typewriters are improved to be noise proof. As there is no noise of typing, the typing work can be done anywhere. 4. Portable typewriter as the name implies it is light in weight and portable. Like personal computers, this is also personal typewriters. Devices for Oral Communication 1. Telephone without a telephone no office functions, it has become indispensable in an office. It facilities direct communication. 2. Headsets if the office professional or other employees send long periods of time on the phone (especially while doing other tasks), a telephone headset is a smart investment. 3. Cellular phones cell phones are now in use everywhere and by everyone, from the busy manager who’s in touch with the office while roaming the plant floor, to the technician who returns calls while on another job site. Lecture Notes in Office Management

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West Visayas State University-Janiuay Campus SCHOOL OF INFORMATION AND COMMUNICATIONS TECHNOLOGY Janiuay, Iloilo

4. Private branch exchange a PBX system fills the needs of the largest companies(with up to thousands of employees) and those that want maximum phone features. PBX features include multiparty conferencing, automatic call distribution, voice mail, automated answering, and other standard features. 5. Intercom it is also telephone with extension to various department. 6. Dictaphones these are dictating machines. There are 4 types of dictating machines: 1) electronic belt type 2) disc type 3) cylinder type 4 acoustic cylinder types. The Dictaphones require two machines; 1) dictating machines 2) transcription machine 7. Recording and digital equipment- tape machines now come with special features such as the capability to screen out background noises. 8. Telephone with voice mail a special arrangement is made to the telephone. Whenever the receiver of the message is away, the telephone will record the message and the telephone number of the caller to be heard later by the receiver of the message. 9. Projectors (LCD) computers can produce amazing presentations with colors, graphics, sound, and animation. But only a handful of people can view a monitor at the same time. To display a computer generated program to a large audience, the LCD (liquid crystal display) projector was developed. Duplicating Machines When more than one copy of a letter or document is required, duplicating machines are used. According to J.C. Denyer “duplicating is a process of obtaining a number of copies of a master impression and it is different from photocopying where a master copy is not created but copies are made from the original. Types of Duplicating Machines 1. Spirit duplicator(hectograph) it makes copies of matter typewritten, and hand written including drawings. Even color copies can be taken. 2. Stencil duplicator or mimeograph here a stencil is cut on typewriter or by hand. Special stencil sheet and pen are used for cutting the stencil by hand. The pen creates impression of the letter on the paper. 3. Electronic stencil duplicator it is the latest innovation, the master sheets are electronically scanned. The contents are reproduced accurately & precisely on a stencil from which copies are made. 4. Photocopying machine it is used when exact copy of any material printed/written is required. There is no need for typist. Copier paper the selection of the right copy paper is critical to the machine’s performance. Machines for Accounting Records 1. Calculators they are useful for adding, subtracting, multiplying, dividing or doing arithmetical operations. 2. Accounting machines these are like typewriters. They are used for posting of accounts. With the help of accounting machine ledger, journal, invoice, cash books cam be posted. It also performs the job of a typewriter. 3. Bookkeeping machines with the help of books, machines, account books and final accounts are prepared. There is no mistake such as error of omission, commission etc. Machines for Handing Cash 1. Cash Register it is a device for recording and checking cash receipts. 2. Coin Counter this machines count the coin. It is like a box. 3. Cheque protector-Cheque Writing Machines the machines writes the amount, does crossing etc. on the surface of the cheque. 4. Fake Note Detector it is a box like machine. It is used to detect good notes from fake currency notes. 5. Currency Sorting machines multifunctional parallel-working desktop banknote processing system for counting and sorting of mixed-bundles of notes by currency, denomination, orientation, and suspected counterfeits.

Lecture Notes in Office Management

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West Visayas State University-Janiuay Campus SCHOOL OF INFORMATION AND COMMUNICATIONS TECHNOLOGY Janiuay, Iloilo

6. Coin sorting machines and Coin Counting Machines it is a tabletop coin sorter/counter that can increase productivity by accurately sorting and counting up to 300 coins per minute. Other office Machines 1. Addressing machine it is used to print the address on envelopes, labels, postcards, wage sheet, involves, notices, dividend warrants etc. 2. Letter openers it is a machine having revolving knife edge which can cut open envelope at a great speed. 3. Franking machine these are used to affix stamps on the envelopes. 4. Paper folding machine these are used by large business houses to fold papers, circulars, documents etc. it is electrically operated. 5. Envelope-sealing machine this machine automatically seals the envelope. 6. Time recording clock whenever a worker enters into the factory or leaves the factory, he inserts his card in the machine. It record the time of entry or exit. 7. Card punching machines they are used for involving, calculating, wages, stock control, budgeting etc. The machine records the information by means of punched holes on the cards. Computers Computers have also replaced many types of machinery previously used in offices such as calculators, adding machine, punched card machines etc. Computers combine all facilities of the above machineries. Nowadays computers have touched such a height that without them nothing can be done. In western countries, all operations of the departments such as recycling water for public consumption, train, bus operations, signaling system everything is controlled by computers. Computers are connected to telephone to get connection for the internet chatting, and browsing. Printers given the amount documentation created in business, a printer is the most necessary piece of equipment needed next to the computer. The most common printers today are laser printer, inkjet printers, and dot-matrix printers. Scanner is a device that can read text and graphics. A copy of scanned image stored on magnetic media as it simultaneously reproduces on a monitor. Text, photographs, drawings, and charts can be scanned and used in desktop publishing or electronic filing. Uninterruptible power supplies (UPS) this device contains a large battery and circuitry. When the circuitry detects a surge or spike, it switches the computer form AC to DC power. The battery in the UPS gives enough time to stop working, save your work on a disk, ad conduct a orderly shutdown of our system. Value added Data Communication Services 1. Email is becoming a necessity for many of today’s bossiness. One must log on to network to access e-mail account, which probably has a password to safeguard his privacy. 2. Electronic-Data Interchange(EDI) which is a worldwide movement, is the computer-to-computer exchange of business information. 3. Fax Machine they have become indispensable. Fax machines are installed with telephone connections at both ends. A link establish with the help of telephone. 4. Telex it is an improved version of the electro-mechanical teleprinter. Telex machines have to be registered with the public telex exchanges operated by Telecommunications Department. Each registered subscriber is given a telex number. 5. High speed digital duplicators this new risograph offers proprietary technologies to achieve outstanding results with speed and ease. 6. Cheque encoders specially designed for high volume cheque processing 7. Table top reader sorter it is an advanced system, created to process several kinds of documents, such as bank cheques, payment vouchers, postal payment forms, restaurant tickets, coupons etc. It can automatically feed, read, encode, cancel, print, scan, and sort. Lecture Notes in Office Management

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West Visayas State University-Janiuay Campus SCHOOL OF INFORMATION AND COMMUNICATIONS TECHNOLOGY Janiuay, Iloilo

8. Signature imprinting machines it is an automatic signature printing machine used for cheques, documents, etc when he volume is high. 9. Table top cheque scanner it is designed for banking document processing. 10.Multitier storage these systems highly versatile and modular in nature and can be reconfigured any time to your changing needs.

Lecture Notes in Office Management

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