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Office Automation Systems(OAS)Management information SystemsSubject Code: BMIS 263Week : 4 Date : 5thJune 2013 session: ANMidhunchakkaravarthyLecturer- Lincoln University College
Office Automation SystemsWhat is Automation• The word automation refers to a method of using a widerange of computer- and machine-aided tasks to helpimprove productivity and create easier ways to dobusiness. Different types of automation are commonlyused in different types of industries.
Office automation refers to the varied computer machinery andsoftware used to digitally create, collect, store, manipulate, and relayoffice information needed for accomplishing basic tasks. Raw datastorage, electronic transfer, and the management of electronicbusiness information comprise the basic activities of an officeautomation system. Office automation helps in optimizing orautomating existing office procedures.What is Office AutomationOffice Automation Systems
Advantages•Replacing human operators in tasks that involve hard physical ormonotonous 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 ofenterprises, society or most of humanity. For example, when anenterprise invests in automation, technology recovers its investment; orwhen a state or country increases its income due to automation likeGermany or Japan in the 20th Century.•Reduces operation time and work handling time significantly.•Frees up workers to take on other roles.Office Automation Systems
Office automation systems (OAS)Office automation systems (OAS) are configurations ofnetworked computer hardware and software. A variety ofoffice automation systems are now applied to business andcommunication functions that used to be performed manuallyor in multiple locations of a Organization, such as preparingwritten communications and strategic planning. In addition,functions that once required coordinating the expertise ofoutside specialists in typesetting, printing, or electronicrecording can now be integrated into the everyday work of anorganization, saving both time and money.Office Automation Systems
(1) electronic publishing(2) electronic communication(3) electronic collaboration(4) image processing(5) office managementTypes of functions integrated by officeautomation systems includeOffice Automation Systems
At the heart of these systems is often a local areanetwork (LAN). The LAN allows users to transmitdata, voice, mail, and images across the network toany destination, whether that destination is in the localoffice on the LAN, or in another country or continent,through a connecting network. An OAS makes officework more efficient and increases productivity.Backbone of Office AutomationOffice Automation Systems
Electronic publishing systems include wordprocessing and desktop publishing. Wordprocessing software, (e.g., Microsoft Word, CorelWord-Perfect) allows users to create, edit, revise,store, and print documents such as letters, memos,reports, and manuscripts.Electronic PublishingOffice Automation Systems
Electronic communication systemsinclude electronic mail (e-mail), voicemail, facsimile (fax), and desktopvideoconferencing.Electronic CommunicationOffice Automation Systems
E-mail is software that allows users, via theircomputer keyboards, to create, send, and receivemessages and files to or from anywhere in the world.Most e-mail systems let the user do othersophisticated tasks such as filter, prioritize, or filemessages; forward copies of messages to otherusers; create and save drafts of messages; send"carbon copies"; and request automatic confirmationof the delivery of a message. E-mail is very popularbecause it is easy to use, offers fast delivery, and isinexpensive. Examples of e-mail software areEudora, Lotus Notes, and Microsoft Outlook.Electronic Mail.Office Automation Systems
Voice mail is a sophisticated telephone answeringmachine. It digitizes incoming voice messages andstores them on disk. When the recipient is ready tolisten, the message is converted from its digitizedversion back to audio, or sound. Recipients maysave messages for future use, delete them, orforward them to other people.Voice Mail.Office Automation Systems
A facsimile or facsimile transmission machine (FAX)scans a document containing both text and graphicsand sends it as electronic signals over ordinarytelephone lines to a receiving fax machine. Thisreceiving fax recreates the image on paper. A fax canalso scan and send a document to a fax modem(circuit board) inside a remote computer. The fax canthen be displayed on the computer screen and storedor printed out by the computers printer.Facsimile.Office Automation Systems
Desktop videoconferencing is one of the fastestgrowing forms of videoconferencing. Desktopvideoconferencing requires a network and adesktop computer with special applicationsoftware (e.g., Microsoft Lync-2010) as well as asmall camera installed on top of the monitor.Images of a computer user from the desktopcomputer are captured and sent across thenetwork to the other computers and users thatare participating in the conference. This type ofvideoconferencing simulates face-to-facemeetings of individuals.Desktop VideoconferencingOffice Automation Systems
Electronic collaboration is made possible throughelectronic meeting and collaborative work systemsand teleconferencing. Electronic meeting andcollaborative work systems allow teams of coworkersto use networks of microcomputers to shareinformation, update schedules and plans, andcooperate on projects regardless of geographicdistance. Special software called groupware isneeded to allow two or more people to edit orotherwise work on the same files simultaneously.Electronic CollaborationOffice Automation Systems
Image processing systems include electronicdocument management, presentation graphics,and multimedia systems. Imaging systems converttext, drawings, and photographs into digital formthat can be stored in a computersystem. Thisdigital form can be manipulated, stored, printed, orsent via a modem to another computer. Imagingsystems may use scanners, digital cameras, videocapture cards, or advanced graphic computers.Companies use imaging systems for a variety ofdocuments such as insurance forms, medicalrecords, dental records, and mortgageapplications.Image ProcessingOffice Automation Systems
Office management systems include electronic officeaccessories, electronic scheduling, and taskmanagement. These systems provide an electronicmeans of organizing people, projects, and data.Business dates, appointments, notes, and client contactinformation can be created, edited, stored, and retrieved.Projects and tasks can be allocated, subdivided, andplanned. All of these actions can either be doneindividually or for an entire group. Computerizedsystems that automate these office functions candramatically increase productivity and improvecommunication within an organization.Office ManagementOffice Automation Systems