UNIT - 1

Introduction
The term “computer” is derived from Latin word “computare” which means to calculate. Hence, people usually
consider a computer to be a calculating device that can perform arithmetic operations at high speed. In fact, the
original objective for inventing a computer was to create a fast calculating machine. However, more than 80%
of work done by the computers today are of non-mathematical or non-numerical nature. Hence to define a
computer merely as a calculating device is to ignore 80% of its functions. Today, computer has become very
powerful device that it has changes the way we live as individual as well as members of societies and
organizations. It has had major effects and changes on the economy, health, education, agriculture, industry and
many other fields. The ability of computers in gathering, processing, presenting and sending large amount of
information has had major changes in the way large organizations as well as individuals organize their lives.
Computers are at work, in schools, hospitals and almost all other places. We, therefore, need to have some basic
understanding of how they function and how the language is associated with them.Computer has become almost
indispensable in modern organization.

What is Computer?
Computer is a data processing machine. It is an advanced electronic device,which takes raw data as input from
the user and processes these data as per given instruction (called programs) then gives output(result) and stores
it for future use. It can process both numeric and non-numeric (arithmetic and logical) calculations. The basic
components of modern digital computers are:

Hardware: Input Device, Output Device, Processor, Memory and other peripheral devices.

Software: application software like Microsoft Office, Adobe Photoshop etc.

System software like Microsoft Windows, Mac – OS etc

Characteristics of Computer

 SPEED: In general, no human being can compete to solving the complex computation, faster than
computer.

 ACCURACY: Since Computer is programmed, so whatever input we give it gives result accurately.

 STORAGE:  Computer can store mass storage of data with appropriate format.

 DILIGENCE: Computer unlike human bings never get tired, it can work for hours without any break
and creating error.

 VERSATILITY: We can use computer to perform completely different type of work at the same time.

 POWER OF REMEMBERING: It can remember data for us.

 NO IQ: Computer does not work without instruction.

 NO FEELING: Computer does not have emotions, knowledge, experience, feeling.

Evolution of Computer (Generations of Computer)
There are generally five computer generations known till today. “Generation” in computer generally refers to
the step of computer evolution during different time periods. It provides an overview of the major developments
and technologies during different periods.

Following are the main five generations of computers:

1. First Generation: The period of first generation was 1942-1955 (Vaccum tube based).

First generation of computer started with using vacuum tubes as the basic components for memory and circuitry
for CPU(Central Processing Unit). These tubes like electric bulbs produced a lot of heat and were prone to
frequent fusing of the installations, therefore, they had a limited life. They were very expensive and could be
afforded only by very large organizations.

All the data and instructions were fed into the system from punched cards. The instructions were written in
machine and assembly languages. Since machine and assembly language are very difficult to work with, only a
few specialists understood how to program these early computers. Some computer of this generation were:
ENIAC, EDVAC, UNIVAC, IBM-701, IBM-650
The main features of First Generation are:
 Vacuum tube technology
 Unreliable
 Supported Machine language only
 Very costly
 Generate lot of heat
 Slow Input/Output device
 Huge size
 Need of A.C.
 Non portable
 Consumed lot of electricity

2. Second Generation: The period of second generation was 1955-1964 (Transistor Based)

This generation using the transistor were cheaper, consumed less power, more compact in size, more reliable
and faster than the first generation machines made of vacuum tubes.In this generation, magnetic cores were
used as primary memory and magnetic tape and magnetic disks as secondary storage devices.
In this generation high level programming language like FORTRAN, COBOL were used which were easier to understand.
The Batch Operating system emerged during this period, which allowed processing multiple jobs at a time resulting in
faster processing, enhanced throughput and easier operation .Some computers of this generation were: IBM 1620,
IBM 7094, CDC 1604, CDC 3600, and UNIVAC 1108.
The main features of Second Generation are:
 
Use of transistors
 Reliable as compared to First generation computers
 Smaller size as compared to First generation computers

 Generate less heat as compared to First generation computers

 Consumed less electricity as compared to First generation computers
 Faster than first generation computers
 Still very costly
 A.C. needed

3. Third Generation:The period of third generation was 1964-1975 (Integrated Circuit Based).

The third generation of computer is marked by the use of Integrated Circuits (IC's) in place of transistors.A
single I.C has many transistors, resistors and capacitors along with the associated circuitry. This development
made computers smaller in size, reliable and efficient. In this generation Remote processing, Time-sharing,
Real-time, Multi-programming Operating System were used. High-level languages (FORTRAN-II TO IV,
COBOL, PASCAL PL/1, BASIC etc.) were used during this generation. Some computer of this generation
were: IBM-360 series, Honeywell-6000 series, PDP(Personal Data Processor) and IBM-370/168.
The main features of Third Generation are:
 IC used
 More reliable
 Smaller
 Generate less heat
 Faster
 Less maintenance
 Still costly
 A.C needed
 Consumed lesser electricity
 Support high-level language

4. Fourth Generation: The period of Fourth Generation was 1975-1990 (VLSI Microprocessor Based)
The fourth generation of computers is marked by the use of Very Large Scale Integrated (VLSI) circuits.VLSI
circuits having about one million electronic components on a single chip made it possible to have
microcomputers of fourth generation. Fourth Generation computers became more powerful, compact, reliable,
and affordable. As a result, it gave rise to personal computer (PC) revolution. In this generation Time-sharing,
Real time, Networks (LAN, WAN), Distributed Operating Systemwere used. Operating system like MS-DOS
and MS-Windows with graphical user interface (GUI) were introduced during this period. All the Higher-level
languages like C and C++, DBASE etc. were used in this generation.Some computer of this generation were:
DEC 10, STAR 1000, PDP 11, CRAY-1(Super Computer), CRAY-X-MP(Super Computer ).

The main features of Fourth Generation are:

 VLSI technology used
 Very cheap
 Portable and reliable
 Use of PC's
  Very small size
 Pipeline processing
 No A.C. needed
 Great developments in the fields of networks
 Computers became easily available

5. Fifth Generation: The period of Fifth Generation is 1990-till date (ULSI Microprocessor Based)
In the fifth generation, the VLSI technology became ULSI (Ultra Large Scale Integration) technology, resulting
in the production of microprocessor chips having ten million electronic components. During this period, there
was tremendous growth of network, which resulted in the emergence, and popularity of the Internet. E-mail
(Electronic Mail), World Wide Web (Known as WWW) gets popular. Optical Disk also emerged as a portable
mass storage media such as CD – ROM (Compact Disk – Read Only Memory).
This generation is based on parallel processing and AI (Artificial Intelligence) software. AI is an emerging
branch in computer science, which interprets means and method of making computers think like human beings.
All the Higher-level languages like C and C++, Java, .Net etc. are used in this generation. Some computer types
of this generation are: Desktop, Laptop, Notebook etc.

The main features of Fifth Generation are:

 ULSI technology
 Development of true artificial intelligence
 Development of Natural language processing
 Advancement in Parallel Processing
 More user friendly interfaces with multimedia features
 Availability of very powerful and compact computers at cheaper rates

History of computer in Nepal: There is not a long history of computer in Nepal. Nepal used to hire some types
of calculators and computers for its census calculation.In 2018 B.S, the calculating device called “ Facit” took
nearly 6 years and 6 months to prepare the census report. So, his majesty’s government brought IBM 1401
(Second generation computer) on rent (1 lakh 25 thousand per month) for the census of 2028. It took 1 year 7
month and 15 days for the processing of 1 crore and 12.5 lakh population. It was better and quicker so,
government did not return the machine but purchased it for further data processing in Bureau of Statistics. In
2038 B.S a better 4th generation computer was imported with the aid of UNDP and UNFPA from England in 20
lakh American dollars. Its name was ICL 2950/10. The census of 2038 was completed in 1 year 3 months. This
computer lies in the museum of NCC (national computer center)

Types of Computers

S.No Type Specifications

.

Micro Computers or It is a single user computer system having moderately

1 PC (Personal powerful microprocessor. Example: desktops, laptops,
Computer) notebooks etc.

2 Workstation It is also a single user computer system; similar to

personal computer however has a more powerful
microprocessor. Workstations run computationally
 intensive scientific, engineering and financial application

It is a multi-user computer system, capable of

supporting hundreds of users simultaneously. These
3 Mini Computer computers are designed to accomplish specific tasks
such as process control, scientific research, and
engineering applications.

It is a multi-user computer system, capable of

supporting hundreds of users simultaneously. Hardware
and Software features are different from minicomputer.
4 Main Frame
Mainframe is popular in large enterprise for extensive
computing applications that are accessed by thousands
of users like airline reservation systems.

It is an extremely fast computer, which can execute

hundreds of millions of instructions per second.
5 Supercomputer
Supercomputer typically runs military and scientific
applications.

Hardware Devices
Hardware refers to the physical equipment used for the input, processing, output, and storage activities of a
computer system. It consists of the following:
• Central Processing Unit (CPU)
• Memory (Primary and secondary storage)
• Input Technologies
• Output Technologies
• Communication Technologies
Central Processing Unit: Central processing unit performs the actual computation or “number crunching”
inside any computer. CPU is a microprocessor made up of millions of transistors, eg, Pentium 4, Athlon etc.
Features:
– CPU is considered as the brain of the computer
– CPU performs all types of data processing operations.
– It stores data, intermediate results and instructions (programs).
– It controls the operation of all parts of computer.
Components of CPU:
– Memory or storage unit
– Control Unit
– ALU (Arithmetic Logic Unit)
Memory and Storage Unit:

This unit can store instructions, data and intermediate results. This unit supplies information to the other units of
the computer when needed. It is also known as internal storage unit or main memory or primary storage or
Random access memory(RAM).

Its size affects speed, power and capability. Primary memory and secondary memory are two types of memories
in the computer. Functions of memory unit are:

• It stores all the data and the instructions required for processing.
• It stores intermediate results of processing.
• It stores final results of processing before these results are released to an output device.
• All inputs and outputs are transmitted through main memory.

Control Unit:

This unit controls the operations of all parts of computer but does not carry out any actual data processing
operations.

Functions of this unit are:

• It is responsible for controlling the transfer of data and instructions among other units of a computer.
• It manages and coordinates all the units of the computer.
• It obtains the instructions from the memory, interprets them, and directs the operation of the computer.
• It communicates with Input and Output devices for transfer of data or results from storage.
• It does not process or store data.

Arithmetic Logic Unit:

This unit consists of two subsections namely

 • Arithmetic Section: Function of arithmetic section is to perform arithmetic operations like addition,
subtraction, multiplication and division. All complex operations are done by making repetitive use of
above operations.
• Function of logic section is to perform logic operations such as comparing, selecting, matching and
merging of data.

Memory:

A memory is just like a brain. It stores data and instructions. Computer memory is the storage space in
computer where data to be processed and instructions required for processing are stored.

Memory is primarily of four types

1. Register
2. Cache Memory
3. Primary memory/ Main memory
4. Secondary memory

Registers: Registers are part of CPU. They have least capacity, storing extremely limited amounts of
instructions and data only immediately before and after processing.

Cache Memory: Cache memory is a very high speed semiconductor memory which can speed up CPU. It acts
as a buffer between the CPU and main memory. It is used to hold those parts of data and program which are
most frequently used by CPU. The parts of data and programs are transferred from disk to cache memory by
operating system from where CPU can access them.

– Cache memory is faster than main memory.

– It consumes less access time as compared to main memory.
– It stores the program that can be executed within a short period of time.
– It stores data for temporary use.

Primary Memory (Main Memory)

Primary memory holds only those data and instructions on which computer is currently working. It has limited
capacity and data is lost when power is switched off. It is generally made up of semiconductor device. These
memories are not as fast as registers. The data and instruction required to be processed reside in main memory.
It is divided into two subcategories RAM and ROM.

Characteristics of Main Memory

• These are semiconductor memories.

• It is known as main memory.
• Usually volatile memory.
• Data is lost in case power is switched off.
• It is working memory of the computer.
• Faster than secondary memories.
• A computer cannot run without primary memory.
Secondary Memory

This type of memory is also known as external memory or non-volatile. It is slower than main memory. These
are used for storing data/Information permanently. CPU directly does not access these memories instead they
are accessed via input-output routines. Contents of secondary memories are first transferred to main memory,
and then CPU can access it. For example: disk, CD-ROM, DVD etc.

Characteristic of Secondary Memory

• These are magnetic and optical memories.

• It is known as backup memory.
• It is non-volatile memory.
• Data is permanently stored even if power is switched off.
• It is used for storage of data in a computer.
• Computer may run without secondary memory.
• Slower than primary memories.

Types of Main Memory

1. Random Access Memory:

RAM(Random Access Memory) is the internal memory of the CPU for storing data, program and program
result. It is read/write memory which stores data until the machine is working. As soon as the machine is
switched off, data is erased.

RAM is volatile, i.e. data stored in it is lost when we switch off the computer or if there is a power failure.
Hence a backup uninterruptible power system(UPS) is often used with computers. RAM is small, both in terms
of its physical size and in the amount of data it can hold.

Types:

• Static RAM (SRAM): The word static indicates that the memory retains its contents as long as power is
being supplied. However, data is lost when the power gets down due to volatile nature. It has long life
and faster and are expensive.
• Dynamic RAM (DRAM): DRAM, unlike SRAM, must be continually refreshed in order to maintain the
data. This is done by placing the memory on a refresh circuit that rewrites the data several hundred times
per second. DRAM is used for most system memory because it is cheap and small in size. It has short
lifetime and slower compared to SRAM.

2. Read Only Memory:

ROM stands for Read Only Memory, the memory from which we can only read but cannot write on it. This type
of memory is non-volatile. The information is stored permanently in such memories during manufacture. ROM
stores such instructions that are required to start a computer. This operation is referred to as bootstrap. ROM
chips are not only used in the computer but also in other electronic items like washing machine and microwave
oven.

Advantages:

•  Non-volatile in nature
• These cannot be accidentally changed
 • Cheaper than RAMs
• Easy to test
• More reliable than RAMs
• These are static and do not require refreshing
• Its contents are always known and can be verified

Motherboard
The motherboard serves as a single platform to connect all of the parts of a computer together. A motherboard
connects CPU, memory, hard drives, optical drives, video card, sound card, and other ports and expansion cards
directly or via cables. It can be considered as the backbone of a computer.

Features:

• Motherboard varies greatly in supporting various types of components.

• Normally a motherboard supports a single type of CPU and few types of memories.
• Video Cards, Hard disks, Sound Cards have to be compatible with motherboard to function properly.
• Motherboards, cases and power supplies must be compatible to work properly together.

INPUT and OUTPUT Devices:

• Input Devices: Allows people and other technologies to put data into a computer. Examples: Keyboard,
mouse, joystick, scanner, microphone, Barcode reader, touch screen etc
• Output Devices: The output generated by a computer is transmitted to the user through the means of
output devices. Example: monitors, printers, multimedia etc.

SOFTWARE
Software is a set of programs, which is designed to perform a well-defined function. A program is a sequence of
instructions written to solve a particular problem. There are two types of software

– System Software
– Application Software

System Software: System software is the class of programs that control and support the computer system and
its information processing activities. It facilitates the programming, testing and debugging of computer
programs. It is independent of any specific type of application. It is further classified as operating system and
utility software.
 Operating System:An operating system (OS) is system software that manages computer hardware and
software resources and provides common services for computer programs.It usually resides on a disk.
After a computer system is started, or “booted up”, portions of the operating system are transferred to
memories as they are needed. Examples: MS-DOS, Microsoft Windows, Unix, Linus, Mac OS etc.

Utility software:Utility software helps to analyze, configure, optimize and maintain the computer, such
as virus protection. Example: compiler, debugger, anti-virus etc.

Activities/Characteristics of System Software:

Memory Management -- keeps tracks of primary memory i.e. what part of it is in use by whom, what part is
not in use etc. and allocates the memory when a process or program requests it.

Processor Management -- allocates the processor(CPU) to a process and deallocates processor when it is no
longer required.

Device Management -- keeps track of all devices. This is also called I/O controller that decides which process
gets the device, when, and for how much time.

File Management -- allocates and de-allocates the resources and decides who gets the resources.

Security -- prevents unauthorized access to programs and data by means of passwords and similar other
techniques.

Job accounting -- keeps track of time and resources used by various jobs and/or users.

Control over system performance -- records delays between request for a service and from the system.

Interaction with the operators -- The interaction may take place via the console of the computer in the form of
instructions. Operating System acknowledges the same, does the corresponding action and informs the
operation by a display screen.

Error-detecting aids -- Production of dumps, traces, error messages and other debugging and error- detecting
methods.

Coordination between other software and users-- Coordination and assignment of compilers, interpreters,
assemblers and other software to the various users of the computer systems.

Application software:

Application software consists of instructions that direct a computer system to perform specific information
processing activities and that provide functionality for users. Many different languages can be used to develop
application software, each having strengths and weaknesses.

Examples: Microsoft office, Internet explorer, Adobe Photoshop etc.

1. Proprietary application software: Addresses a specific or unique business need for a company. The
organization’s information systems personnel may develop this type of software in-house or it may be
commissioned form a software vendor. Such specific software programs developed for a particular
company by a vendor is called contract software.
 2. Off-the-shelf application software: Thissoftware can be purchased, leased or rented from a vendor that
develops programs and sells them to many organizations. They may be a standard package or
customizable.

Basic understanding of Data Processing

Each organization, regardless of its size or purpose, generates data to keep a record of events and transactions
that take place within the business. Generating and organizing this data in a useful way is called data
processing. Before we begin with data processing, let us know something about Data. The word "data" is the
plural of datum, which means fact, observation, assumption or occurrence. More precisely, data are
representations of raw facts pertaining to people, things, ideas and events. Data are represented by symbols
such as letters of the alphabets, numerals or other special symbols.

Now let us gain the concept of Data Processing. Data processing is the act of handling or manipulating data in
some fashion. Regardless of the activities involved in it, processing tries to assign meaning to data. Thus, the
ultimate goal of processing is to transform data into information. Data processing is the process through which
raw facts and figures are collected, assigned meaning, communicated to others and retained for future
use.Hence we can define data processing as a series of actions or operations that converts data into useful
information. We use the term 'data processing system' to include the resources that are used to accomplish the
processing of data. Information thus canbe defined as “data that has been transformed into a meaningful and
useful form for specific purposes”.

For example, when you purchase something in a departmental store, a number of data items are put together,
such as your name, address articles you bought, the number of items purchased, the price, the tax and the
amount you paid. Separately, these are all data items but if you put these items together, they represent
information about a business transaction.

Information Processing
Information processing is concerned with gathering, manipulating, storing, classifying, and retrieving
recorded information. Data that are processed forms the information, which can be recorded in the computer
system. The same data that are recorded are processed for further information to increase the knowledge base
for decision-making. Available information can be processed in any manner to any form that is more
meaningful and gives appropriate meaning as required to humans. For example, financial information that is in
the form of table can be further processed to desirable form like pie chart, histogram etc or can be printed. Thus
Information processing is the change (processing) of information in any manner detectable by an observer.

Data Processing Activites (stages)/Data Processing Cycle:

1) Collection is the first stage of the cycle, and is very crucial, since the quality of data collected will impact
heavily on the output. The collection process needs to ensure that the data gathered are both defined and
accurate, so that subsequent decisions based on the findings are valid. 
Some types of data collection include census (data collection about everything in a group or statistical
population), sample survey (collection method that includes only part of the total population),
and administrative by-product (data collection is a byproduct of an organization’s day-to-day operations).

2) Preparation is the manipulation of data into a form suitable for further analysis and processing. Raw data
cannot be processed and must be checked for accuracy. Preparation is about constructing a dataset from one or
more data sources to be used for further exploration and processing. Analyzing data that has not been carefully
screened for problems can produce highly misleading results that are heavily dependent on the quality of data
prepared.

3) Input is the task where verified data is coded or converted into machine readable form so that it can be
processed through a computer. Data entry is done through the use of a keyboard, digitizer, scanner, or data entry
from an existing source. This time-consuming process requires speed and accuracy. Most data need to follow a
formal and strict syntax since a great deal of processing power is required to breakdown the complex data at this
stage.

4) Processing is when the data is subjected to various means and methods of manipulation, the point where
a computer program is being executed, and it contains the program code and its current activity. The process
may be made up of multiple threads of execution that simultaneously execute instructions, depending on
the operating system. While a computer program is a passive collection of instructions, a process is the actual
execution of those instructions. Many software programs are available for processing large volumes of data
within very short periods.

5) Output and interpretation is the stage where processed information is now transmitted to the user. Output
is presented to users in various report formats like printed report, audio, video, or on monitor. Output need to be
interpreted so that it can provide meaningful information that will guide future decisions of the company.

6) Storage is the last stage in the data processing cycle, where data, instruction and information are held for
future use. The importance of this cycle is that it allows quick access and retrieval of the processed information,
allowing it to be passed on to the next stage directly, when needed. Every computer uses storage to hold
processed information.
Computer Application
A computer has high speed of calculation, diligence, accuracy, reliability, or versatility, which has made it an
integrated part in all business organizations.Computer is used in business organizations for −

 Payroll calculations

 Budgeting

 Sales analysis

 Financial forecasting

 Managing employee database

 Maintenance of stocks, etc.

a) Banking: Today, banking is almost totally dependent on computers.

Banks provide the following facilities −

 Online accounting facility, which includes checking current balance, making deposits and overdrafts,
checking interest charges, shares, and trustee records.

 ATM machines which are completely automated are making it even easier for customers to deal with
banks.

b) Insurance: Insurance companies are keeping all records up-to-date with the help of computers. Insurance
companies, finance houses, and stock broking firms are widely using computers for their concerns.

Insurance companies are maintaining a database of all clients with information showing −

 Procedure to continue with policies

 Starting date of the policies

 Next due installment of a policy

 Maturity date

 Interests due

 Survival benefits

 Bonus

c) Education: The computer helps in providing a lot of facilities in the education system.

 The computer provides a tool in the education system known as CBE (Computer Based Education).

 CBE involves control, delivery, and evaluation of learning.

  Computer education is rapidly increasing the graph of number of computer students.

 There are a number of methods in which educational institutions can use a computer to educate the
students.

 It is used to prepare a database about performance of a student and analysis is carried out on this basis.

d) Marketing: In marketing, uses of the computer are following −

 Advertising − With computers, advertising professionals create art and graphics, write and revise copy,
and print and disseminate ads with the goal of selling more products.

 Home Shopping – Home shopping has been made possible through the use of computerized catalogues
that provide access to product information and permit direct entry of orders to be filled by the customers.

e) Healthcare: Computers have become an important part in hospitals, labs, and dispensaries. They are being
used in hospitals to keep the record of patients and medicines. It is also used in scanning and diagnosing
different diseases. ECG, EEG, ultrasounds and CT scans, etc. are also done by computerized machines.

Following are some major fields of health care in which computers are used.

 Diagnostic System − Computers are used to collect data and identify the cause of illness.

 Lab-diagnostic System − All tests can be done and the reports are prepared by computer.

 Patient Monitoring System − These are used to check the patient's signs for abnormality such as in
Cardiac Arrest, ECG, etc.

 Pharma Information System − Computer is used to check drug labels, expiry dates, harmful side
effects, etc.

 Surgery − Nowadays, computers are also used in performing surgery.

f) Engineering Design: Computers are widely used for engineering purpose.

One of the major areas is CAD (Computer Aided Design) that provides creation and modification of images.
Some of the fields are −

 Structural Engineering − Requires stress and strain analysis for design of ships, buildings, budgets,
airplanes, etc.

 Industrial Engineering − Computers deal with design, implementation, and improvement of integrated
systems of people, materials, and equipment.

 Architectural Engineering − Computers help in planning towns, designing buildings, determining a

range of buildings on a site using both 2D and 3D drawings.

g) Military: Computers are largely used in defense, Modern tanks, missiles, weapons, etc. Military also
employs computerized control systems. Some military areas where a computer has been used are −

 Missile Control
  Military Communication

 Military Operation and Planning

 Smart Weapons

h) Communication: Communication is a way to convey a message, an idea, a picture, or speech that is received
and understood clearly and correctly by the person for whom it is meant. Some main areas in this category are −

 E-mail

 Chatting

 Usenet

 FTP

 Telnet

 Video-conferencing

i) Government: Computers play an important role in government services. Some major fields in this category
are −

 Budgets

 Sales tax department

 Income tax department

 Computation of male/female ratio

 Computerization of voters lists

 Computerization of PAN card

 Weather forecasting

Commercial Office Automation

When you start your business, you might be able to perform all of your necessary office tasks from a laptop on a
small desk. As your enterprise expands, though, the number and scale of tasks needed to keep your business
running might increase exponentially. Hiring more employees is one solution to the increased work. Another is
office automation, which has its own benefits and problems.

Office automation uses software and hardware solutions to ease workload.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.Datastorage, electronic transfer, and the
management of electronic business information comprise the basic activities of an office automation system.
Office automation helps in optimizing or automating existing office procedures. The backbone of office
automation is a LAN, which allows users to transfer data, mail and even voice across the network. All office
functions, including typing, filing, copying, fax, printing and records management, telephone and telephone
switchboard operations, fall into this category.Its simplest level can consist of activating options in software you
already own, which costs nothing. For example, your email program might contain a filtering facility that
enables you to sort incoming messages into appropriate folders or send them to staff who can respond.
Automation can also demand expensive technology. For example, you might need to lease or buy a copy
machine that automatically scans your printed training manual, duplicates it, collates the pages, binds the
document in an attractive hardcover and stacks it for easy distribution.

Advantages

Automating processes reduces your involvement in mundane clerical tasks, such as organizing customer data or
creating reports, and leaves you to concentrate on the parts of your business that you prefer. It allows a few
employees to perform the tasks of many, such as when one machine automatically chooses, packs and labels
products for shipping. Automation enables people with lower skill levels to perform higher-level tasks, such as
when a clerk creates an attractive and compelling presentation by typing text into software templates that pull in
third-party pictures, videos and music. Automating information systems reduces storage space, speeds retrieval
and allows several employees to access the same data at the same time.

Disadvantages

Office automation can be expensive when you first invest in software and equipment. A professional office
suite or a machine that scans, duplicates and binds documents, for example, can be quite expensive. Older or
less-skilled employees who are used to manual methods might find it difficult to operate and adjust to automatic
processes. This could require additional and time-consuming training. If the automated system does not function
-- when power is interrupted, for example -- you might not be able to use manual methods to continue business.
For instance, if your product catalog exists exclusively on your computer and the system goes down, you might
be unable to take and process orders.

With the momentum of technology in the past few decades, there have been comparisons made between the
way a computer operates and the way our mind does. Just as a computer receives, stores and brings up
information, so do our minds as we live day by day. As the theory outlines, there are four steps in processing
and handling events from our surroundings: attending, encoding, storing and retrieving.