Office Automation Systems
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 company, 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. Types of functions integrated by office automation systems include (1) electronic publishing; (2) electronic communication; (3) electronic collaboration; (4) image processing; and (5) office management. 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.
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. Desktop publishing software (e.g., Adobe Pagemaker, Corel VENTURA, Microsoft Publisher) enables users to integrate text, images, photographs, and graphics to produce high-quality printable output. Desktop publishing software is used on a microcomputer with a mouse, scanner, and printer to create professional-looking publications. These may be newsletters, brochures, magazines, or books.
Electronic communication systems include electronic mail (e-mail), voice mail, facsimile (fax), and desktop videoconferencing.
E-mail is software that allows users, via their computer keyboards, to create, send, and receive messages and files to or from anywhere in the world. Most email systems let the user do other sophisticated tasks such as filter, prioritize, or file messages; forward copies of messages to other users; create and save drafts of messages; send "carbon copies"; and request automatic confirmation of the delivery of a message. E-mail is very popular because it is easy to use,
offers fast delivery, and is inexpensive. Examples of e-mail software are Eudora, Lotus Notes, and Microsoft Outlook.
Voice mail is a sophisticated telephone answering machine. It digitizes incoming voice messages and stores them on disk. When the recipient is ready to listen, the message is converted from its digitized version back to audio, or sound. Recipients may save messages for future use, delete them, or forward them to other people.
A facsimile or facsimile transmission machine (FAX) scans a document containing both text and graphics and sends it as electronic signals over ordinary telephone lines to a receiving fax machine. This receiving fax recreates the image on paper. A fax can also scan and send a document to a fax modem (circuit board) inside a remote computer. The fax can then be displayed on the computer screen and stored or printed out by the computer's printer.
Desktop videoconferencing is one of the fastest growing forms of videoconferencing. Desktop videoconferencing requires a network and a desktop computer with special application software (e.g., CUSeeMe) as well as a small camera installed on top of the monitor. Images of a computer user from the desktop computer are captured and sent across the network to the other computers and users that are participating in the conference. This type of videoconferencing simulates face-to-face meetings of individuals.
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. Teleconferencing is also known as videoconferencing. As was mentioned in the discussion of desktop videoconferencing earlier, this technology allows people in multiple locations to interact and work collaboratively using real-time sound and images. Full teleconferencing, as compared to the desktop version, requires special-purpose meeting rooms with cameras, video display monitors, and audio microphones and speakers.
Telecommuting and Collaborative Systems.
High-tech meeting rooms help companies make more effective presentations. small video screens are built into the table tops. At some conference halls.Telecommuters perform some or all of their work at home instead of traveling to an office each day. and causes more air pollution. Imaging systems convert text.
Image processing systems include electronic document management.
Telecommuting is gaining in popularity in part due to the continuing increase in population. however. which creates traffic congestion. promotes high energy consumption. The technologies used in electronic communication and teleconferencing can be useful in maintaining a successful telecommuting program. so that neither on-site employees nor telecommuters find their productivity is compromised by such arrangements. like this one at the Chinzan-so Four Seasons Hotel in Toyko. including those that allow collaborative work or meetings. through the use of technology and general employee management practices. Studies have found that telecommuting programs can boost employee morale and productivity among those who work from home. presentation graphics. It is necessary to maintain a collaborative work environment. a modem. Telecommuting can help reduce these problems. Telecommuting can also take advantage of the skills of homebound people with physical limitations. software that allows the sending and receiving of work.usually with the aid of office automation systems. and multimedia systems. and an ordinary telephone line are the tools that make this possible. A microcomputer.
projects. and photographs into digital form that can be stored in a computersystem. Presentation graphics software uses graphics and data from other software tools to create and display presentations. Imaging systems may use scanners. graphic. Business dates. video conferencing. photos. sound. and data. appointments. text. and video clips. subdivided. All of these actions can either be done individually or for an entire group. Projects and tasks can be allocated. edited. or sent via a modem to another computer. and planned. stored. printed. or animation into a computer-based application. stored. sound. or advanced graphic computers. Lotus Freelance Graphics. digital cameras. electronic scheduling. and task management. Additionally. voice. and retrieved. This digital form can be manipulated. Examples of such software are Microsoft Power Point. and client contact information can be created.
Office management systems include electronic office accessories. animation. The graphics include charts. Multimedia is used for electronic books and newspapers. and mortgage applications. Computerized systems that automate these office functions can dramatically increase productivity and improve communication within an organization
. imaging. These systems provide an electronic means of organizing people. medical records. presentations. notes. and SPC Harvard Graphics. full-motion video.drawings. video capture cards. and web sites. Companies use imaging systems for a variety of documents such as insurance forms. dental records. automatic reminders about crucial dates and appointments can be programmed. Multimedia systems are technologies that integrate two or more types of media such as text. bullet lists.
Raw data storage.NotebookReview. Go! www14. Office automation helps in optimizing or automating existing office procedures. Cloud based Know your business increase profit. telephone and telephone switchboard operations. Telex.Product Information Management solutions from the industry leader www.assetcore. www. Office automation was a popular term in the 1970s and 1980s as the desktop computer exploded onto the scene
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Office automation refers to the varied computer machinery and software used to digitally create. and the management of electronic business information comprise the basic activities of an office automation system. graphs. collect. and sound into a computer. However. video. Raw data storage. Input can be typed into the computer or scanned (digitally reproduced) from another document or
. information exists as letters. When that information is electronically transferred. Some large companies like AT&T maintain extensive and complex office automation systems. messages. memos. Popular operating systems like DOS (Disk Operating System) and user interfaces like Microsoft Corp.Meridium APM Create strategies & reduce risk Increase production & optimize cost www. increasingly office automation refers not just to the mechanization of tasks but to the conversion of information to electronic form as well. The advent of the personal computer in the early 1980s revolutionized office automation. while smaller companies may employ only a word processor. either at the same or different locations. most offices use at least one commercial computer business application in the course of daily activity. office automation systems must allow input of new information and the retrieval of stored information. Free trial www.'s Windows dominate office computer systems. raw data is exchanged between two or more office employees. and relay office information needed for accomplishing basic tasks and goals. In its basic form. In order to process information. electronic transfer. graphics. store. manipulate.com
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DATA STORAGE AND MANIPULATION. paragraph styles. desktop
. By packaging the features of a word processor with advanced page design and layout features. Image applications allow the capture and editing of visual images. such as the hard drive on the office PC. headers and footers. and print text documents. These storage areas can be finite and local. One of the most popular features of word processing packages are their preformatted document templates. or spreadsheet. hardware and software combine to fulfill basic functions. Text-handling software and systems cover the whole field of word processing and desktop publishing. Data applications involve the capture and editing of a file. image. the worldwide collection of computer networks that is growing every year. Templates automatically set up such things as font size. edit. while spreadsheet applications enable the easy manipulation and output of numbers. Within each broad application area. Input of pre-existing information means retrieving the electronic materials from an existing storage area. Popular commercial word processing applications include Word Perfect (Corel) and Word (Microsoft). Word processing and desktop presentation packages accommodate raw textual and graphical data. or as seemingly infinite and global as the Internet. Word processing is frequently the most basic and common office automation activity. and page numbers so that the user does not have to reset document characteristics every time they create a new record.
Data storage usually includes office records and other primary office forms and documents. Desktop publishing adds another dimension to text manipulation. Word processing is the inputting (usually via keyboard) and manipulation of text on a computer. Each provides the office user with a sophisticated set of commands to format. there are three basic activities of an office automation system: storage of raw data. and data management. data exchange. New advances in input devices frequently allow direct handwritten input or voice dictation.
THE BASICS OF OFFICE AUTOMATION
The exchange of stored and manipulated information is an equally important component of an office automation system. voice mail. Spreadsheet programs allow the manipulation of numeric data.e. sound. financial projection. Presentation software packages simplify the creation of multimedia presentations that use computer video. In an imaging system. such as newsletters or brochures. images. and text in an integrated information package. each word or character is treated individually. One of the most popular uses of computerized images is in corporate presentations or speeches. The pro forma option allows the user to change a variable and have a complex formula automatically recalculated based on the new numbers. Electronic sharing software illustrates the collaborative nature of many office automation systems. are representations of visual information.
. In a word processor or desktop publishing application. The distinction between electronic transfer and electronic sharing is subtle but recognizable. and facsimile are examples of electronic transfer applications.
DATA EXCHANGE. photographs. Electronic mail. Examples of visual information include pictures of documents. and accounting. Systems that allow instantaneous or "real time" transfer of information (i. which cannot be edited the same way that text files can. the entire picture or document is treated as one whole object. Many businesses use spreadsheets for financial management. or digital pictures. online conversations via computer or audio exchange with video capture) are considered electronic sharing systems.publishing packages easily create documents with text and images. Image-handling software and systems are another facet of office automation. Particularly useful among the many spreadsheet options is the ability to use variables in pro forma statements. Early popular spreadsheets like VisiCalc and Lotus 1-2-3 greatly simplified common financial record keeping. These images are converted into digital files. Images. Visual information is an important complement to textual information. and graphics such as tables and charts. Electronic transfer is a general application area that highlights the exchange of information between more than one user or participant.
Electronic management systems monitor and control office activities and tasks through timelines. voice. A telecommuter works for a business from another location (often home) using a computer and a connection to the office automation system. Participants may be within the same office or building or thousands of miles apart. Office automation systems that include the ability to electronically share information between more than one user simultaneously are often called groupware. An interesting byproduct of the electronic sharing functions of an office automation system is telecommuting.
DATA MANAGEMENT. groupware is gaining in popularity for
. tickler systems or reminder systems. many electronic mail systems provide security features. Voice mail offers essentially the same applications. is to send and receive faxes by modem. It is usually possible to relay electronic mail to more than one recipient. and scheduling programs monitor and control various projects and activities within the office. One type of groupware is an electronic meeting system. Electronic sharing systems offset the limitations of a store-and-forward electronic mail system. for example. which allows geographically dispersed participants to exchange information in real time. One popular alternative. but for telephones rather than computers. Additionally. Facsimile transmissions are limited to image relay and have suffered in popularity with the increase in the use of the personal computer. automatic messaging. and electronic scheduling. Long-distance electronic sharing systems usually use a telephone line connection to transfer data. Telecommuting is an increasingly popular style of work for many office workers and companies. and facsimile transmission of office information. and mail management systems like electronic folders or notebooks.
The last major component of an office automation system offers planning and strategic advantages by simplifying the management of stored information. while sharing in a localized area often involves just a local area network of computers (no outside phone line is needed). resource equations.Electronic transfer software and systems allow for electronic. As in data exchange. Task management. Electronic mail uses computerbased storage and a common set of network communication standards to forward electronic messages from one user to another.
and data entry all cost money and require space. People involved with office automation basically include all users of the automation and all providers of the automation systems and tools. Standards are increasing but still not yet completely integrated into all aspects of office automation. the constantly changing tools used in automation. rewiring. Second. All are also involved with providing information.data management. Change is difficult for some workers. and the ways in which automation has changed the workplace. A wide range of people²including software and hardware engineers. the office automation system is only as good as the people who make and use it. Practical tools for office automation include computer hardware and software currently available in a number of models. Applications such as word processing. Two basic microcomputer platforms are DOS (Disk Operating System)-compatible computers and Apple Macintosh systems. and configurations. AND THE WORKPLACE
When considering office automation three main areas need further discussion: people. exchanging. yet must occur for a business to remain competitive. and managing information. database management. and how automation affects them. Configuring complex office systems to share information is difficult and involves a considerable staff commitment. Office automation tools may stand alone (without access to information at other computers) or be networked (with such access). Popular local area network software includes Novell NetWare and Lantastic. Newly recognized medical problems such as repetitive motion syndrome are a
OFFICE AUTOMATION: PEOPLE. applications. and secretaries² use office automation. overcoming workplace resistance is a must if the full benefits of automation are to be realized. Equipment. management information scientists. and spreadsheets are common and constantly changing. Each member of the work group or larger group may share access to necessary information via the automated office system and groupware. security. Practical workplace issues of office automation often involve the budget and physical considerations involved with creating. First. training. This dual role of both provider and user gives rise to two critical issues. TOOLS. training of personnel to effectively use an office automation system is essential.
Businesses must comply with software licenses or face lawsuits. Likewise. While office automation often mirrors actual paper transaction and activity. as powerful microcomputers continue to drop in price. By the late 1990s.significant issue for some people using office automation systems.referenceforbusiness. provoke considerable debate on the future of the central office.html#ixzz1Jx3CGEZr
. these items registered over 100 percent growth rates. Benefits in using electronic management systems include savings in production and service costs as information is quickly routed for optimal office performance. office automation creates advantages as well as disadvantages. at the same time. office automation extends the information activities of the office to surpass physical or geographic limitation. These products grew quickly to incorporate scanners and related functions. Office automation systems can be complex to acquire and costly to administrate for large organizations.benefits http://www. The availability of vital office information in such an easily obtained digital format requires considerable thought and preparation for data security.
Read more: Office Automation . The first such machines included a plain paper fax and a color printer in one unit. Repetitive motion syndrome is a medical disorder associated with lengthy keyboard inputting and seating arrangements. By far the fastest growing segment of the office automation industry is for multifunction peripherals. Office automation can also be cost effective.com/encyclopedia/Mor-Off/OfficeAutomation. Telecommuting advances enable an increasing percentage of the workforce to maintain an office at home and. an office automation system may also complement the paper system and provide output only available in digital format. These machines incorporate a combination of functions into one. environmental safety concerns might also include vision and overall health considerations related to electromagnetic computer emissions. Thus. By integrating raw information with exchange mechanisms and management structuring and guidance.
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. Many different documents can be created in Mipsis to meet ISO9000 requirements and personal needs. These are. document flow and business processes.Document Management Software for automation of the office work. These demands are later evaluated to see if a new document is really needed. collaboration.
.. Document Control Workflow provides the conveyance of the demands for the new documents from the system to the related personnel as a first step.
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Word processing programs have replaced typewriters. Database and spreadsheet programs running on high-powered personal computers allow ordinary users to input. database programs have replaced paperbased office works. Starting with basic. personal organiser programs have replaced paper diaries. word processing and spreadsheet programs in the 1970s. desktop publishing programs allow relative novices to produce professional-quality publications. inventories and staff lists. For example. These programs have served to empower ordinary office workers by enabling them to complete tasks inhouse that once had to be sent off-site to be completed by specialists.
Personal computer-based office automation software has become an indispensable part of office management. and so on. store and use data in ways that once would only have been possible on large main-frame computers operated by specialist programmers. spreadsheet programs have replaced ledger books. where once even the simplest of typesetting tasks had to be sent to professional typesetters and printers. by the 1990s office automation programs had become very sophisticated.
such as issuing and receiving capturing and analysing office data storing and manipulating employee records automating large scale personalised mail-outs to clients and staff keeping inventories maintaining a corporate web site and an internal intranet planning and monitoring all aspects of a major project organising a financial management system sending individual and grouped electronic mail to internal staff and external clients sharing files across a network
.Types of Office Automation Software A typical 'suite' of office automation software will include some or all of the following kinds of programs: y y y y y y y y y y y y y word processor spreadsheet database desktop publisher project manager presentation computer file manager email internet browser internet publisher personal organiser financial system personnel system
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Using Office Automation Software It is desirable that all users of office automation software be trained in their use. editing and printing all correspondence in a standard corporate style. For example. including books. storing and using data automating various parts of the office process. brochures. In most cases our skilled professionals train clients to their satisfaction. Software packages also come with user manuals (paper and/or onscreen) and comes with self-paced on-screen tutorials. office automation for: y y y y y y y y y y y y y y producing all or most of its publications in-house. forms and newsletters composing. incorporating automatic printing of logos and corporate livery developing computer-generated presentations for projection on overhead screens for seminars and training purposes entering. Our Modern office automation software is very powerful and mostly fits to the needs of Skilled users. We also can develop very sophisticated products based on individual needs.