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Office Automation Systems (OAS)

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Office Automation Systems (OAS)

Computer system, such as word processing, electronicmail system, and scheduling system, that is designed toincrease the productivity of data workers in the office.

TYPE: Knowledge-level

INPUTS: documents, schedules

PROCESSING: document management, scheduling,communication

OUTPUTS: documents; schedules

USERS: clerical workers

EXAMPLE: document imaging system

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Office Automation System

The main objective of office automation system is thecentrality, consistency, communication and control of

the information.

Office automation is the integration of computer,

telecommunications and office equipmenttechnologies to improve the execution of businessfunctions through increasing the productivity,effectiveness, and working conditions of office

support staff

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Office automation system are concerned withhandling, controlling and distribution of theinformation of the organization .office automationrefers to the use of computer and communicationtechnology to perform various office functions. Thevarious activities in an office can be classified intotwo categories:- Activities performed by clerical staff ( typists, secretaries,

clerk etc.) e.g. typing, mailing, retrieving documents,scheduling of meetings and conferences, etc.

Activities performed by managers e.g., controlling

performance; production of information such as report,memos or messages and conferencing

Office automation facilitates both types of activities

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OAS tools

Photocopiers Phones

Computer based office automation systems

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What do they do? Word Processing: Word processing refers to preparation of

documents such as letters, reports, memos, etc., with theassistance of a computer.

Electronic filling: Electronic filling facilities the filling ofincoming and outgoing mail and documents on a magneticmedia.

Electronic mail: Electronic mail consists of following facilities:- Send messages electronically to other users with in the same

organization.

Automatic logging of copies.

Retains messages for specified periods.

Authenticates the messages with a signature.

Notes time of dispatch. Provides unlimited mail-boxes.

Sets up precedence and priorities.

Provides a level of security and privacy.

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Automating daily calendars Groupware

Desktop publishing

Image processing.

Presentation graphics

Computer graphics

Voice processing

Facsimile Teleconferencing

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Advantages of OAS

They provide more time to managers to concentrateon their basic job.

They improve the quality of work in terms of content,thoroughness, timeliness and accuracy.

They speed up specific functions and therebyincrease the quantity of clerical output.

They use electronics to absorb the normal growth offunctions.

They reduce the time spent on input capture andcreation.

They help in eliminating routine, boring, or lessdesirable tasks

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They help in reducing administrative detail overhead.

They help in reducing the traveling expenses fordiscussion, meetings, e.g., teleconferencing.

They co-ordinate and integrate office tasks.

They enable more cost-effective and time-effectivecommunications.

They reduce the turnaround time by movinginformation quickly and efficiently to the people whoneed it. Turnaround time is the time interval betweenpreparation and receipt of messages or documents.

They increase the productivity of office workers at alllevels.

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Limitations of Office automation

Cost of automated office hardware is very high. Office automation can disrupt traditional office work

roles and work environments.

Office automation may lead to security problems. For

example, an inefficient and unauthorized use of e-mail, fax, etc. may adversely affect the offices

productivity

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Virtual Office

Virtual office involves the use of computer by employersat home to telecommute and to collaborate with otheremployees. Employees may receive work throughelectronic messaging information sharing system.

Advantages of Virtual office are:-

Virtual offices reduce the office rental cost and officemaintenance costs.

Virtual offices result in reduction of equipment costs becausetelecommuters can share the equipment.

The essence of virtual office is that office work can beperformed virtually at any geographical location.

Virtual office enables office work to be performed by physicallyhandicapped persons.