The Electronic Office& The Internet

Chapters 22 & 26Information Systems for You

The Paper Chase

• Processing Insurance Claims– Open Post.– Find appropriate file.– Take to person handling

case.– Letters to typist for

typing.– Letters back to person

handling case.– Letters signed, copy put

in file and posted.– File to filing clerk to be

filed.

Advantages of an Electronic Office

• The clerks do not need to leave their desks as all the information is available on computer.

• Claims are handled. much more efficiently.

• Paper costs have been cut.

• The cost of phone calls have been decreased.

Fax

• A fax machine is like a long distance photocopier.

• The original is scanned with a beam of light and then converted into electronic signals that can be passed along telephone lines.

• The copy is then printed out at the other end on the recipient’s machine.

Electronic Mail (e-mail)

• Data or messages can be sent electronically via the telephone network.

• E-mail has the advantages of speed and economy.

• Both the sender and recipient can store the letters or documents on disk for future reference.

Advantages of e-mail

• It is very fast as mail is sent immediately. Ordinary post takes several days.

• E-mails lack the formal structure of a letter so they are quicker to write.

• You can attach a copy of the senders e-mail to save them having to search for the original.

• E-mail is cheaper than a letter.• The sender does not have to go out to a post box.• You do not have to remember to buy stamps,

envelopes and paper.

Disadvantages of e-mail

• Not everyone has the equipment to send and receive e-mail.

• Junk mail is a problem.• E-mails are not as secure as traditional letters.• The system relies on people checking their e-

mails regularly.• Older people may feel left out because they

consider themselves too old to learn.• The equipment to send and receive e-mails is

quite expensive compared to traditional methods.

Electronic Data Interchange (EDI)

• EDI is the method by which different companies computers automatically exchange data.

• When Tesco stores are running low of items, an order is automatically generated.

• Payment is made electronically.

• This all happens without any paperwork.

Advantages to Shopping Online

• On-line catalogues can be viewed.• There is a much bigger choice of products.• Product reviews can be obtained before you buy.• Orders can be placed any time of the day or

night.• You can buy and download software over the

internet immediately.• Goods and services are usually cheaper.• It is easy to search for the best price for an item.• You can buy goods from anywhere in the world.

Teletext and the Internet

• Teletext is a broadcast service and this means it comes to us as a TV transmission.

• The Internet uses a computer and a modem to gain access to the World Wide Web.

• The Internet is a huge resource whereas teletext is very limited.

Advantages of the Internet

• You can access the internet from anywhere.

• Information is up to date.• Multimedia can be used.• You can access huge amounts of

information.• Search engines are are available to help

you find what you are looking for.• Using e-mail you can access experts all

over the world on any subject.

Disadvantages of the Internet

• The equipment and connection needed are relatively expensive.

• You need some knowledge to perform searches successfully.

Internet Service Provider (ISP)

• ISP provides a permanent connection to the Internet.

• When you log on your modem connects to your ISP and when your password has been validated you are allowed access.

• As well as providing access to the Internet ISPs provide a lot of content of their own.

World Wide Web (www)

• The world wide web is a part of the internet where graphics, sound, video and animation are used, as well as text.

• The word used for this mix of media is ‘hypertext’.

Websites

• All organisations, including schools and college are reaping the benefits of having their own websites.

• A website allows communication between the organisation and the outside world.

• It allows potential customers to learn about the organisation.

Teleconferencing

• Uses a telephone, computer system and camera.

• It is then possible to conduct meetings with several people in different locations without leaving the home or office.

• The savings to be made with teleconferencing are great.

Telecommuting

• As our roads become more congested, people are looking at alternative ways to work.

• Working from home offers flexibility.

• The employer has high set up charges as they provide the computer and software to enable you to work from home.