CHAPTER ONE

OFFICE AUTOMATION SYSTEMS

1.1 Introduction

The term Office Automation become popular in the 1970s and 1980s
when desktop computers exploded onto the scene and became a common
item of usage found almost everywhere.

Office Automation refers to all tools and methods that are applied to
office activities which make it possible to process written, visual and
sound data in a computer-aided manner. Office automation systems is a
blend of different technologies which help in reducing the manual labor
required in operating an office environment.

Office automation systems are concerned with handling, controlling and

distribution of the information in the organization. These systems aim at
increasing business effectiveness by the use of technology for the
improvement in both the quality and productivity of work performed in
the office by clerical and knowledge workers. Office automation system
provides for the incorporation of documents of all types by integrating
images into the system.

Thus, we can say, Office Automation is the integration of computer,

telecommunications and office requirement technologies to improve the
execution of business functions through increasing the productivity,
effectiveness and working conditions of office support staff.

Office Automation Systems generally facilitate the following:

1. Producing documents
2. Storage and retrieval of documents
 3. Transmission of documents and messages
4. Scheduling, meeting and managing records

1.2 Activities of office automation systems

Office automation system is the combination of hardware, software and

people in information system that process office transactions and support
office activities at all levels of the organization. These systems include a
wide range of support facilities, which include word processing,
electronic filling, electronic mail, message switching, data storage, data
and voice communications etc.
Three basic types of activities performed in an office automation system
are:
1. Storage of information
2. Data Exchange
3. Data Management

The Hardware and Software components combine to fulfill basic

functions that are needed to be accomplished for the business house. A
computer system can be used for storage. Exchange of data/information
is another important component of OAS. Fax/phone or some other type
of communication hardware is required for communication/ exchange
real time transfer of information is also allowed and specific software
tools are used to organize, manage and maintain the system data.

1.3 Electronic processing, publishing and management systems

Electronic Processing, Publishing and Management Systems enable the

users to file different documents on storage media. Image Processing,
multi-media, presentation software, calendaring automate the office tasks
greatly and improve efficiency.
1.4 Electronic communication and meeting systems

Electronic Communication System help the users to communication fast

amongst themselves without wasting time, effort and energy. In an office,
on the average, about 50% of the employees time is spent in
communication. Efficiency in data communication results in substantial
benefits to the organization. Electronic meeting system also comes under
the umbrella communication because meetings actually allow different
users to engage in two way communication. In case of e-meetings, users
do not have to travel to a common place. Electronic meeting eliminates
travel expenses and time wasted in travelling. Many people sitting at
geographically scattered locations can have a live conversation using
advanced meeting systems. Most popular electronic communication mode
is E-mail or Electronic mail.