What is Office Automation - Computer based Systems

The process of automation office tasks with the help of computer technology is called office automation (OA). Different types of tasks are performed in an office. These tasks include:
  • Decision-making
  • Data manipulation
  • Document handling
  • Communication & information storage
In an automated system, all these tasks are performed using computer or information technology. Various computer-based systems are used for office automation.

The following computer-based systems are used in many offices for office automation:
1- Document management system
2- Message handling system
3- Office support system

1- Document management system
    Document management system consists of different applications that are used to prepare documents. These applications are:
  • Word processing: It is used to create and edit documents. The documents may include letters, memos, proposals, reports, newsletters and brochures etc.
  • Desktop processing: It is used to make the documents more attractive by inserting photos and graphics into the documents.
  • Spreadsheet software: It is used to manage and to process data in rows and columns.
  • Reprographic: It is the process of reproducing multiple copies of a document.
  • Image processing: It is used to scan images and to store them into computer. These images can be inserted into the document.
2- Message handling system
    Message handling system is used to send and receive message electronically from one location to another. In most of the offices, the messages are sent and received through computer network and facsimile (Fax). For example, e-mails or voice mails are sent and received through Internet.

3- Office support system
    Office support system is used to coordinate and manage the activities of work group. The members of the work group can share their work and co-ordinate with each other. Groupware and desktop organizers are examples of office support system.

10 Responses to “What is Office Automation - Computer based Systems”

Anonymous said...
7 February 2014 at 09:24

rEAllY hElpfUll AnS....

Bhavna Singh said...
21 May 2014 at 04:11

Very informative post. RicohDocs DMS also have Office automation system facility for handling your office task and schedules.

Nick Joseph said...
23 April 2015 at 06:42

Thank for the info. Does this address all the issues of using paper documents

princeton04 said...
12 August 2015 at 04:14

Informative. Tula Projects has a versatile task management system, do check it out.

Mary Gooven said...
18 February 2016 at 03:16

Very useful article. I also use Ideals virtual data room for documents management.

Cindy Dy said...
23 February 2016 at 21:13

This is a great article for my research. Keep posting. Thank you.


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Office Automation said...
5 December 2016 at 15:23

Digital archivingPaper documents have become passé and the digital era has taken over. The new-age businesses focus on digitising every property and every department. Well, you have succeeded by and large in cutting down the investment on printing paper. At first glance, you will see things are perfect; but behind the scenes, the story may be different. As you walk past on the polished marble floor, holding your skinny laptop in your hand, you are suddenly distracted by a screechy noise,typical of a haunted house. Your eyes get stuck at the antique cupboard situated in the dark corner of your office. As the office boy‘logs in’ to access a file in it, you see your surroundings get filled with the musty smell and dust.Preserving the ‘Old Gold’ The dilemma most organisations face today is how to archive their old documents which lie untouched for years in their antique shelves. The rusty smell hovering over the digital screens in your office reminds you that it’s time to get rid of the mess. The invaluable documents pertaining to the company’s incorporation, agreements, deals, accounts, research reports, publications, and more, must be converted to digital properties before they turn into dust.Enter the new age of digital archiving that helps you convert your old documents into non-perishable digital properties that can be accessed anytime, anywhere. The innovative digital archiving technologies help you not only preserve your valuable documents, but also make them accessible to your employees effortlessly. Now you can say goodbye to peons and welcome the new-age storage devices and software to store and extract the golden data with ease.The digital archiving technology Technological advancements in printing, scanning and storage have proved to be a boon to organisations. With modern digital printing and archiving, you can scan all types of paper documents and images and convert them into simple digital documents. Further, using the OCR technology, you can create editable text documents out of your old paper documents. The new-age Multi Function Printers (MFPs) are equipped with digital archiving facilities that allow you to not only scan documents but also store them on cloud. With cloud integrated MFPs, the task of storing files becomes easier and more cost-effective. They build a private storage space on cloud exclusively for you, allowing you to retrieve, share and edit the files from anywhere, anytime.Big Data: The gold mine for future With data emerging as critical for almost every business interaction and outcome, organisations that ignore big data will be at peril. Big data plays a lead role in customer acquisition and retention. Hence archiving is important to keep your valuable data in a safe zone, ready to be accessible anytime.
For more details call 1800 11 6600 or SMS RICOH to 53456 or Visit Newsletter.Ricoh.co.in

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