Merits And Demerits Of Office Automation System

By Author: Indian Industry
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Office automation system is the computer aided techniques to carry out tasks like collecting information, storing, retrieving and analyzing it. The best example of an office equipment is an attendance counting system. An attendance counting machine is used to collect attending information of employees and to prepare or maintain the information gathered. Payroll system is used to maintain all financial records of salaries for an employee, wages, bonuses and deductions.

Unrefined data collection, electronic transfer and the management of the data collected comprise the basic functions of an office automation system. It helps in optimizing existing office procedures. Use of these automation system became popular in 1970s with the aim to simplify, improve, and automate the organizational tasks. Office automation system is intended to provide elements which make it possible to simplify, improve, and automate the organization of the activities of a company.

You will come across a wide variety of office peripherals such as fax machine, photocopy machines. These ...
... automation tools are used to enhance the productivity and better communication facilities. It is the amalgamation of various inputs like hardware and software. These systems include word processing, electronic filing, electronic mail, message switching, data storage, data and voice communications and many more.

Word processing is one of the basic components of office system. It is used to prepare word documents. With word processing tool, you are free to manipulate the collected data in various ways as per the requirements. It involves transfer of documents through telecommunication lines instead of using physical delivery. An electronic mail system requires a telecommunication network and software.

Automation factor lessens the involvement of clerical tasks such as organizing customer data or creating reports manually. It also helps in performing the tasks of many. Automation enables less skilled employee to perform jobs efficiently, for example a clerk creates an informative presentation by typing text and adding pictures plus music into software templates. Automating information systems reduces storage space, speeds retrieval and allows several employees to access the same data at the same time. Apart from advantages, an office automation system has several disadvantages as well. It can be expensive set up. A professional office suite is quite expensive. Photocopier or fax machine is a costly investment. We have seen that older employees are used to carry out assigned tasks manually. With automated system they might find it difficult to operate and adjust the equipment. To cover up such hindrances, time-consuming training session is required. Another issue with automated machines is that if power failure happens, then you would not be able to use manual methods to continue the remaining task.

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