Office Automation Systems

Office Automation System uses information technologies to automate office process, and then improve office efficiency. This system adopts Internet/Intranet technology and deploys workflow technology, which changes past complicated and inefficient manual way and realizes rapid and full-dimensional information collection and information process. This system serves a dual purpose: it not only leads enterprise staff to share information conveniently and promptly, and to work efficiently and cooperatively, but also provides a basis for management and decision.

This system is used to resolve such basic problems as standardizing management routines, increasing controllability, and improving operation efficiency, which refers to routine administration, various items approval, office resource management, cooperative work among persons and departments, and all kinds of information communication and transmission. In sum, this system ranges from production, sale, finance, personnel and other fields, and concentrates on efficiency and controllability of routine office business, which is an essential managerial tool to improve the whole operation ability for enterprises..

Types of functions integrated by office automation systems include (1) electronic publishing; (2) electronic communication; (3) electronic collaboration; (4) image processing; and (5) office management. At the heart of these systems is often a local area network (LAN). The LAN allows users to transmit data, voice, mail, and images across the network to any destination, whether that destination is in the local office on the LAN, or in another country or continent, through a connecting network. An OAS makes office work more efficient and increases productivity.

Electronic Publishing:

Electronic publishing systems include word processing and desktop publishing. Word processing software, (e.g., Microsoft Word, Corel Word-Perfect) allows users to create, edit, revise, store, and print documents such as letters, memos, reports, and manuscripts. Desktop publishing software enables users to integrate text, images, photographs, and graphics to produce high-quality printable output. Desktop publishing software is used on a microcomputer with a mouse, scanner, and printer to create professional-looking publications. These may be newsletters,brochures, magazines, or books.

Office Management

Office management systems include electronic office accessories, electronic scheduling, and task management. These systems provide an electronic means of organizing people, projects, and data. Business dates, appointments, notes, and client contact information can be created, edited, stored, and retrieved.

Image Processing

Image processing systems include electronic document management, presentation graphics, and multimedia systems. Imaging systems convert text, drawings, and photographs into digital form that can be stored in a computersystem. This digital form can be manipulated, stored, printed, or sent via a modem to another computer. Imaging systems may use scanners, digital cameras, video capture cards, or advanced graphic computers. Companies use imaging systems for a variety of documents such as insurance forms, medical records, dental records, and mortgage applications.

Electronic Collaboration:

Electronic collaboration is made possible through electronic meeting and collaborative work systems and teleconferencing. Electronic meeting and collaborative work systems allow teams of coworkers to use networks of microcomputers to share information, update schedules and plans, and cooperate on projects regardless of geographic distance. Special software called groupware is needed to allow two or more people to edit or otherwise work on the same files simultaneously.

Teleconferencing is also known as videoconferencing. As was mentioned in the discussion of desktop videoconferencing earlier, this technology allows people in multiple locations to interact and work collaboratively using real-time sound and images. Full teleconferencing, as compared to the desktop version, requires special-purpose meeting rooms with cameras, video display monitors, and audio microphones and speakers.