Q2: What are the advantages and disadvantages of an office automation system?

Advantages of Office Automation Systems:

1. Manipulation and storage of data:

Storage of data means saving all confidential and important

documents and records related to the office. The office automation
system also consists of handling data applications that are used for
handling and creating documents, images, spreadsheets, and files.

Several kinds of word processing, as well as desktop

presentation packages, are present which will allow in creating or
even editing any data.

At the same time, you can also find a few dedicated applications
which are needed for images as well as spreadsheets.

2. Management of data:

Data management happens to be one of the best and biggest

advantages that come with office automation systems. It offers
several facilities such as managing data and information that is
sorted.

Big business organizations can monitor and even handle projects

and activities that are big inside the office by using an electronic
management system.
The program schedulers, tickler systems as well as the reminder
systems happen to be some of the main features that will boost and
empower your business and help you finish work without hassle.

3. Exchanging data:

Exchanging data that is stored or even manipulated happens to be

quite an essential component of the office automation system.

It will help in sending files, exchanging any information or data and

use the method of electronic transfer application whenever the need
arises. Throughout the network connection, all information as well
as data which includes presentations, text documents and
spreadsheets could be sent within a couple of seconds only.

By illustrating the nature of these office automation systems, it will

allow the employees to handle real-time and boost productivity at
the same time.

4. More accuracy:

The office automation system also guarantees more

efficiency than any other machine. Once all bugs removed from
the program or the application, it could help you get more accuracy
in your daily businesses.

The programs used in this are far more effective and reliable and
people who have made this in real. It also implements an advanced
business automation software which also reduces any signs of
errors.

5. Saves more time and even more resources:

The office automation system will empower all businesses to all

time and money. It will simplify all the complex tasks, help in
getting a more dedicated and proper resource and will also lead to a
much bigger amount with time.

An example can use to explain this. When you introduce much

bigger and better computer technologies along with
communications, businesses nowadays are not restricted to any
geographical limitations.

It can help in saving both money and time and the costs that people
usually spend on traveling. The digital storage is also an essential
feature that will reduce the need for preserving all hard copies.

6. Reduces all costs:

Since most business processes now automated, you don’t have to

invest that much on hiring any new resources or even taking care of
any of these tasks which can be executed easily by using the system
of office automation.

Like we all know, time saved is equal to money saved and the
business enterprise could also save a lot by automating several
business processes. By saving the entire expenditure as well as
investment on other resources, the profit margins shall see an
improvement.

Disadvantages of Office Automation Systems:

Office automation systems are quite expensive when you first begin
to invest in the office automation software as well as equipment.

A professional office suite or machine which can do so many things

such as scanning, binding documents and duplicating them has to
cost you some money. Employers who have worked for years might
not use this function.

They are aware of the old and manual methods which are difficult to
adjust. This may also need some time-consuming training. In any
case, if the automation system doesn’t function all that well, power
will be interrupted.

You will not be able to find any manual method regularly and that
could add more to the disadvantage.

▪ It is expensive because you have to invest equipments.

▪ Previous or older staff or less-skilled people may take some
time or face problems in adjusting to the new technology and
may find difficult to use it efficiently.
▪ If anything is misfiled, it might be harder to find.
▪ Entails maintenance costs for equipment.
▪ You might need some additional training on how to operate.
▪ If automated system would not work properly due to some
reasons, then you are unable to continue your business
manually also
▪
Q3: Explain information storage and retrieval, its forms, impacts, etc

An information storage and retrieval system (ISRS) is a network with a

built-in user interface that facilitates the creation, searching, and
modification of stored data. An ISRS is typically a peer-to-peer ( P2P )
network operated and maintained by private individuals or independent
organizations, but accessible to the general public. Some, but not all,
ISRSs can be accessed from the Internet. (The largest ISRS in the world is
the Internet itself.)

Characteristics of an ISRS include lack of centralization, graceful

degradation in the event of hardware failure, and the ability to rapidly adapt
to changing demands and resources. The lack of centralization helps to
ensure that catastrophic data loss does not occur because of hardware or
program failure, or because of the activities of malicious hackers. Graceful
degradation is provided by redundancy of data and programming among
multiple computers. The physical and electronic diversity of an ISRS, along
with the existence of multiple operating platforms, enhances robustness,
flexibility, and adaptability. (These characteristics can also result in a
certain amount of chaos.) In addition to these features, some ISRSs offer
anonymity, at least in theory, to contributors and users of the information.

A significant difference between an ISRS and a database management

system ( DBMS ) is the fact that an ISRS is intended for general public use,
while a DBMS is likely to be proprietary, with access privileges restricted to
authorized entities. In addition, an ISRS, having no centralized
management, is less well-organized than a DBMS.