Mechanization

Office Automation
GROUP 12
 Our team

Lý Phan Tài Nhân Lê Phan Bảo Hân Phạm Nhã Trang Đào Lưu Thái Tâm
Table of Contents

01 02 03
Introduction Advanatges Data
Disadvantages

04 05 06
Source of Data Methods Data Processing
of Collection Systems
Table of Contents

07 08 09
Electric Types
Data Processing Office Furniture of Office Furniture
 01

Introduction
Core function:
 Data storage and retrieval
 Communication and collaboration
 Document creation and editing
 Workflow management
The Early Days of Mechanization
(19th & Early 20th Century):
 The typewriter: replaced the time-consuming process of
handwritten documents, significantly increasing efficiency. Increased
document creation speed and accuracy.
 The mimeograph machine: allowed for the quick and easy
production of multiple copies of documents.
 The rotary phone: Replacing the cumbersome switchboard system,
the rotary phone facilitated faster and more convenient
communication.
The Rise of Electronic Processing
(Mid-20th Century)
 Computers: In the 20th, the arrival of electronic computers marked a
turning point. These early computers, though large and expensive,
offered unparalleled computing power for data processing and
analysis.
 The integration of electronics: Electronic processors found their way
not only into computers but also into copiers and printers, further
automating office tasks like document reproduction.
The Personal Computer
Revolution (Late 20th Century):
 The IBM PC: Launched in 1981, the IBM PC, along with other personal
computers, brought computing power to individual desks. This
democratization of technology had a profound impact on office
automation.
 User-friendly interfaces: The development of user-friendly
interfaces like the graphical user interface (GUI) made computers
more accessible to a wider range of office workers.
 Proliferation of office software: The introduction of popular software
applications like word processors, spreadsheets, and databases
further enhanced the capabilities of personal computers in the office.
The Personal Computer
Revolution (Late 20th Century):
 The IBM PC: Launched in 1981, the IBM PC, along with other personal
computers, brought computing power to individual desks. This
democratization of technology had a profound impact on office
automation.
 User-friendly interfaces: The development of user-friendly
interfaces like the graphical user interface (GUI) made computers
more accessible to a wider range of office workers.
 Proliferation of office software: The introduction of popular software
applications like word processors, spreadsheets, and databases
further enhanced the capabilities of personal computers in the office.
Modern Office Automation
Landscape:
 Cloud computing: Offers flexible access to data and facilitates remote
collaboration.
 The internet: Enables seamless communication and information
sharing globally.
 Mobile technology: Provides constant access to work tools and data
on smartphones and tablets.
02
Advantages
Disadvantages
Advantages

Savings in Labour Increased Efficiency Cost Savings

Savings in labor results in a reduction
in payroll expenditure
and Productivity
Imagine completing tasks fraction of Automation helps us reduce
the time, with fewer errors. reliance on manual labor and
paper usage, leading to significant
cost savings for businesses.
Disadvantages

Chances for Lesser Flexibility of Uneconomical

Obsolescence
because of the rapid changes that
are constantly being made.
Office Systems
when the office work requires a high If the machines are not used to
degree of skill and the making of their fullest capacity, they become
many decisions out of the uneconomical
routine, then the human labour
is generally better than a
machine
03
Data
Data
 Each organisation, regardless of its size or purpose, generates data
to keep a record of events and transactions that take place within
the business. Generating and organising this data in a useful way is
called data processing.
 Data are representations of facts pertaining to people, things, ideas
and events.
 Data are represented by symbols such as letters of the alphabets,
numerals or other special symbols
 04

Source of Data
 Source of Data
 The activity of data processing can be viewed as a
"system".
 Ex: a data processing system can be viewed as a system
that uses data as input and processes this data to
produce information as output.
Data organization

 Data Item
A data item is the smallest unit of information stored in
computer file.
It is a single element used to represent a fact such as an
employee's name, item price, etc
 Field
Data items are physically arranged as fields in a computer file.
Their length may be fixed or variable.
 Record
A record is a collection of related data items or fields. Each
record normally corresponds to a specific unit of information.
 Data organization
 File
The collection of records is called a file. A file contains all the
related records for an application.
Files are stored on some medium, such as floppy disk,
magnetic tape or magnetic disk.
 Database
The collection of related files is called a database. A database
contains all the related files for a particular application
 Variable and Fixed length records
 Data organization
 Fixed Length Records
In this case, all the records in a file have the same number of
bytes. Such a file is called a flat file. If all the records are
expected to contain essentially the same quantity of data,
then fixed length records are used.
 Variable length records
In this case, records vary in length. Use of variable length
records conserves storage space when the quantity of
information, of various records in a file, differs significantly.
 Logical Versus Physical Record
A logical record contains all the data related to a single entity.
 05
Methods of
Collection
Methods of Collection

 These activities can be grouped in four

functional categories, viz., data input,
data processing, data output and
storage, constituting what is known as a
data processing cycle.
 Methods of Collection

 Input
The term input refers to the activities required to record data and to
make it available for processing
 Processing
The term processing denotes the actual data manipulation techniques
such as classifying, sorting, calculating, summarizing, comparing, etc., that
convert data into information.
 Output
It is a communication function which transmits the information,
generated after processing of data, to persons who need the information
 Storage
It involves the filing of data and information for future use
 Computer Processing Operation

 Input/ Output operations

 A computer can accept data (input) from and supply processed data
(output) to a wide range of input/output devices.
 These devices such as keyboards, display screens, and printers make
human-machine communication possible.
 Calculation and text manipulation Operations
 Computer circuits perform calculations on numbers. They are also
capable of manipulating numerics and other symbols used in text
with equal efficiency.
 Logic Operations
 A computer also possesses the ability to perform logic operations.
 Storage and Retrieval Operations
 Both data and program instructions are stored internally in a
computer. Once they are stored in the internal memory, they can be
called up quickly or retrieved, for further use.
06
Data Processing
Systems
Data Processing:
 Is the act of handling or manipulating data in some
fashion
 Data processing involves collecting, assigning meaning to
facts, communicating them, and retaining them for
future use, using a data processing system to convert
data into useful information.
Information
 Information defined as “data that has been transformed
into a meaningful and useful form for specific purposes”.
 In some cases Data, while not always processed, is
valuable if it undergoes manipulation, organization,
analysis, and evaluation to become information .
 There is no hard and fast rule for determining when data
becomes information. A set of letters and numbers may
be meaningful to one person, but may have no meaning
to another.Information is identified and defined by its
users.
Data processing activities

 Data processing involves transforming data into

information using various tools, including manual,
mechanical, electromechanical, and electronic tools
 It can be done without computers
 Various functions and activities for data processing
can be categorized into five basic categories
Data processing activities

 Collection : Data originating from events or observations, is recorded in a usable form, either on paper source
documents or directly from a direct input device, and can be converted into a machine-readable form for processing.
 Coversion : Data is collected and converted to a more suitable form for processing. It is first codified using identification
codes. Data is then verified for accuracy before processing. After verification, the data is transcribed from one medium
to another, such as using magnetic tape or disk for computer processing.
 Storage : Sorting is a crucial process in business data processing, arranging items alphabetically and logically, with
nematic sorting being popular due to its speed.
 Manipulation :Data is collect and converted process in business data processing, transforming data into information,
often in alphabetical order, and is commonly used in computer-based systems.
 Communication :involves sharing information, transferring data, and preparing reports and documents. Electronic data
processing uses display units or terminals to communicate results to users.
Managing The Output Results
Storing
To store is to hold data for
continued or later use.
Storage is essential for any
organised method of
processing and re-using data.
Data processing systems use
file cabinets and electronic
devices like magnetic
disks/tapes for storage,
organizing information for
retrieval.
Retrieving Reproduction
To retrieve means to recover To reproduce is to copy or
or find again the stored data or duplicate data or information.
information. Retrieval This reproduction activity may
techniques use data storage be done by hand or by machine
devices. whether in file
cabinets or in computers can
be recalled for further
processing.
 07
Electronic Data
Processing
Methods of Electronic Data Processing
Time-sharing
A multi-user processing system allocates
time to users, allowing them to complete
tasks within a sequence of time slices, or
reschedule if necessary.
Online processing
involves instant data processing through a
communication link, connecting computers
to data input units like network terminals or
online devices, primarily for information
research and recording.
Real-time processing
aims to provide accurate, up-to-date
information, such as assisting in train and
airline seat reservations, saving maximum
time for output.
Multiprocessing
allowing coordination and sharing memory,
and receiving information from different
programs or parts.
Methods of Electronic Data Processing

Multitasking Distributed processing

Is a crucial feature in data processing where Is commonly used for remote workstations,
different tasks share the same processing enhancing customer services by distributing
resource, with time-sharing systems geographical computers, such as ATMs,
operating as the operating systems. connected to the banking system.

Interactive processing Batch processing

This method consists of three functions: peak Batch processing divides organized data into
detection, integration, and quantitation, and is groups over time, allowing computers to
a straightforward computer-based process prioritize interactions and is a unique and
that can compete with each other. useful method for data processing.
 Elements
of Electronic Data Processing
 Electronic data processing (EDP)
 consists of hardware, software, procedure, and personnel is the basic elements of
electronic data processing
 Hardware includes scanners, barcode scanners, cash registers, personal
computers, and medical devices.
 Software includes accounting, data entry, scheduling, analytics, and more. Procedure
includes sorting, analysis, reporting, conversion, data collection, and aggregation.
 Personnel use EDP to create components and spreadsheets, while data entry
specialists scan barcodes.
 Elements
of Electronic Data Processing
 Stages of Electronic Data Processing
 The process of electronic data processing involves collection, preparation, input, processing,
and storage, with various methods used to ensure accurate data gathering and analysis.
 Advantages of Electronic Data Processing
 Reduces data management costs and protects documents. Papers are challenging to collect
information.
 Reduces paperwork costs, provides documentation controls, and automates the PDF
publishing process, Enhances internal and external collaboration, improves submissions, and
speeds up document generation by allowing easy document search, reducing time loss, and
improving overall structure.
 Ms. Office utilizes electronic data processing (EDP) to reduce duplication, make decisions, and
store vast amounts of data.
 Disadvantages of Electronic Data Processing
 Computer hackers can cause data insecurity and loss,.
 Alphabetic codes, which can be descriptive, are less storage-intensive when compared to
larger number codes.
Elements
of Electronic Data Processing
 Office furniture is essential for office clerks to be comfortable and
efficient. The office manager's responsibility is to provide the right
type of furniture (eg: desks, chairs, tables, racks, cabinets, etc)
 The number and type of furniture needed depends on factors (eg:
the number of departments and employees)
08

Office Furniture
Principles for Selection
The following principles or guidelines should be borne in mind
in the selection of office furniture:
 Budget
 Design
 Durability
 The space
 Comfort
 Appearance
 Hygiene
 Weight
 Safety
 Fire risk
 Adaptable and multi-purpose
09
Type of Office
Furniture
Type of Office Furniture
Can be categorized based on purpose or appearance, while desks and chairs are
the most common.
 Office Desk
 Machine Desk
 Clerical Desk
 Typist Desk
 Secretarial Desk
 Executive Desk
 Office Tables
 Office Wooden Furniture
 Office Chairs