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Chapter: 11th Office Management and Secretaryship : Office Automation

Modern Office | Office Management and Secretaryship | Study Material, Lecturing Notes, Assignment, Reference, Wiki description explanation, brief detail |

Modern Equipment Used in an Office

I. Instructional Machines II. Accounting, Tabulating and Computing Machine III. Miscellaneous Machines IV. Modern Machines 5. LED (Light Emitting Diode) Projectors

Modern Equipment Used in an Office:




I. Instructional Machines:

 

1. Telephone:

 

Telephone becomes an important instrument in modern business houses. With the help of this facility, a firm can have quick and prompt communication with others. Now-a-days it is impossible to imagine the office without a telephone. It is the most convenient means of oral communication. It is widely used for internal as well as external communication. According to distance and area, telephone calls are classified as local calls, trunk calls and overseas calls.


The following are some of the internal and external services available to telephone users.

·       Direct Link

·        Direct Link with Extension

·       Private Branch Exchange (PBX) System

·              Private Automatic Branch Exchange (PABX) System

·              Electronic Private Automatic Branch Exchange (EPABX)

·              Intercom

 

2. Mobile Phone:

 

A mobile phone is a wireless device which can be used to make calls and send text messages. As the technology changes rapidly; nowadays mobile phones are bundled with many additional features, such as web browsers, games, cameras, video players and even navigational systems. A mobile phone may also be known as a cellular phone or simply cell phone.


 

3. Dictation Machines:

 

Dictation Machines are generally used by the executives who need to draft letters, memos, and reports are best off dictating the copy and recording it, as speaking is much faster than writing and can be done while performing other tasks. This type of equipment chosen depends on the preference of the dictators, number of users, frequency of use, and budget. Some dictation equipment use cassette tapes and most of the modern versions are digitally recorded and also this phone system is used for recording. Once the audio is recorded, this file is processed to another employee, who transcribes the audio into a written document, saves and emails or prints it.


 

II. Accounting, Tabulating and Computing Machine:

 

Adding Machine: Adding machines may either be manually or electrically operated. Most adding machines have a roll of paper on which the figures are typed and this is known as a “Tally Roll”. It is used for addition and also for multiplication, subtraction and division.

 

Calculating Machines: It calculates at a greater speed and runs without making any noise, but such machines are usually expensive. The essence of a calculating machine is that it can perform addition, subtraction, multiplication, and division operations.

 

Billing Machine: Billing machines are used to prepare invoices, bills of lading, cash memo, etc. The machine makes all calculations of discounts, commission, addition, subtraction, total, etc. Papers and carbons are fed into the machine and set automatically.

 


Accounting and Book Keeping Machines:

 

These machines are used for

·              Posting in journals, cash book, ledger, etc.,

·              Preparation of cheques, pay rolls, cash receipt and payment sheet

·              Preparation of copies of ledger accounts along with posting

·              Calculating and computing figures and drawing ledgers or cash book balances

 

5. Tabulating Machines:

 

The tabulating machine is an electro mechanical machine designed to assist in summarizing information stored on cards. It was invented by Herman Hollerith.


 

6. Electronic Computer:

 

It is an electronic device by which data is processed electronically at great speed. It is a replica of human brain. It may be noted when the computers are used for data processing, the processes is known as Electronic Data Processing (EDP). There are two kinds of computers (a) Analog computer and (b) Digital computer. Analog computers are used for scientific and research data processing. Digital computers are used for calculating the data in one billionth of a second.

 

7. Electronic Payment or E-Payment:

 

Electronic payment system is a system which helps the customer or user to make online payment for their shopping to transfer money over the internet. Some examples of EPS: a. Online reservation b. Online bill payment c. Online order placing d. Online ticket booking (Movie)

 

III. Miscellaneous Machines:

 

Franking Machines:

 

Franking machine is used in large offices for affixing postage stamps on envelopes. The outgoing mail is inserted in the machine and a handle is operated either manually or electrically. It is automatically prints in a franking design comprising the postal charge and the date of posting in bright red ink. It has a meter which records the amount and balance on hand.


  

Impression Stamps:

 

These include rubber stamps bearing certain impressions like “paid”, “delivered”, “checked”, etc. Stamps bearing date with time and numbering devices also fall under this category.

 

Time Recording Machines:

 

This popular machine is used for recording the accurate time of arrival and departure of the office employees in offices and factories.

 

Payroll Machines:

 

It is used for making the payroll of the employees, calculating the amount to be paid to each employee.

 

Slide Rule:

 

It is a type of scale which is used to make different measurements rapidly and accurately.

 

Punching Machine:

 

This is a small apparatus which punches holes on papers. The holes are required to tag and fasten the papers. It is operated manually.

 

Stapler:

 

It is a small machine which binds together a few papers with a small piece of thin wire. It is very commonly used in small offices.

 

Calculators:

 

A variety of calculators are available in the market. It is useful for multiplication, division, addition and subtraction, calculation of discount, internet, wages, etc. It helps to reduce human labour in arithmetical calculations.

 

Envelope Sealing Machine:

 

This is a machine which automatically seals the envelopes. It will dampen the gummed flaps of the envelopes; thus sealing of the envelopes becomes very easy.

 

IV. Modern Machines:

 

Swipe Machine:

 

A swipe machine is a payment terminal provided by the bank on which the merchant can swipe a dip card to receive payments. Since the card can be a debit or a credit card the machine is also known as a credit card swipe machine or a debit card swipe machine.



Labtop:


It is a portable and compact personal computer with the same capabilities as a desktop computer. Laptop computers have an L-shape design and the screen can be lowered and closed to allow for easy transportation of the machine. It is a portable computer and suitable for using while travelling.


 

Pen Drive:

 

A pen drive is small storage device shaped like a pen with built-in data storage that connects to a computer by a USB Port. (Universal Serial Bus- It is the most popular connection used to connect a computer to devices).

 

Projector:

 

Projectors can be used for delivering lectures and presentations to large groups as well as watching movies and other videos at a backyard home theatre. They can be found in a variety of environments, including classrooms, conference rooms and in homes and yards.

 

5. LED (Light Emitting Diode) Projectors:

 

Instead of a traditional halogen lamp, they use light-emitting diodes, which are more environment friendly and long lasting. LED projectors use either DLP technology, replacing the colour wheel and white-light lamp with red, blue, green LEDs or LCOS technology which is found in projectors.


 

LCD:

 

Liquid crystal displays (LCDs) consist of liquid crystals that are activated by electric current. They are used most frequently to display one or more lines of alpha-numeric information in a variety of devices.

 

Bio-Metric:

 

A Biometric device is a security identification and authentication device.

Such devices use automated methods of verifying or recognizing the identity of a living person based on a physiological or behavioural characteristics. These characteristics include fingerprints, facial images and voice recognition.


 

Currency Note Sorting and Counting Machine:

 

A currency note sorting machine is a compact and portable desktop solution for multi-currency counting and sorting challenges. It can denominate and authenticate different currencies at a processing speed of 1000 notes per minute. A currency note counting machine is a machine that counts money either stacks of bank notes or loose collections of coins. Currency counters are commonly used in vending machines to determine the amount of money which has been deposited by customers.


 

CCTV:

 

It is called closed circuit TV. A self- contained surveillance system comprises of cameras, recorders and displays for monitoring activities in a store or company.

 

Fax Machine:

 

A fax machine is the telephonic transmission of scanned printed material (text or images), usually to a telephone number associated with a printer or other output device. The original document is scanned with a fax machine, which treats the contents (text or images) as a single fixed graphic image, converting it into a bitmap. In this digital form, the information is transmitted as electrical signals through the telephone system. The receiving fax machine reconverts the coded image and prints a paper copy of the document.


 

Photostat Machine:

 

It is popularly known as “Xerox” machine taking its name from the company manufacturing this machine. Photocopying machines help in getting exact copies of the original at a greater speed. The term xerography means dry pictures. Copies of diagrams, illustrations, drawings etc. can also be obtained. It eliminates the need for checking.


 

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