The electronic office

For many years offices were dominated by paper.

Everything was recorded on paper – either hand-written or typewritten – and this had to be stored.

Offices required large numbers of filing cabinets and filing clerks just to store and keep track of all the paperwork they produced.

With the introduction of computers in offices there has been a gradual move towards a paperless office.

This has many advantages including:Reduced costs (no need for filing cabinets or

filing clerks).Reduced office space (filing cabinets take up

considerable amounts of floor space).Individual office workers can access

information much quicker.

Modern offices use a variety of different electronic equipment and facilities, although the majority are computer-based.

These include:Fax (facsimile) machines.Email (electronic mail).EDI (electronic data interchange).Teletext.The Internet.Teleconferencing.Telecommuting.

Fax (facsimile) machines scan documents and transmit digital images of them to other fax machines.

They are particularly useful for sending copies of plans, drawings, or letters.

Email (electronic mail) is fast replacing ordinary post as a means of sending messages between terminals on computer networks.

Emails can be stored digitally and this means that both the sender and receiver can reduce their reliance on paper-based filing systems.

EDI (electronic data interchange) is the method by which different companies computer systems can automatically exchange data.

For example, a food retailer’s computer can automatically order more of a product from a supplier’s computer when its stocks fall to a certain level. This order is also paid for electronically using the same system.

Teletext uses the spare capacity of the television broadcast system to send text to any suitably equipped television.

Teletext has limitations but does not require a computer for users to access it.

The Internet allows anyone who has a computer, modem, telephone line, and Internet Service Provider (ISP) to gain access to the World Wide Web (www).

The introduction of broadband connections has made access to the Internet very fast, and if used properly the Internet can make a vast amount of information available to users.

Teleconferencing allows people in different offices (often very far apart) the opportunity to discuss and share information face-to-face.

This means that travel time and travel costs for the people involved are considerably reduced.

Telecommuting allows people to work at home rather than having to travel every day to an office to work.

It is a way of bringing the job to the person rather than the person to the job.