The Electronic Office

1
The Electronic Office The Internet

• Chapters 22 26
• Information Systems for You

2
The Paper Chase

• Processing Insurance Claims
• Open Post.
• Find appropriate file.
• Take to person handling case.
• Letters to typist for typing.
• Letters back to person handling case.
• Letters signed, copy put in file and posted.
• File to filing clerk to be filed.

3
Advantages of an Electronic Office

• The clerks do not need to leave their desks as
  all the information is available on computer.
• Claims are handled. much more efficiently.
• Paper costs have been cut.
• The cost of phone calls have been decreased.

4
Fax

• A fax machine is like a long distance
  photocopier.
• The original is scanned with a beam of light and
  then converted into electronic signals that can
  be passed along telephone lines.
• The copy is then printed out at the other end on
  the recipients machine.

5
Electronic Mail (e-mail)

• Data or messages can be sent electronically via
  the telephone network.
• E-mail has the advantages of speed and economy.
• Both the sender and recipient can store the
  letters or documents on disk for future reference.

6
Advantages of e-mail

• It is very fast as mail is sent immediately.
  Ordinary post takes several days.
• E-mails lack the formal structure of a letter so
  they are quicker to write.
• You can attach a copy of the senders e-mail to
  save them having to search for the original.
• E-mail is cheaper than a letter.
• The sender does not have to go out to a post box.
• You do not have to remember to buy stamps,
  envelopes and paper.

7
Disadvantages of e-mail

• Not everyone has the equipment to send and
  receive e-mail.
• Junk mail is a problem.
• E-mails are not as secure as traditional letters.
• The system relies on people checking their
  e-mails regularly.
• Older people may feel left out because they
  consider themselves too old to learn.
• The equipment to send and receive e-mails is
  quite expensive compared to traditional methods.

8
Electronic Data Interchange (EDI)

• EDI is the method by which different companies
  computers automatically exchange data.
• When Tesco stores are running low of items, an
  order is automatically generated.
• Payment is made electronically.
• This all happens without any paperwork.

9
Advantages to Shopping Online

• On-line catalogues can be viewed.
• There is a much bigger choice of products.
• Product reviews can be obtained before you buy.
• Orders can be placed any time of the day or
  night.
• You can buy and download software over the
  internet immediately.
• Goods and services are usually cheaper.
• It is easy to search for the best price for an
  item.
• You can buy goods from anywhere in the world.

10
Teletext and the Internet

• Teletext is a broadcast service and this means it
  comes to us as a TV transmission.
• The Internet uses a computer and a modem to gain
  access to the World Wide Web.
• The Internet is a huge resource whereas teletext
  is very limited.

11
Advantages of the Internet

• You can access the internet from anywhere.
• Information is up to date.
• Multimedia can be used.
• You can access huge amounts of information.
• Search engines are are available to help you find
  what you are looking for.
• Using e-mail you can access experts all over the
  world on any subject.

12
Disadvantages of the Internet

• The equipment and connection needed are
  relatively expensive.
• You need some knowledge to perform searches
  successfully.

13
Internet Service Provider (ISP)

• ISP provides a permanent connection to the
  Internet.
• When you log on your modem connects to your ISP
  and when your password has been validated you are
  allowed access.
• As well as providing access to the Internet ISPs
  provide a lot of content of their own.

14
World Wide Web (www)

• The world wide web is a part of the internet
  where graphics, sound, video and animation are
  used, as well as text.
• The word used for this mix of media is
  hypertext.

15
Websites

• All organisations, including schools and college
  are reaping the benefits of having their own
  websites.
• A website allows communication between the
  organisation and the outside world.
• It allows potential customers to learn about the
  organisation.

16
Teleconferencing

• Uses a telephone, computer system and camera.
• It is then possible to conduct meetings with
  several people in different locations without
  leaving the home or office.
• The savings to be made with teleconferencing are
  great.

17
Telecommuting

• As our roads become more congested, people are
  looking at alternative ways to work.
• Working from home offers flexibility.
• The employer has high set up charges as they
  provide the computer and software to enable you
  to work from home.