CH 8 -OFFICE MACHINES AND EQUIPMENT'S

 OFFICE MACHINES AND EQUIPMENTS

INTRODUCTION    Office machines and equipment are essential tools for any modern office. These machines help to streamline office operations, increase efficiency, and improve productivity. From printers and photocopiers to telephones and computers, office machines and equipment have become an integral part of office life. The use of office machines and equipment allows offices to perform a wide range of tasks and functions with ease, speed, and accuracy. These machines not only save time but also minimize human error and increase the quality of output. The introduction of new and advanced technologies has made it possible for offices to keep pace with changing business needs and demands. In this article, we will discuss the different types of office machines and equipment and their uses.  

 

MEANING OF   OFFICE MACHINES AND EQUIPMENTS

 

Office machines and equipment refer to the tools and technologies used in the workplace to perform various administrative, communication, and data management tasks. They play an important role in enhancing the productivity and efficiency of an office by automating manual processes, reducing the time and effort required for completing tasks, and facilitating communication and information sharing.

 

The term "office machines and equipment" includes a wide range of devices, such as computers, printers, copiers, scanners, fax machines, telephones, dictaphones, and various types of software. Each machine and equipment is designed to perform a specific function, such as data processing, printing, copying, scanning, or transmitting information.

 

The use of office machines and equipment has become essential in today's fast-paced business environment, where productivity, accuracy, and efficiency are key factors for success. The right selection of office machines and equipment can help streamline work processes, improve collaboration and communication, and increase overall efficiency and productivity of an organization. 

 

TYPES OF OFFICE MACHINES

 

Office machines are essential tools for the smooth functioning of an office. They help in performing various tasks such as printing, copying, faxing, scanning, and more efficiently and accurately. The following are some of the common types of office machines:

 

1.Printers: Printers are used for printing documents, images, and other types of media. They come in various types such as laser, inkjet, dot matrix, and more.

 

2.Copiers: Copiers are used for making multiple copies of a document. They come in various sizes and functions, ranging from simple desktop models to high-speed multi-function models.

 

3.Fax Machines: Fax machines are used for sending and receiving documents electronically. They are used for sending important documents quickly and securely.

 

4.Scanners: Scanners are used for digitizing physical documents. They can be used for creating digital copies of documents, photos, and other types of media.

 

5.Calculators: Calculators are used for performing various mathematical functions. They come in various types such as basic, scientific, and financial calculators.

 

6.Shredders: Shredders are used for shredding sensitive documents and other types of media. They come in various sizes and functions, ranging from basic desktop models to high-security models.

 

7.Binding Machines: Binding machines are used for binding documents together. They come in various types such as thermal binding, comb binding, and more.

 

8.Typewriters: Typewriters are used for typing documents. They have been largely replaced by computers, but some offices still use them for specialized tasks.

 

Some important machines are discussed as under:

 

1.TYPEWRITER:

A typewriter is a mechanical or electromechanical machine for writing text characters, typically one character at a time, onto paper or other media. Typewriters were widely used for business and personal communications in the 20th century, before the widespread adoption of computers. The most common type of typewriter is the standard office typewriter, which has a keyboard and typebars (the moving elements that strike the paper to create characters) in a fixed arrangement. Some typewriters also have features such as correction tapes, word processors, and printers. Today, typewriters are mostly used as novelty items or for nostalgic reasons, but they were once an essential tool in offices, homes, and schools.

 

 

1.Portable Type Writer:

A portable typewriter is a lightweight, compact and easily transportable machine used for typing. Unlike traditional typewriters, portable typewriters are designed to be used on the go, making them ideal for writers, journalists, and students who need to work away from their main workstation. These machines typically feature a smaller keyboard and a more compact design, and they may also have features such as automatic correction, the ability to store multiple documents, and built-in memory. Despite the rise of computers and digital devices, portable typewriters remain popular with those who appreciate their simplicity and durability, as well as their ability to produce high-quality, professional-looking documents.

 

2.Electric Typewriter:

An electric typewriter is a type of typewriter that is powered by electricity, as opposed to being manually powered. It is equipped with an electric motor that drives the platen, allowing for easier typing. Some electric typewriters also feature a built-in correction mechanism, a memory function, and a variety of font options. These features make electric typewriters a popular choice for office environments and are especially useful for typing long documents or reports. The electric typewriter improved upon the traditional manual typewriter by increasing typing speed and accuracy, making it easier to produce high-quality written materials.

 

3.Automatic Typewriter:

An Automatic Typewriter is a type of electric typewriter that includes advanced features such as automatic correction, automatic paper insertion, and a variety of type styles and sizes. The machine uses an electric motor to type, making it much faster and more efficient than a manual typewriter. It also has a memory function that can store text, making it easier to produce multiple copies of the same document. Automatic typewriters also have a built-in correction tape or correction fluid system for correcting mistakes. This type of typewriter is a common office equipment for typing correspondence, reports, and other office documents.

 

4.Standard office Typewriter:

A standard office typewriter is a mechanical or electronic writing machine used for typing letters, documents, reports, etc. in an office setting. It typically has a keyboard, a printing mechanism, and a platen (a flat roller that holds the paper) to produce typed pages. Standard office typewriters have been largely replaced by computers and printers, but some businesses and individuals still use them for specific purposes. Some advantages of standard office typewriters include their durability, reliability, and ease of use. They can also be used when electricity is not available, making them a backup option in case of power outages or other emergencies. However, they lack the versatility and flexibility of modern computers, and their output is limited to the typeface and font available on the machine.

 

5.Special Purpose Typewriter:

A Special Purpose Typewriter is a type of typewriter designed for specific tasks or uses. Some examples include:

 

1.Braille Typewriter: This typewriter is used by visually impaired individuals to type in Braille, which is a system of raised dots that represent letters, numbers, and punctuation.

 

2.Correction Typewriter: This typewriter is used to make corrections on already typed documents. It has a correction ribbon and often a built-in eraser.

 

3.Mathematical Typewriter: This typewriter is used to type mathematical formulas and equations. It has special keys and symbols to enable the typing of complex mathematical expressions.

 

4.Data Entry Typewriter: This typewriter is used to input data into a computer system. It has an interface that connects to a computer and the data is transferred to the computer with the press of a key.

 

Special Purpose Typewriters are designed to perform specific tasks more efficiently and effectively than general-purpose typewriters.

 

6.Typewrite with Additional Attachments :

A typewriter with additional attachments refers to a typewriter that has additional features or capabilities beyond basic typing. This type of typewriter is designed to meet the needs of specific types of users, such as those in the legal or medical fields. Some common attachments for this type of typewriter include a correction tape, correction ribbon, and automatic numbering. The additional attachments make it easier for the user to perform specialized tasks and produce more professional-looking documents. The use of this type of typewriter is especially beneficial for those who need to produce large volumes of typing, such as in a secretarial role.

 

These are some of the common types of office machines used in an office environment. The type of machine required depends on the specific needs and requirements of the office.

 

1.Choice of selection of a typewriter:

 

The choice of selection of a typewriter will depend on a number of factors including:

 

1.Purpose: The purpose for which the typewriter is to be used will determine the type of machine to be selected. For example, a standard office typewriter may be sufficient for basic typing needs, but a special purpose typewriter may be required for specialized tasks such as indexing, tabulating, and automatic numbering.

 

2.Budget: The budget for purchasing a typewriter will also play a role in the type of machine selected. Higher-end machines will generally be more expensive, but may offer advanced features and increased durability.

 

3.User requirements: The user's typing skills and preferences will also influence the type of machine selected. A machine with a lighter touch may be preferred by those with delicate hands, while a machine with a heavier touch may be preferred by those who type frequently and require a machine that can withstand heavy usage.

 

4.Additional attachments: Some typewriters come with additional attachments such as line-space adjusters, correction devices, and other features that may be required depending on the intended usage of the machine. These attachments can influence the choice of machine selected.

 

5.Maintenance requirements: The maintenance required for different types of typewriters can also play a role in the selection process. Some machines may require more frequent maintenance, or may be more expensive to repair, so it's important to consider these factors before making a final decision.

 

 

2.DUPLICATOR:

A duplicator is a machine used to produce multiple copies of documents, especially in a small office or home office setting. This machine uses ink, thermal transfer or electrostatic technology to produce copies of documents. Duplicators can be manual or automatic, and can produce up to 99 copies at a time, depending on the model. The main advantage of a duplicator is that it is fast and affordable, making it an ideal solution for small businesses and individuals who need to produce multiple copies of documents on a regular basis.

1.Spirit Duplicator:

 A Spirit Duplicator, also known as a Ditto Machine, is a type of duplicator that uses alcohol-based ink and a stencil to create multiple copies of a document. It was commonly used in schools and small offices for low-volume printing needs before the widespread adoption of photocopiers and printers. The stencil was made by typing or writing on the duplicator's special treated paper, and then the ink was rolled over the stencil to transfer the ink to the duplicator. The Spirit Duplicator was a simple and inexpensive way to make multiple copies, but the resulting copies were often of poor quality and prone to smudging.

 

2.Gelatine Duplicator:

A Gelatine Duplicator is a type of duplicator machine that uses a gelatine sheet as the master copy to produce multiple copies. It operates by applying pressure to the gelatine master which transfers the ink to the paper. This type of duplicator was widely used in the mid 20th century in offices and schools for the production of low-volume copies. Gelatine duplicators were known for their affordability, speed and convenience, but have largely been replaced by photocopiers and printers in modern offices.

 

3.Stencil Duplicator:

A Stencil Duplicator is a printing machine used in offices and schools to produce multiple copies of a document. It works by using a stencil, which is a thin sheet of paper or plastic with the text or image to be copied cut out of it. The stencil is placed on a drum and ink is spread over the surface. The drum rotates and the ink goes through the stencil and onto a sheet of paper, making a copy of the original document. Stencil Duplicators are economical, simple to operate, and produce high-quality copies quickly. They are often used for short-run printing jobs where a small number of copies are required.

4.Offset  Duplicator:

The offset duplicator, also known as an offset lithography or simply an offset press, is a type of duplicator that uses a printing process in which the image to be printed is first transferred (offset) from a plate to a rubber blanket and then to the printing surface. This process allows for the mass production of high-quality duplicates of printed materials such as books, magazines, and brochures. The offset duplicator is widely used in commercial printing because it can produce large quantities of printed materials quickly and at a low cost. One of the key advantages of the offset duplicator is its ability to produce high-quality images with sharp lines, fine detail, and vivid colors. This is due to the way the image is transferred to the rubber blanket, which allows for a high degree of precision in the duplication process.

 

5.Typeset  Duplicator:

A typeset duplicator is a printing machine that uses phototypesetting technology to produce duplicates of a document. This type of duplicator uses a photographic process to produce copies of text and images, rather than a mechanical system like a traditional duplicator. Typeset duplicators were popular in the 1960s and 1970s, and have since been replaced by digital printing technology. The advantage of typeset duplicators is that they produce high-quality prints with a wider range of typographic options than other types of duplicators. However, the process is more time-consuming and expensive than other methods, and the equipment required is more specialized.

 

6.Letter Press Printing  Duplicator:

Letter press printing duplicator is a printing method that uses raised type or a printing plate to transfer ink onto paper. The process involves creating a printing plate by etching the design into a metal or plastic surface. This plate is then covered with ink and pressure is applied to transfer the ink onto the paper. Letter press printing was widely used before the advent of modern printing methods, but has largely been replaced by offset printing and digital printing. Despite its decline in popularity, letter press printing is still considered a high-quality printing method and is often used for printing wedding invitations, business cards, and other specialty items that require a unique and traditional look.

 

3.FAX MACHINE:

A fax machine is an electronic device that is used to send and receive document images over a telephone network. It operates by scanning an original document, converting it into a digital image, and transmitting that image over the telephone network to a receiving fax machine, which then prints out a hard copy of the document. Fax machines are commonly used in offices and other businesses to quickly and easily send and receive important documents, such as contracts, invoices, and other forms of correspondence. With the advent of the internet, fax machines have largely been replaced by online document sharing and email, but they are still used by many businesses for their reliability and ease of use.

 

Various type of fax machines are:

         

 

(a).Laser Fax Machine:

A laser fax machine is an electronic device that uses laser technology to transmit and receive faxes. It works by scanning the original document, converting it into a digital image and then transmitting it over the telephone line to the receiving fax machine. Unlike traditional thermal fax machines, laser fax machines provide higher quality, clearer, and more detailed images. They also have the capability to transmit and receive faxes much faster. Additionally, laser fax machines often come with features such as automatic document feeders, automatic redialing, and broadcast faxing which make them a more convenient and efficient option for office use.

 

(b).Fax Copy Machine:

A fax copy machine is a type of machine that combines the functions of a fax machine and a copy machine. It allows users to send and receive faxes, as well as make copies of documents. This type of machine is commonly used in offices as a cost-effective solution for both faxing and copying needs. The machine typically works by scanning a document and converting it into a digital format that can be transmitted via fax or stored for later use. Some fax copy machines also have the ability to print documents, making them a versatile and convenient choice for many office environments.

 

(c) Plain paper Machine:

A plain paper machine refers to a fax machine that uses plain paper instead of thermal paper to print out the received documents. This type of fax machine is more cost-effective as it eliminates the need for costly thermal paper. Additionally, it is also more environmentally friendly as it reduces paper waste. The print quality of a plain paper machine is usually better compared to a thermal paper machine, as the images are clearer and sharper. The use of plain paper also makes it easier to archive the received documents for future reference.

 

(d) Printer Fox Machine:

A printer fax machine is a multifunctional device that combines the functions of a printer and a fax machine. This type of machine allows users to print, scan, copy, and send and receive faxes, all from one device. This type of machine is convenient for small offices or home offices as it eliminates the need for separate machines for each function. It also saves space, time and money, as users don't need to purchase, maintain, and store multiple machines. Printer fax machines also offer connectivity options such as Wi-Fi, Ethernet, and USB, making it easy to share and transfer data between multiple devices.

 

(e) Phone Fox Machine:

A Phone Fox Machine is a type of fax machine that allows for sending and receiving faxes over a telephone line. It typically features a compact design and may also include additional features such as copying or printing capabilities. The main advantage of a phone fax machine is its ability to send and receive faxes from almost any location with a telephone line, making it a useful tool for business and personal use. However, as technology advances and alternative forms of communication become more prevalent, the use of phone fax machines has declined.

 

4.Dictating Machine:

A dictating machine is a type of audio recording device used to capture speech or dictation. It is often used in professional settings, such as offices or medical facilities, to record notes, instructions, or other important information. The dictating machine typically features a microphone, speaker, and a mechanism for recording and playback of audio. The recorded audio can be transferred to another device, such as a computer or smartphone, for transcription or other purposes.

5.Telephone :

A telephone is a device used for transmitting sound and voice over long distances. It works by converting sound waves into electrical signals that are transmitted through a network of wires or wireless technology to a receiver, where they are converted back into sound waves. The invention of the telephone revolutionized communication, allowing people to speak to each other from great distances and enabling rapid exchange of information. Today, telephones come in many different forms, including landline phones, cell phones, and VoIP phones, and are an essential tool for communication in modern society.

(a)Intercom:

An intercom, short for intercommunication device, is a communication system that enables two-way communication between two or more locations. Intercom systems are often used in buildings or other large facilities, where communication between different parts of the building or facility is necessary. An intercom system typically consists of a central control panel or master station, which can be used to initiate calls or broadcasts to other stations located throughout the building or facility. Each station has a speaker and a microphone, which allows the occupants to communicate with each other. Intercom systems can be either wired or wireless, and may include additional features such as video or door release functionality.

 

(b)Private Automatic Branch Exchange System:

A Private Automatic Branch Exchange (PABX) system is a telephone switching system used within an organization to manage incoming and outgoing calls. It is a private telephone network that connects multiple telephone extensions to a single external telephone line, allowing internal calls to be made without using a public telephone network.

 

PABX systems are used in a wide range of organizations, from small businesses to large corporations, and can provide a range of features such as voicemail, call forwarding, call recording, and call waiting. They can also be integrated with other communication systems, such as email and instant messaging, to provide a more comprehensive communication solution.

 

The use of a PABX system can provide a number of benefits to an organization, including cost savings on long-distance and international calls, increased productivity through the use of advanced features, and improved customer service through more efficient call handling.

 

(c )International Subscriber Trunk Dialing:

International Subscriber Trunk Dialing (ISD) is a telecommunication service that allows a caller in one country to place a long-distance call to another country without operator assistance. The caller dials the international access code followed by the country code, area code, and local phone number. ISD has largely been replaced by more modern technologies, such as Voice over Internet Protocol (VoIP) and instant messaging services.

 

(d) Subsciber Trunk Dialing Calls:

Subscriber trunk dialing (STD) calls are long-distance telephone calls made within a particular country, usually outside the local calling area. These calls are typically made using the trunk lines of the public switched telephone network (PSTN) and require the caller to dial a prefix or code to indicate that it is a long-distance call. In some countries, STD calls are also known as domestic long-distance calls.

(e) Electronic Private Automatic Branch Exchange:

Electronic Private Automatic Branch Exchange (EPABX) is a type of telephone system that is commonly used in business environments. It is an electronic system that allows internal communication among employees and also allows for external communication with the outside world. EPABX systems typically have features such as call routing, voicemail, call waiting, call forwarding, and conferencing. These features help businesses to efficiently manage their telephone communications and improve productivity.

 

6.Teleprinter:

A teleprinter is an electromechanical device that was used to send and receive typed messages over long distances. It was widely used in the telegraph and telephone networks for many decades, and was an important precursor to modern computer communications.

The main benefits are Teleprinter

Teleprinters, also known as teletypewriters or TTYs, were widely used for sending and receiving messages via telegraph and telephone lines. Some benefits of teleprinters include:

1.Faster communication: Teleprinters were capable of transmitting and receiving messages at a faster rate than manual methods such as writing or typing.

2.Accuracy: Messages sent through teleprinters were typically more accurate than handwritten or typed messages, as the printed text was clearer and easier to read.

3.Long-distance communication: Teleprinters allowed people to communicate over long distances, even across international borders, which was not always possible with other forms of communication.

4.Encryption: Some teleprinters were equipped with encryption capabilities, making them a secure form of communication.

5.Record keeping: The printed output of teleprinters could be used to create a permanent record of communication, which was useful for documentation and legal purposes.

Universal use: Teleprinters were a widely used communication technology for several decades, and were used in various industries including the military, news media, and businesses.

 

7.Accounting Machines

 

Accounting machines are mechanical or electronic devices used to record and process financial transactions. They were commonly used in the past to maintain financial records and perform basic bookkeeping tasks, such as addition and subtraction of figures, and printing out the results. The machines were eventually replaced by computerized accounting software, which can perform more complex financial operations and provide more detailed reports. However, some businesses and organizations still use accounting machines for specific purposes or as a backup system.

Some of more common types accounting machines are :

 

1.Adding Machines :

Accounting machines are mechanical or electronic devices used to record and process financial transactions. They were commonly used in the past to maintain financial records and perform basic bookkeeping tasks, such as addition and subtraction of figures, and printing out the results. The machines were eventually replaced by computerized accounting software, which can perform more complex financial operations and provide more detailed reports. However, some businesses and organizations still use accounting machines for specific purposes or as a backup system.

 

2.Calculating Machines:

Calculating machines are devices used for performing mathematical calculations. These machines were developed in the late 19th century and were widely used in business and scientific applications before the widespread use of electronic computers. Some examples of calculating machines include the abacus, slide rule, adding machine, and mechanical calculators.

A  brief description of these calculator is given below :

 

(a)Printing:

Printing refers to the process of producing a hard copy of electronic or digital documents, images, or other types of media using a printer. Printing can be done on various surfaces, such as paper, fabric, plastic, or metal, and is used in many industries, including publishing, advertising, packaging, and manufacturing. Printing technologies have advanced significantly in recent years, with the development of digital printing, which offers faster and more flexible printing capabilities, and the integration of 3D printing, which allows the creation of three-dimensional objects from digital designs.

 

(b)Key driven :

A key-driven machine is a device that is operated by pressing keys. It can be used to perform a wide range of functions, including data entry, calculations, and other operations. Examples of key-driven machines include typewriters, calculators, and computer keyboards. These machines are widely used in offices, homes, and other settings to perform various tasks.

 

(c)Rotary:

Rotary printing is a printing technique where the image or text to be printed is engraved onto a cylinder or drum, which rotates as paper or other printing material is fed through. As the material passes over the rotating cylinder, ink is applied to the engraved portions of the cylinder, which then transfer the ink to the material, creating the printed image or text. Rotary printing can be used for high-speed printing of large quantities, and is commonly used in the production of newspapers, magazines, and packaging materials.

4.Automatic:

 

Automatic can refer to different things in various contexts, such as:

 

1.Automatic process or system: A process or system that operates by itself without manual intervention. For example, an automatic car wash system or an automatic coffee maker.

2.Automatic transmission: A type of car transmission that shifts gears automatically, without the need for the driver to manually engage a clutch.

3.Automatic weapon: A firearm that can fire multiple rounds continuously as long as the trigger is held down, without the need for the shooter to manually operate the mechanism between each shot.

4.Automatic software update: A feature that enables software to update automatically without requiring manual intervention from the user.

5.Automatic backup: A feature that automatically backs up data without the need for the user to initiate the process.

The term "automatic" generally means that something operates without the need for manual intervention, but the specific meaning depends on the context.

 

5.Electronic Calculator:

An electronic calculator is a small, portable, electronic device used to perform mathematical calculations. It typically has a keyboard for input and a display for output, and can perform a wide range of calculations, from simple arithmetic to complex mathematical functions. Electronic calculators became popular in the 1970s, and since then have become increasingly sophisticated and capable of performing a wide range of tasks. They are widely used in business, education, and everyday life.

 

4.Billing Machine:

A billing machine is a type of machine used to create bills or invoices for products or services rendered. These machines are commonly used in retail stores, hotels, and other businesses that provide goods or services to customers. The machines generally have a keypad and display screen for inputting information and calculating the total cost of goods or services. Some billing machines also include a printer for creating a hard copy of the bill, while others may store the billing information electronically for later retrieval.

 

5.Accounting Machine :

An accounting machine is a type of mechanical or electronic calculator used in businesses and organizations to perform basic accounting functions, such as addition, subtraction, multiplication, and division. These machines are designed to streamline and automate accounting tasks, such as creating invoices, processing payroll, and maintaining financial records. Accounting machines were widely used in the mid-20th century before the advent of electronic computers.

6.Punched Card Tabulating Machine:

A punched card tabulating machine is a mechanical computing device used to process data stored on punched cards. These machines were widely used in the early to mid-20th century for tasks such as data processing, accounting, and statistics. They worked by using a combination of electrical contacts and mechanical relays to sort, count, and tabulate data punched into cards. The data was read from the cards using a card reader, and the results were printed onto paper using a printer. The punched card tabulating machine was a precursor to modern electronic computers and played an important role in the development of computing technology.

 

7.Payroll Machines:

Payroll machines are devices used to calculate and process employee payrolls. They can handle tasks such as calculating salaries, taxes, and deductions. Payroll machines can automate and streamline the payroll process, saving time and reducing the risk of errors. Some models can even print checks or generate direct deposit files for employees. The use of payroll machines has become increasingly common in businesses of all sizes as it offers efficient and accurate management of payroll.

8.Punched card Machine:

A punched card machine is a device used to create and read punched cards. Punched cards were an early form of data storage used for computer input and output, as well as for data processing and tabulation. The machine would punch holes in the card in a specific pattern to represent data or instructions, and then the card could be read by a machine that would interpret the holes and perform the desired operation. Punched card machines were widely used in the early and mid-20th century for tasks such as census data collection, inventory management, and payroll processing.

 

9.Photocopy Machine:

A photocopy machine, also known as a copier or copy machine, is an electronic device that makes copies of documents or other visual images quickly and inexpensively. The machine works by using light to scan the original document and create a digital image, which is then transferred onto a blank sheet of paper using electrostatic discharge. Photocopy machines are widely used in offices and other business settings for creating duplicates of various types of documents, such as contracts, reports, and memos. They can also be used to scan and save documents in digital format.

 

( a) Reflex method:

The reflex method is a method of typing where the typist does not look at the keyboard while typing. Instead, they rely on their muscle memory to locate the keys and type accurately and quickly. The reflex method is based on the idea that the typist's fingers will automatically "know" where the keys are without the need for visual confirmation. It requires a lot of practice and training to develop muscle memory for touch typing. The reflex method is still used by many experienced typists today.

( b ) Electrostatic or Xerography:

Electrostatic or Xerography is a photocopying technology that uses electrostatic charges to form an image on a photoconductive drum or belt. The image is then transferred to a piece of paper and fused using heat or pressure to create a permanent copy. This technology is commonly used in modern photocopiers and laser printers. It was invented by American physicist Chester Carlson in 1938.

 

( c) Diffusion Transfer Method:

The Diffusion Transfer Method is a photographic printing process that involves producing a positive image by transferring a negative image onto a positive paper using a diffusion transfer process. In this process, a negative image is first produced on a film, and the film is then placed in contact with the positive paper. A developer is then applied to the film, causing the negative image to transfer to the positive paper, creating a positive image.

 

(d )Direct Positive Method:

The Direct Positive Method is a photographic printing process that produces a positive image on a positive print. This method involves exposing a film negative onto a photosensitive paper, and then developing the paper using chemicals. The resulting print is a positive image with good contrast and detail, without the need for an intermediate negative. The direct positive method was commonly used in the early days of photography, but has since been largely replaced by other photographic printing processes.

( e) Diazo copying:

Diazo copying is a printing process that uses diazonium salts to create blueprints of technical drawings and other large-format documents. In this process, a special paper or film coated with a diazonium salt is exposed to a bright light source, causing the salt to react and form a blue dye. The resulting blue print can be used as a reproduction of the original document. Diazo copying has largely been replaced by digital scanning and printing technology.

 

( f) Microfillming:

Microfilming is a process of producing microfilms, which are reduced-size photographic reproductions of documents, drawings, and other materials. The microfilm is created by photographing the original material using a special camera that reduces the size of the image, and the resulting film can then be used to store and retrieve the information in a more compact and easily accessible format. Microfilming is often used as a method of preserving documents and records, as well as for creating backups or duplicates of important information. It has largely been replaced by digital imaging and electronic storage systems in modern times.

 

( g) Thermal Copier:

A thermal copier is a type of copying machine that uses heat to transfer an image from one surface to another. It works by placing an original image on the glass surface of the copier, which is then heated to transfer the image onto a special heat-sensitive paper or film. Thermal copiers are commonly used in the printing and tattoo industries for creating stencils and transferring designs onto a variety of surfaces.

(h) Dual Spectrum:

Dual Spectrum refers to the use of both visible and infrared (IR) light in imaging or sensing systems. This approach can provide additional information and improved accuracy compared to systems that only use visible light or IR light. For example, dual spectrum cameras can capture both visible and IR images, allowing for better detection of objects in low light conditions or through smoke and haze. Dual spectrum sensors can also be used in security systems to detect intruders or to monitor temperature changes.

10.Computer:

A computer is an electronic device that can receive, store, process, and output data according to instructions provided by a user or a program. It is a complex system that includes various hardware components and software programs.

The hardware components of a computer typically include a central processing unit (CPU), memory, storage devices, input/output devices, and various peripherals. The CPU is the brain of the computer that executes instructions and controls the other components. Memory is used to temporarily store data and instructions that the CPU needs to access quickly. Storage devices, such as hard drives and solid-state drives, are used to store data and programs for long-term use.

Input/output devices, such as keyboards, mice, monitors, and printers, allow the user to interact with the computer and provide input or output. Peripherals, such as speakers, scanners, and cameras, extend the capabilities of the computer and allow it to perform additional tasks.

Software programs are instructions that tell the computer what tasks to perform. These programs are stored in memory or on storage devices and are executed by the CPU. Operating systems are a type of software that manage the computer's resources and provide an interface for the user to interact with the computer.

Computers can be used for a wide range of tasks, including word processing, data analysis, internet browsing, multimedia editing, gaming, and many more. They have revolutionized many industries, including education, healthcare, finance, and entertainment.

 

11.Mail Room Equipments:

 

Mailroom equipment refers to the various machines and tools used in managing incoming and outgoing mail in an organization. The mailroom is an essential part of an organization's operations as it deals with incoming mail, sorting, and distributing it to the appropriate departments or individuals. Some of the common mailroom equipment include:

 

1.Letter Openers: These are machines designed to open envelopes automatically. They save time and effort compared to manual opening.

2.Sorting Machines: These machines sort mail by size, shape, weight, and destination. They use various technologies such as OCR (optical character recognition) and barcode scanners to automate the process.

 

3.Franking Machines: These machines print postage on envelopes or labels and apply them to the outgoing mail. They also track postage expenses and generate reports.

 

4.Address Printers: These machines print addresses on envelopes or labels, reducing the time and effort involved in manual addressing.

 

5.Envelope Sealers: These machines seal envelopes automatically, saving time and effort compared to manual sealing.

 

6.Mail Carts and Trolleys: These are used to transport mail and parcels within the organization.

 

7.Scales: These are used to weigh incoming and outgoing mail to determine the correct postage.

 

8.Shredders: These machines shred confidential documents to ensure data privacy and prevent identity theft.

 

9.Storage Cabinets: These are used to store and organize mail, envelopes, labels, and other mailroom supplies.

 

10Mailboxes and Slots: These are used to receive incoming mail and distribute it to the appropriate departments or individuals.

 

Effective mailroom management involves a combination of technology, efficient processes, and trained personnel. Investing in the right mailroom equipment can improve the efficiency and accuracy of the mailroom operations, reduce costs, and enhance customer satisfaction.

 

In Addition to Above office Appliances the Following are some more Machines :

1.Electronic mail:

Electronic mail, or email, is a method of exchanging digital messages between individuals or groups over the internet or other computer networks. It is a fast, efficient, and inexpensive means of communication that has revolutionized the way people communicate in the digital age.

Email messages can be sent and received using various software applications and web-based services. To send an email, the sender composes a message using a computer or mobile device, adds the recipient's email address, and clicks the send button. The message is then transmitted over the internet or network to the recipient's email server, where it is stored until the recipient opens and reads it.

Email can include text, images, files, and hyperlinks, and can be sent to one or multiple recipients at a time. Email can also be used for scheduling appointments, sending reminders, and conducting business transactions.

Some of the benefits of email include speed, convenience, efficiency, and the ability to reach a large audience quickly and easily. However, email can also be a source of spam, viruses, and other security threats, which require users to be vigilant and use security measures to protect their accounts and devices.

 

2.Cheque Signing Machine:

A cheque signing machine is an electronic device that automates the process of signing cheques. It is designed to sign a large number of cheques quickly and accurately. The machine uses pre-programmed signatures that can be easily changed as per the requirement. It is commonly used by businesses and financial institutions to process large volumes of cheques. The machine typically has multiple security features, including password protection and tamper-proof technology to prevent unauthorized access or alteration of signatures. The use of a cheque signing machine can improve the efficiency and accuracy of the cheque signing process while reducing the risk of errors and fraud.

 

3.Time Recording Clocks:

Time recording clocks, also known as time clocks, are devices used to record the start and end times of an employee's workday. They are commonly used for tracking employee attendance, calculating payroll, and ensuring compliance with labor laws.

 

Traditionally, time clocks were mechanical devices that required employees to insert a physical time card into the machine and stamp it with the current time. However, modern time clocks are usually electronic and use magnetic stripe or biometric technology to identify the employee and record their time.

Time clocks may also include additional features such as job code tracking, break and lunch deductions, and reporting capabilities. Some time clocks can be integrated with other payroll and human resources systems for streamlined data management.

Overall, time recording clocks provide an efficient and accurate way for employers to track and manage employee time and attendance.

 

4.Cheque Writing Machine:

A cheque writing machine is a device used to write cheques automatically. It eliminates the need for manual cheque writing, which is time-consuming and prone to errors. The machine usually consists of a keyboard, printer, and software that can be programmed with the user's bank information, signature, and other relevant details.

 

To use a cheque writing machine, the user simply inputs the relevant details into the keyboard, such as the payee name, amount, and date. The machine then prints the cheque with the user's pre-programmed signature and bank information.

 

Cheque writing machines are commonly used in business environments where large numbers of cheques are written regularly. They are especially useful for companies with multiple accounts or for those that have to issue cheques to a large number of vendors or employees.

 

In addition to saving time and reducing errors, cheque writing machines also provide increased security and accountability. By automating the cheque writing process, they help to prevent cheque fraud and ensure that all cheques are accounted for.

 

SHORT ANSWER TYPE QUESTIONS

 

Q 1. Write name of some office machines.

 

Office machines are tools or equipment that are used in offices to facilitate and automate tasks such as record keeping, communication, and data processing. Some commonly used office machines include:

 

1.Computer: A machine that performs a variety of tasks, such as data processing, word processing, internet browsing, and email communication.

 

2.Printer: A machine that produces a paper copy of digital documents, such as reports, memos, and letters.

 

3.Scanner: A machine that converts physical documents, such as receipts, invoices, and photographs, into digital images.

 

4.Copier: A machine that creates copies of printed or written material, typically using electrostatic technology.

 

5.Fax machine: A machine that sends and receives facsimiles, or digital reproductions, of printed documents over a telephone line.

 

6.Telephone: A device that enables voice communication over long distances using a wired or wireless network.

 

7.Shredder: A machine that destroys paper documents by cutting them into small pieces to prevent unauthorized access.

 

8.Projector: A device that displays images, videos, or other content on a screen or wall, typically used for presentations.

 

9.Electronic whiteboard: A device that enables users to write, draw, and annotate digital content on a large, interactive display.

 

10.Binding machine: A machine that binds loose pages of paper together into a book-like format using various methods, such as spiral binding or thermal binding.

 

11.Laminator: A machine that coats paper or other materials with a thin layer of plastic film to protect them from damage or wear.

 

12.Franking machine: A machine used to stamp or mark postage on mail or parcels, often used in businesses or organizations that send large volumes of mail.

 

13.Cash register: A machine used to calculate and record sales transactions, typically used in retail and hospitality settings.

 

14.Time clock: A machine used to track employee work hours, typically used in workplaces that pay employees hourly wages.

 

15.Calculator: A handheld or desktop machine used for performing mathematical calculations, typically used in finance and accounting settings.

 

Q 2.write a short note on

(A) Telephone          (B)Teleprinter

(C)  Roller Copier   (D) EPABX

 

 

(A) Telephone: Telephone is a communication device used for transmitting and receiving voice messages over long distances. It works by converting sound waves into electrical signals and transmitting them through a network of cables or wireless connections. Telephone systems can be used for both personal and business purposes, and they are an essential tool for modern communication. Telephone systems have evolved significantly over time, from traditional landline phones to mobile phones and Voice over Internet Protocol (VoIP) systems.

 

(B) Teleprinter: Teleprinter is a type of electromechanical device that was used for transmitting and receiving text messages over long distances. It works by using a keyboard to punch holes in a paper tape, which is then transmitted over a telegraph or telephone line to a remote receiver. The receiver then prints the message on a paper tape using a similar mechanism. Teleprinters were widely used for telegraphy and teletype communications in the early 20th century, but they have largely been replaced by modern digital communication technologies.

 

(C) Roller Copier: Roller copier is a type of office copying machine that uses a chemical process to transfer an image from an original document onto a copy paper. It consists of a light source, a lens system, and a rotating drum coated with a photosensitive material. The original document is placed face down on the drum, and the drum is rotated while a developer solution is applied to the surface. This process creates a negative image on the drum, which is then transferred onto a copy paper that is pressed against the drum. The copy paper is then passed through a fixing process to create a permanent copy.

 

(D) EPABX: Electronic Private Automatic Branch Exchange (EPABX) is a type of telephone system used in offices and other business environments. It is a computer-controlled phone system that allows multiple users to share a single phone line or group of phone lines. EPABX systems provide a range of features such as call forwarding, call waiting, voicemail, and automatic call distribution. They can also be integrated with other communication technologies such as video conferencing, fax, and email. EPABX systems are essential tools for efficient communication and collaboration in modern business environments.

 

Q 3.Define Addressing Machines.

Addressing machines are office machines that are used to print addresses, barcodes, and other information on envelopes, labels, and other types of mail or packages. They are designed to automate the process of addressing and labeling, and to reduce the amount of time and effort required to prepare large quantities of mail for delivery.

 

Addressing machines can be either manual or automatic. Manual addressing machines require the operator to crank a handle to move the carriage and feed the envelope or label through the machine, while automatic addressing machines use motors and other mechanical components to perform these functions automatically.

 

In addition to printing addresses and other information, some addressing machines can also apply postage to envelopes and packages, or can be linked to mailing software to automatically generate mailing labels and postage.

 

Addressing machines are commonly used by businesses, government agencies, non-profit organizations, and other entities that need to prepare large quantities of mail on a regular basis. They can be a cost-effective way to improve productivity and reduce the time and effort required to prepare mail for delivery.

 

Q 4.Write a note on Accounting Machine.

An accounting machine is a type of office equipment used to perform accounting or bookkeeping tasks, such as adding, subtracting, multiplying, and dividing. It is an electromechanical machine that records, sorts, and totals numerical data.

 

Accounting machines were first introduced in the early 20th century and were initially used by banks and other financial institutions. However, they quickly became popular in a wide range of industries due to their efficiency and accuracy.

 

There are different types of accounting machines, including key-driven and printing machines. Key-driven machines require the operator to enter data manually by pressing keys on the machine, while printing machines automatically print out the results as the data is entered.

 

The benefits of accounting machines include increased speed and accuracy of calculations, reduced errors, and improved productivity. They were widely used until the advent of computers, which have largely replaced them in most modern workplaces.

 

Overall, accounting machines were an important technological innovation in the history of office equipment, and played a significant role in streamlining accounting and bookkeeping processes.

 

Q 5.Name the Machine in Which in Receipt is Recorded .

he machine in which a receipt is recorded is known as a receipt printer. A receipt printer is a type of machine that is used to print receipts for transactions that have taken place. It is commonly used in retail stores, restaurants, and other businesses where customers make purchases.

Receipt printers are available in various types, such as dot matrix, thermal, and inkjet. Dot matrix printers use a series of pins to create dots on the paper, while thermal printers use heat to create the images on the paper. Inkjet printers use ink to create the images on the paper.

In addition to printing receipts, some receipt printers can also print other types of documents, such as invoices, packing slips, and labels. They may also be equipped with additional features, such as bar code scanners, card readers, and cash drawers.

 

Receipt printers are an essential part of any business that processes transactions. They provide customers with a record of their purchase and help businesses to keep track of their sales and inventory.

 

Q 6.Describe Used of Following Machines.

 (a) Computer   (b) Letter Opener

 

(a) Computer: Computers are widely used in offices for various tasks such as word processing, spreadsheet creation, data management, internet browsing, and communication. They have significantly improved the speed and accuracy of office tasks and can perform complex calculations in seconds, making them indispensable in accounting, finance, and other departments.

 

(b) Letter Opener: A letter opener is a small machine used to open envelopes quickly and efficiently. In an office, it is used to process large amounts of incoming mail without causing damage to the contents. By using a letter opener, the recipient can save time and avoid paper cuts while opening envelopes. This machine is especially useful for companies that receive a high volume of mail daily.

 

Q 7.What is Photocopying Machine.

 

A photocopying machine, also known as a copier, is a machine that reproduces documents or images onto paper or other materials. The process of photocopying involves placing a document or image onto a glass surface, and then scanning the document with a light-sensitive device called a photoreceptor. The photoreceptor then transfers the image onto a blank piece of paper using toner or ink. This results in a duplicate or copy of the original document or image.

Photocopying machines are commonly used in offices, schools, and other organizations to make copies of documents, forms, and other materials. They are available in various sizes and types, ranging from small desktop models to large industrial machines. The use of photocopying machines has made it easier to duplicate documents, reducing the need for handwritten copies or manual duplicating processes.

LONG ANSWER TYPE QUESTIONS

 

Q 1.Explain Briefly the Objective Of Mechanising an office .

 

The objective of mechanizing an office is to improve the efficiency and productivity of office tasks by automating routine and repetitive tasks. The main benefits of office mechanization include:

 

1.Improved efficiency: Mechanization helps to speed up routine tasks and reduces the amount of time required to complete them. For example, using a computer to write and process documents is much faster than typing and processing them manually.

 

2.Increased productivity: By automating routine tasks, mechanization frees up time for employees to focus on more complex tasks, which can improve overall productivity.

 

3.Improved accuracy: Many machines used in office mechanization are designed to be highly accurate, reducing the risk of errors and improving the quality of work.

 

4.Cost savings: Automating routine tasks can reduce the need for manual labor, which can result in cost savings for the organization.

 

5.Improved record keeping: Mechanization can help to improve record keeping by making it easier to organize and store data.

 

Overall, the objective of office mechanization is to improve the efficiency and effectiveness of office tasks, ultimately leading to better decision-making and improved organizational performance.

 

Q 2.Write an essay on office Machines .

Office machines are essential tools that make work easier and more efficient in the modern office. These machines range from simple equipment like typewriters and calculators to more advanced equipment like computers, scanners, and printers. They have become an indispensable part of the modern office, enhancing productivity and efficiency. In this essay, we will explore the various types of office machines and their importance.

One of the most basic office machines is the typewriter. Typewriters have been around for centuries and were widely used in offices before the advent of computers. They enabled users to type out documents, memos, letters, and other forms of correspondence quickly and efficiently. Modern-day typewriters have advanced features like correction tape and electronic memory.

Calculators are another essential office machine. They allow users to perform mathematical calculations with ease and accuracy. They come in various forms, from simple handheld devices to advanced desktop models with printing capabilities.

Addressing machines are also popular in the office. These machines allow users to print mailing addresses on envelopes and other types of mailings, eliminating the need for manual addressing. They are fast, accurate, and can handle a large volume of mailings.

Photocopying machines are another critical office machine. They allow users to make copies of documents quickly and easily. Modern photocopying machines come with a range of features like collating, stapling, and duplex printing. They also have scanning capabilities, which allow users to digitize documents and send them electronically.

Fax machines are also popular in the modern office. They allow users to send and receive documents quickly and efficiently over telephone lines. They are fast, secure, and can transmit documents to any part of the world.

Computers are arguably the most important office machines today. They have revolutionized the way offices function and have made many tasks faster, more accurate, and more efficient. They can handle a wide range of tasks, from word processing and spreadsheets to complex databases and graphics. They are also useful for email communication, internet browsing, and video conferencing.

Other essential office machines include scanners, printers, laminating machines, shredders, and binding machines. These machines have made office work faster, more efficient, and more cost-effective.

In conclusion, office machines are essential tools for the modern office. They have made office work more efficient, faster, and more accurate. They have also reduced the need for manual labor, saving businesses time and money. Therefore, investing in quality office machines is vital for any organization that wants to stay competitive and efficient in today's fast-paced business environment.

 

Q 3.State the Importance and use of Folowing :

(a) Franking Machine (b) Teleprinter  (c) E-mail   (d) EBABK

(a) Franking Machine: A franking machine is a type of office machine that is used to imprint postage stamps or postal impressions directly onto envelopes or labels. It is used to process large volumes of mail and to save time and money on postage costs. By using a franking machine, businesses can benefit from lower postage rates, as well as easier and more efficient mail processing. Franking machines can be used by businesses of all sizes, from small startups to large corporations, and can help to streamline their mailing processes.

 

(b) Teleprinter: A teleprinter is a type of communication device that was used in the past for sending and receiving messages over long distances. It is a machine that translates electrical signals into letters and numbers and vice versa. It was widely used for teletype communication and for sending and receiving telegrams. Teleprinters were important tools for businesses and governments, as they provided a way to send messages quickly and securely.

 

(c) E-mail: Electronic mail or e-mail is a digital communication tool that is widely used in offices today. It is a fast and efficient way to communicate and share information, and it can be used for both internal and external communication. E-mail can be used to send messages, documents, and other types of files, and it allows for quick and easy communication between colleagues, clients, and partners. E-mail has become an essential tool for businesses of all sizes, as it can help to improve productivity and streamline communication.

 

(d) EPABX: Electronic Private Automatic Branch Exchange (EPABX) is a type of telephone system that is used in offices and other organizations. It allows for multiple lines to be connected to a single number, and it provides advanced features such as call forwarding, voice mail, and conferencing. EPABX systems can help to reduce the cost of telephone services, as well as improve communication and collaboration within an organization. They are also scalable and can be easily expanded to accommodate the needs of growing businesses.

 

Q 4.Define Telephone and Discuss its Different Kinds of Connection .

Telephone is a communication device that allows two or more people to communicate with each other over a distance. It works by converting sound waves into electrical signals, which are transmitted over wires or wireless networks, and then converted back into sound waves at the receiving end.

 

There are different types of connections used in telephony, including:

 

1.Plain Old Telephone Service (POTS): This is the traditional, analog connection used by most residential and small business customers. It uses copper wires to transmit voice signals and requires a physical connection to the local telephone company's central office.

 

2.Digital Subscriber Line (DSL): This is a type of high-speed internet connection that uses the same copper wires as POTS to transmit both voice and data signals. DSL requires a special modem and filter to separate the two types of signals.

 

3.Voice over Internet Protocol (VoIP): This is a newer technology that allows voice signals to be transmitted over the internet. It requires a broadband internet connection and special software or hardware to make and receive calls.

 

4.Cellular: This is a wireless connection that uses cellular towers to transmit voice signals over the airwaves. It requires a mobile phone and a subscription to a wireless carrier's service.

 

5.Satellite: This is a wireless connection that uses satellites orbiting the earth to transmit voice signals over long distances. It is often used in remote or rural areas where other types of connections are not available.

 

In addition to these types of connections, there are also different types of telephones, including corded and cordless phones, as well as different features and functions such as speakerphone, caller ID, and voicemail.

 

Q 5.What is Duplicating Machine . Explain the Methods of Duplication..

 

A duplicating machine is a device that is used to create multiple copies of a document quickly and efficiently. It is commonly used in offices, schools, and other organizations where multiple copies of the same document are required. There are different methods of duplication used by duplicating machines, including:

 

1.Mimeograph: This is a method in which an ink-filled stencil is used to create copies of a document. The original document is typed or written on a stencil sheet, which is then placed in the machine. The stencil is then pressed onto a blank sheet of paper, transferring the ink and creating a copy.

 

2.Spirit Duplicator: In this method, a master sheet is prepared by typing or writing the original document using a special type of carbon paper. The master sheet is then placed in the machine, and a blank sheet is fed through the machine. The machine uses a solvent to dissolve the carbon on the master sheet, which then transfers the ink onto the blank sheet.

 

3.Gestetner Machine: A Gestetner machine is a type of duplicating machine that uses a stencil to create copies. The original document is typed or written on a stencil sheet, which is then placed in the machine. The machine uses a roller to transfer ink onto the stencil, and then presses the stencil onto a blank sheet of paper to create a copy.

 

4.Photocopying: Photocopying is a method of duplication that involves the use of a photocopying machine. The original document is placed on a glass plate, and a bright light is shone onto it. The light reflects off the document and onto a photosensitive drum, which creates an electrostatic image of the document. The image is then transferred onto a blank sheet of paper using toner.

 

Overall, duplicating machines have played an important role in the history of office automation, making it possible to create multiple copies of a document quickly and efficiently. The different methods of duplication have evolved over time, with newer technologies like photocopying replacing older methods like the mimeograph and spirit duplicator.

 

Q 6.What do you mean by Typewriter ? Explain various types of typewriter used in modern office.

A typewriter is a mechanical device used to produce printed documents by striking a ribbon against a sheet of paper. The basic design of a typewriter has remained largely unchanged since the first models were introduced in the late 19th century. However, modern typewriters are more sophisticated and come with a range of advanced features.

 

There are several types of typewriters used in modern offices, including:

 

1.Manual typewriter: A manual typewriter is a simple machine that relies on manual force to create letters on paper. The user types each letter by pressing a key, which moves a typebar containing a raised letter. When the key is pressed, the typebar strikes an inked ribbon, which then transfers the ink to the paper.

 

2.Electric typewriter: An electric typewriter uses an electric motor to power the striking of the typebars. This allows for faster and more consistent typing, as well as the ability to backspace and correct mistakes.

 

3.Electronic typewriter: An electronic typewriter uses a microprocessor to control the typing mechanism. This allows for more advanced features such as memory storage and correction capabilities.

 

4.Word processor: A word processor is a digital typewriter that uses a computer processor to create and edit documents. This allows for even more advanced features, including spell check, formatting, and the ability to store and share documents electronically.

 

In summary, typewriters have evolved over time to meet the changing needs of modern offices. From the simple manual typewriter to the sophisticated word processor, each type of typewriter offers its own unique benefits and features.

 

 

 

 

 

 

One Word or One Line Questions

 

Q. 1. What is Automation ?

Ans. It refers to the use of devices for saving human labour.

Automation refers to the use of technology to perform tasks or processes without the need for human intervention. This can include things like the use of machines, robotics, and computer systems to automate repetitive or routine tasks, as well as more complex processes.

Automation can be used in a wide range of industries and applications, such as manufacturing, transportation, healthcare, and financial services. For example, in manufacturing, automation can be used to control and monitor production processes, such as assembling products or packaging them. In transportation, automation can be used to control and monitor the movement of vehicles, such as trains or planes.

The benefits of automation include increased efficiency, improved accuracy, and cost savings. By automating tasks or processes, organizations can reduce the need for human labor, which can result in cost savings. Automation also eliminates the possibility of human error, and can improve the accuracy and consistency of the tasks performed.

Overall, Automation refers to the use of technology to perform tasks or processes without the need for human intervention, to increase efficiency, improve accuracy, and cost savings. Automation can be used in a wide range of industries and applications, such as manufacturing, transportation, healthcare, and financial services, and it has the ability to control and monitor production processes or movement of vehicles.

 

Q. 2. What are the bad effects of automation ?

Ans. Unemployment, Huge investment, Unsuitable for small firm, Change in organisational structure.

There are several potential negative effects of automation:

 

1.Job Losses: Automation can lead to significant job losses, as machines and computer systems are able to perform tasks that were previously done by humans. This can result in unemployment, especially for lower-skilled workers, and may lead to economic inequality.

2.Social Isolation: Automation can also lead to social isolation, as people may spend more time interacting with machines than with other people. This can be particularly harmful for older adults and people with disabilities, who may be more reliant on technology for communication and socialization.

3.Dependence on technology: Automation can lead to a reliance on technology, which can be problematic if systems fail or are not available. This can lead to loss of productivity and revenue for organizations and can cause inconvenience for the users.

4.Security Concerns: Automation systems may also be vulnerable to cyber-attacks, which can lead to data breaches and other security concerns. This can have serious consequences for organizations and individuals, such as loss of sensitive information and financial loss.

5.Loss of Human Skills: Automation can lead to a loss of human skills and knowledge, as people may not be required to perform certain tasks. This can lead to a lack of expertise and experience, which can be detrimental for organizations.

Overall, Automation can lead to job losses, social isolation, dependence on technology, security concerns, and loss of human skills and knowledge, which can have negative effects on individuals and organizations. Therefore, it's important to consider these potential negative effects before introducing automation and to implement strategies to mitigate their impact.

 

Q. 3. What are the advantages of Office Mechanisation ?

Ans. Improved Quality of Work, Economy in Operations, Increased Efficiency, Greater Accuracy, Reduced Chances of Errors etc.

Office mechanization refers to the use of technology and machines to automate and streamline office processes and tasks. Some of the advantages of office mechanization include:

1.Increased Efficiency: Office mechanization can increase efficiency by automating repetitive tasks and reducing the need for manual labor. This can lead to faster completion of tasks, improved productivity, and cost savings.

2.Improved Accuracy: Office mechanization can also improve accuracy by reducing the possibility of human error. This is particularly important for tasks such as data entry, where a single mistake can have serious consequences.

3.Better Data Management: Office mechanization can also help to improve data management, by allowing for the easy storage, retrieval and analysis of data. This can lead to better decision-making and improved overall performance.

4.Better Communication: Office mechanization can also help to improve communication and collaboration among employees, by providing tools such as email, instant messaging, video conferencing and shared document editing.

5.Flexibility: Office mechanization can provide flexibility by allowing employees to work remotely and providing access to information and resources from anywhere.

6.Cost Savings: Office mechanization can lead to cost savings by reducing the need for manual labor, improving efficiency and accuracy, and allowing for more effective use of resources.

Overall, Office mechanization can bring many advantages, such as increased efficiency, improved accuracy, better data management, better communication, flexibility and cost savings. These advantages can lead to improved performance and competitiveness for organizations.

 

Q. 4. What are the factors influencing choice of office machines ?

Ans. Usefulness, Cost, Durability, Portability, Economical Operations, Monotony etc.

The choice of office machines is influenced by several factors, including:

1.Purpose: The most important factor in choosing office machines is determining the specific purpose or task that the machine will be used for. For example, a scanner is used for digitizing documents, and a printer is used for printing them.

2.Volume: The volume of work that the machine will be used for is also a factor to consider. For example, a high-volume printer would be needed for an office that prints large numbers of documents regularly, while a lower volume machine would be sufficient for an office with lower printing needs.

 

3.Speed: The speed of the machine is another important factor to consider. For example, a high-speed scanner will be necessary for an office that needs to scan large numbers of documents quickly.

4.Quality: The quality of the output of the machine is another factor to consider. For example, if the office requires high-quality printed documents, a high-resolution printer should be chosen.

5.Cost: The cost of the machine is also a significant factor to consider. For example, an office with a limited budget may choose a less expensive machine with fewer features over a more expensive, feature-rich machine.

6.Compatibility: The compatibility of the machine with other office equipment and software is also a factor to consider. For example, it is important to ensure that the machine can be integrated seamlessly with other office equipment and software, such as a computer or a document management system.

7.Maintenance: Maintenance and repair services should also be considered, especially when the machine is expected to be in use for a longer duration.

8.Security: Security features of the machine is also an important factor to consider for sensitive data handling.

Overall, The choice of office machines is influenced by factors such as the specific purpose or task that the machine will be used for, the volume of work, speed, quality, cost, compatibility, maintenance and security features. Each of these factors should be carefully considered to ensure that the right machine is chosen to meet the specific needs of the office.

 

Fill in the blanks

 

1.  Automation is next stage after Mechanisation   (Mechanisation, Automation ; Automation, Mechanisation)

, automation is the next stage after mechanization. Mechanization refers to the use of machines and technology to automate and streamline office processes and tasks. It is the first step towards increasing efficiency and productivity.Automation, on the other hand, refers to the use of technology to perform tasks or processes without the need for human intervention. It goes beyond the use of machines and technology to automate repetitive or routine tasks, but also includes more complex processes. Automation often involves the use of computer systems and software to manage and control the tasks being automated.

In summary, Mechanization is the use of machines and technology to automate and streamline office processes and tasks, while Automation is the use of technology to perform tasks or processes without the need for human intervention, which can include things like the use of machines, robotics, and computer systems.

1.     According to tax laws, depreciation on machine is treated as expense  while calculation of profits. (income, expense)

according to tax laws, depreciation on machines is generally treated as an expense when calculating profits. Depreciation is the process of allocating the cost of an asset over its useful life. When a machine is purchased, the cost of the machine is spread out over the period of time that it is expected to be used. This is known as depreciation expense.When calculating profits, businesses are allowed to deduct the depreciation expense from their revenues. This means that the cost of the machine is not fully expensed in the year it was purchased, but rather is spread out over the useful life of the asset. This allows businesses to match the cost of the asset with the income generated by the asset, which provides a more accurate picture of the business's profitability.It's important to note that the tax laws and the way depreciation is treated can vary by country and jurisdiction. It's important for businesses to consult with a tax professional to understand the specific tax laws and regulations in their country and how they apply to depreciation expenses.

Overall, Depreciation on machines is generally treated as an expense when calculating profits according to tax laws. It allows businesses to spread the cost of an asset over its useful life, and it helps to match the cost of the asset with the income generated by the asset, providing a more accurate picture of the business's profitability. However, businesses should consult with a tax professional to understand the specific tax laws and regulations in their country and how they apply to depreciation expenses.

 

2.     First electric typewriter was produced in year 1902  (1900, 1902)

I apologize but the information provided is not accurate. The first electric typewriter was produced in the year of 1867 by the American inventor Christopher Latham Sholes and Carlos Glidden, who developed the first practical electric typewriter, the Sholes and Glidden Type-Writer. The electric typewriter was a significant improvement over the manual typewriter as it allowed for faster typing speeds and reduced the effort required to type. It was first put into commercial production by the E. Remington and Sons company in 1873.

Ans. 1. Automation, Mechanisation ; 2. Expense ; 3. 1902 

 

True or False

 

1.     The process of automation requires huge investment. True

The process of automation can require a significant investment, depending on the type and scope of automation being implemented. Automation can include a range of technologies, such as robots, computer systems, and software, and the cost of these technologies can vary widely.The cost of automation also depends on the level of complexity of the system to be automated. For example, automating a simple repetitive task will require less investment than automating a complex process that involves multiple stages and interactions with other systems.Additionally, the cost of automation also includes the cost of installation, setup, and ongoing maintenance and support. Automation systems can be complex and require specialized knowledge to install, configure and maintain them.However, the investment in automation can pay off in the long run through increased efficiency, improved productivity, and cost savings. Automation can also help to improve the quality of products and services and allow organizations to be more competitive in the market.

 

In summary, the process of automation can require a significant investment, depending on the type and scope of automation being implemented. The cost of automation includes the cost of the technology, installation, setup, and ongoing maintenance and support. However, the investment in automation can pay off in the long run through increased efficiency, improved productivity and cost savings.

 

2.     Operating cost per hour of work decline with the use of machines. True

it is generally true that the operating cost per hour of work can decline with the use of machines. Machines are designed to perform tasks more efficiently and accurately than humans, which can result in cost savings for the organization. The use of machines can also help to increase productivity and reduce labor costs.For example, a machine can operate continuously without the need for breaks, rest or overtime, which can lower the cost per hour of work. Machines can also perform tasks that are too dangerous or difficult for humans, which can reduce the cost of worker's compensation, insurance and other employee benefits.Additionally, the cost per hour of work can also decline with the use of machines because they can be programmed to perform specific tasks, which can lead to increased accuracy, consistency and quality. This can lead to cost savings, as it can help to reduce the number of errors and the need for rework.

 

In summary, The use of machines can help to increase productivity and reduce labor costs, which can result in a decline in the operating cost per hour of work. Machines can operate continuously, perform tasks that are too dangerous or difficult for humans, and can be programmed to perform specific tasks, which can lead to increased accuracy, consistency and quality, thus reducing the errors and the need for rework.

 

3.     First Commercial Xerox Copier was introduced in 1952. False

The first commercial Xerox copier was introduced in 1952. The Xerox Model A was the first commercial electrostatic photocopier, developed by the Xerox Corporation. The machine used a process called xerography, which is a dry photocopying technique that uses electrostatic charges on a light-sensitive drum to produce copies. This technology revolutionized the document reproduction industry and greatly increased the efficiency of office operations. The Xerox Model A was the first copier that could be used by businesses and organizations, it was a great innovation, and it was a huge success for the company.

4.     Philips introduced the compact magnetic tape in year 1962. True

I apologize, but the information provided is not accurate. The first compact magnetic tape was introduced by the German company, AEG (Allgemeine Elektricitäts-Gesellschaft), in 1935. They called it the Magnetophon, it was a professional tape recorder that used metal tape and it was the first machine that allowed for the recording, editing and playback of audio.The compact cassette tape was later developed and introduced by the Dutch electronics company Philips in 1962. The compact cassette was a smaller and more portable version of the magnetic tape, and it was designed for consumer use. It was a great innovation in the audio recording industry, and it allowed people to easily record and play back music, speech and other audio at home and on the go.

 

Ans. 1 True, 2. True, 3. False. 4. True.

 

 

MCQ

 

1.     The term 'automation and mechanisation' are (a) Synonymous (b) Not synonymous (c) Used interchangeably (d) None of the above

The terms "automation" and "mechanization" are not synonymous, they are closely related concepts but they are not the same thing. Mechanization refers to the process of using machines and technology to automate and streamline office processes and tasks. It is the first step towards increasing efficiency and productivity. Automation, on the other hand, refers to the use of technology to perform tasks or processes without the need for human intervention. It goes beyond the use of machines and technology to automate repetitive or routine tasks, but also includes more complex processes.Mechanization is focused mainly on simplifying and streamlining tasks, while automation is focused on eliminating the need for human intervention in performing tasks. Mechanization can be seen as a step towards automation, but automation can also be achieved without previous mechanization.

 

In summary, Mechanization is the use of machines and technology to automate and streamline office processes and tasks, while Automation is the use of technology to perform tasks or processes without the need for human intervention, which can include things like the use of machines, robotics, and computer systems. The two terms are closely related but not synonymous.

 

2.     Which is not a disadvantage of office mechanisation. (a) High installation cost (b) Reduce physical labour (c) Unemployment (d) High cost of breakdowns

Reducing physical labor is not a disadvantage of office mechanization, it is actually one of the main advantages of office mechanization. The use of machines and technology in office tasks can help to simplify and streamline processes, which can reduce the amount of physical labor required. This can lead to increased efficiency and productivity, as well as improved working conditions for employees.

 

However, there are some disadvantages of office mechanization, such as:

1.High initial cost: The cost of purchasing and installing machines and technology can be high.

 

2.Dependence on technology: When an organization becomes too dependent on technology, it can be difficult to perform tasks if the technology fails or is not available.

 

3.Job displacement: Mechanization can lead to the displacement of jobs, as machines and technology can perform tasks that were previously done by humans.

 

4.Reduced human involvement: The use of machines and technology can lead to a reduction in human involvement in office tasks, which can lead to a loss of creativity, personal touch and human error.

 

In summary, Reducing physical labor is one of the advantages of office mechanization and not a disadvantage. Other disadvantages of office mechanization are high initial cost, dependence on technology, job displacement, and reduced human involvement.

 

3.     Factors influencing choice of office machines (a) Cost  (b) Easy Operation  (c)Unemployment (d) Only a and b

There are several factors that can influence the choice of office machines, including:

 

1.Functionality: The specific function or task that the machine is needed for will play a significant role in the selection process. Organizations will need to determine what tasks need to be performed and what machines are best suited to perform those tasks.

 

2.Cost: The cost of the machine is an important consideration. Organizations will need to determine if the benefits of a machine outweigh the cost, and whether the machine will provide a good return on investment.

 

3.Reliability: Organizations will want to choose machines that are reliable and will not break down frequently. This will help to reduce downtime and maintenance costs.

 

4.Ease of use: The ease of use and training required for employees to operate the machine is an important factor to consider. The simpler and easier to use the machine is, the less time required for training and the more efficient the operation will be.

 

5.Maintenance and support: Organizations will need to consider the cost of maintenance and support for the machine. They will want to choose machines that are easy to maintain and that have a reliable support system in place.

 

6.Compatibility: Organizations will need to consider how the machine will integrate with their existing systems and processes. It is important to ensure that the chosen machine will be compatible with the organization's existing software and hardware.

 

7.Security: The security of data and information is an important concern for organizations. They will need to ensure that the chosen machine has appropriate security features in place to protect sensitive data.

 

In summary, Factors influencing choice of office machines include Functionality, Cost, Reliability, Ease of use, Maintenance and support, Compatibility, and Security.

 

4. Paper clip was patented in year (a) 1901 (b) 1989  (c) 1900  (d) 1902

The paper clip was patented in 1867 by Samuel B. Fay, an American inventor and businessman. The patent was granted on April 27, 1867 and it was for an "Improved method of fastening papers together." Fay's paper clip was a simple design that consisted of two metal wire loops that were bent into an elongated "S" shape and then joined together. The design allowed for papers to be easily fastened together without the need for glue or staples. The paper clip was a small but significant innovation and it quickly became a popular and widely used office supply.