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.