I regret to inform you that this is my last instalement in my series of the different types of information systems. If you want to catch up on any of my other blogs check out my page. In today’s blog I will conclude my series by looking at Office Automation Systems (OAS).
To start off with a definition: ‘An OAS is a computer-based information system that collects, processes, stores and transmits electronic messages, documents and other forms of communication among individuals, work groups and organizations’. Basically OASs are a combination of different types technologies such as word processors, spreadsheets, electronic mail, and so on. The aim of a OAS is to help employees who need to process information efficiently, improve productivity.
There are 3 types of OASs:
1.Document Management System (DMS)
A DMS replaces or is used in addition to a paper filling system. An electronic system makes filing data far more efficient and easier to manage, not to mention its cost effectiveness. Furthermore, for companies with offices in different locations, a paper filing system is impractical. Files can be shared far more easily between office through a centralised electronic database.
2. Message Handling Systems (MHS)
A MHS is a system that delivers mail electronically. It is made up of 4 functional components;
- Mail User Agent (e.g Outlook)
- Message Transfer Agent (e.g Microsoft Exchange)
- Message Store (e.g POP)
- The Internet’s SMTP (e.g Microsoft Mail)
Teleconferencing can be described as electronic communications by two or more persons or groups that are in separate offices or geographic locations. The system operates through phone line or satellite. Teleconferencing can be very beneficial for companies as it saves time and money as employees don’t have to travel long distances to attend a meeting.
The main advantages and disadvantages of OAS include:
- Tasks accomplished faster
- Less storage space needed
- Multiple people can be contacted simultaneously
- Older staff may have difficulties working the system
- If something is misfiled it is a lot harder to find
- Cost of setting up and maintaining system
Well sadly this is the end. I really hope my blogs helped your understanding of the different types of information systems and thanks full all the support and feedback!