Office equipments

The equipment and machines used in office may be categorized as follows

a. Administration and correspondence

1. Telephone It is an important instrument of modern office communication. It facilitates speedy exchange of information. The customers and the firm can get into touch with one another and directly. This is an external system which connects the business house with the outside world such as customers, suppliers, etc.

2. Dictaphone This is a mechanical appliance used for dictating replies to correspondence or any other matter to be recorded.

   Advantages of Dictaphone

   • The dictator can dictate matters at any time.
   • It ensures speed and accuracy and saves time.
   • The typist can type well without knowing shorthand.
   • It increases accuracy and efficiency.
   • Telephone dictation can also be recorded in Dictaphone.
   • It is portable, and like a book can be carried anywhere.

3. Combination of telephone plus The conversation of both parties can be recorded on the dictating machine. It is useful in newspaper offices.

4. Ipsophone It records telephone messages and speaks for its owner and repeats the messages when required. When the telephone rings, the Ipsophone will start its work, by speaking its number and asking for messages to be recorded. Thus all the messages and calls are recorded in the machine.

5. Auto abstract Is an electronic machine which is used to read lengthy reports, letters, etc. These types of machines are much useful to company secretaries, managers, etc.

b. Typewriters and related machines

1. Typewriters This may be manual or electric. The letters require little physical effort to use and the typist can do continuous work without getting too tired. The execution of work through a typewriter is accurate, legible and fast. Typewritten letters are more attractive than handwritten letters.

   Types of typewriters used in firms

   • Portable typewriter These are light typewriters for travelling workers like salesmen.
   • Standard and silent (noiseless) typewriter These make no noise when in use. Such noiseless machines are invaluable as the typist can do the work in the same room where the executive officer is also seated.
   • Variable type typewriter Typewriters which have different variety of style and size of types are so adjusted that according to the requirements, the type of letters can be changed — italic type, small type, big size (bold type) types are used when correspondence is little and small type is used when correspondence is lengthy. This is useful particularly in preparing reports where different styles of types can be used to distinguish one set from another.
   • Electric typewriter This type is now in general use. The expenses is more. The advantages of such machine are: the operator will have less fatigue in operation; 20 or 25 copies can be obtained against 6 on standard typewriter; the operator need not exert himself much; the typist can type faster.
   • Automatic electric typewriters These use work prepared on a pre-punched tape, edge punched cards or tabulating cards or recorded on magnetic tape, sheet or desk which is "played back" on the automatic typewriter. It is also referred to as "word processors" — it may have a screen as well as display the message being typed.

2. Stenographic machine/shorthand machine This is used to take down messages phonetically.

3. Duplicating machine Is used when several copies of documents are required. The typewriter produces only a few copies of documents.

   Types of duplicating machines

   • Spirit duplicating/hectograph The master copy is prepared on art paper by means of a hectograph carbon paper. A reverse image is obtained on the back of the master copy, the master copy is fitted round the drum on the machine exposing the carbon image to the outside. The papers pass first on the paper dissolves a very little of the carbon on the master copy and thus gives an impression on the copying paper. It can be operated by hand or electricity.
   • Stencil duplicators (mimeograph) In this system, stencil is cut on a typewriter or by hand (if by hand a type of pencil known as stylus is used). The typed matter will be within the frame marked in the stencil. When stencil is cut, the ribbon is so adjusted that the typist will cut the stencil directly. With the letters. Any error, if happens, can be erased by using correcting fluid. The cut stencil is placed in a duplicating machine, the cylinder of machine is inked with a special type ink. The machine is rotated till the ink is read over the rollers. There may be two trays on each side. One tray carries papers of the correct size and another tray receives the printed papers. When machine is switched on, the machine feeds papers automatically and after that leaves the printed paper on the other tray. The copies produced are also counted automatically in the machine itself. The stencil is removed and kept for reuse.
   • Photostat (photographic duplicators) This method can also be used whenever an exact copy of any document is required. In this, photography of the documents is first taken out through camera. No dark room is required for this. The produced copies are soon developed and when dried are ready for use; copies of larger or smaller size than the original document can be taken in any colour.

4. Paper shredders For destroying unwanted documents to avoid them getting into wrong hands.

c. Accounting

a. Calculating machine

Calculating machine replaces the human labour in operations of adding, subtracting, multiplying and dividing of arithmetical figures. These machines are also used for calculation including interest, commission, discount, exchange, etc. These machines can perform four or five times the work done by a man.

b. Calculators

These may be manual or electric. The simplest ones will add and subtract. The more complicated electric machines will add, subtract, divide and multiply and give sub-totals and totals. Calculating machines include:-

1. Portable calculators These are small calculators which can easily be moved along with. They add, subtract, multiply and divide.
2. Non-listing calculators Only display figures but do not produce a copy of the figure put into the machine.
3. Listing/printing calculators Is like an adding machine which gives the result in printed form.

c. Posting or mechanized accounting machines

These perform various functions like posting simple ledger, balancing accounts, invoicing, payroll and stock records. These includes such machines like

1. Recorder machine It is useful in modern accounting and record keeping. The photographic method used is known as microphotography; it is accurate and has not very high speed. It can take 2,500 copies at a time; here a camera is used inside the machine.
2. Book-keeping machine Entries in the accounts books are made and ledgers are prepared and quick preparation of final account is possible. There will be no mistakes.

d. Cash office equipments

1. Cash register It is a mechanical appliance for recording and checking cash receipts. The amount paid by the customers is shown on the dial and it is also at once printed on the sheet. Some of the latest cash registers will issue receipts to the customers and at the same time total the amount received.
2. Coins counting machine Coins can be counted by this machine. It is like a box and there are many trays according to the types of coins. In the first or the top tray there is only one hole. By this hole all the small coins will go down. Big coins remain at the top. The trays are arranged one below the other. Thus the coin sorter is a device which sorts out coins at different denominations, in different trays, meant for them. Coin counter will count the changes.
3. Cheque writing machine This machine only writes on the surface of the cheque, but it shreds off the paper, the edge being filled with acid proof ink. Such a machine saves time and protects the drawers. Cheque writing machine is also known as cheque protector.
4. Cheque signing machine When there are hundreds of cheques to be signed, the cheques signing machines can profitably be used.
5. Notes counting machines A machine that counts paper money quickly and accurately. Detects counterfeit notes in modern models. Reduces human error and saves time in handling large cash volumes.

e. Mail room equipment

1. Stapling machine This is used for affixing letters and enclosure or other pages together.
2. Letter opener This could be a hand-operated device shaped like a knife or an automatic device which trims a narrow strip of one edge of envelopes. Many openers will trim several envelopes at one time. Care should be taken when using a device not to destroy the contents of an envelope.
3. Letter or parcel scale To weigh correspondence to ensure correct postage.
4. Stamp moistening device For wetting stamps or envelopes to affix to seal. It is usually a moistened sponge in a container.
5. Stamping machine Rolls of stamps are purchased from the post office. The stamps are placed in the machine. Water is kept in a part of the machine. The stamps are automatically moistened and affixed on the envelopes as required.
6. A date stamp Which records the date on which the letter was received. It also stamps a number on the letter.
7. Addressing machine Used to print names and addresses on envelopes, labels, wrappers, etc. For regular customers or correspondents, small plates bearing the name and address are prepared as stencil or metal plates. They are then passed through the machine for printing on envelopes.
8. Shredding machine This machine destroys secrets and confidential material if no longer required or to avoid them getting into wrong hands.
9. Punch Used to put holes in a document ready for filing.
10. Scissors to cut paper.
11. Stapler remover to remove pins from paper.
12. Envelope sealing machine This is a machine which automatically seals the envelopes. It will dampen the gummed flaps of the envelopes; thus sealing of the envelopes becomes very easy.
13. Folding machine The letters after being signed, reach dispatch section which sends them placing or housing them in envelopes. If a large number of letters are there, this machine can be used to fold letters in one or two or three parallel folds with additional cross folds at a greater speed.
14. Dating machine Dates are written on the letters by this machine. It is mostly used in offices where a large number of letters are written every day.
15. Franking machine Used to print postal stamp impressions on the envelopes. Where arranged, it can also be used to print advertising slogans on envelopes as it prints postal stamps impression.
16. Guillotine Used for cutting and trimming papers to the required size.
17. Composite machine This performs three functions: i.e. folds the document, inserts them in envelopes and seals the envelopes.
18. Photocopy machine Used to photocopy reports, correspondence from suppliers and clients and other office related assignments.
19. Laminating machine Used for laminating single documents like license, identity cards, certificates, etc.
20. Binding machines Used for binding meeting reports, sales reports, list of customers and other documents for the office.
21. Electronic computers Is an electronic device by which data is processed electronically at great speed. It is used to solve business problems through decision-making techniques. It processes data and communicates the results.

A computer is a giant mechanical brain which can process, analyse, store or supply information instantaneously. It can perform the following functions

1. To receive one or more programmes of instructions, store them and obey them as and when required.
2. To take new information through one or more input channels and store them for references as required by any of the programmes.
3. To perform any arithmetical calculation, which may be repetitive in nature, as required by the programme.
4. To select and carry out alternative courses of action, according to the information it produces.
5. To apply checks to the data it receives or produces and if a test indicates a failure, produce a record or signal to produce human intervention.
6. To store the data produced for future reference.
7. To select information from the store, arrange it in any sequence, and discharge it through one or more output channels to be printed for human use, or to be recorded for subsequent computer uses. Also a computer can be used for preparation of payrolls, stock control, sales and purchase accounting records, costing, budgetary control, production control, hire-purchase accounting, etc.

Advantages of computer

1. It possesses a high speed in operation.
2. Many staff members can be substituted with a computer. Thus, operation costs are reduced.
3. There is greater accuracy of work.
4. Since information is correct, sound future policy can be drawn.
5. Monotonous jobs of the staff can be removed by computers.
6. Any type of complicated calculation can be solved with advantages.

Disadvantages of computer

1. Initial cost is very high.
2. If installed, maintenance cost is very high.
3. Trained, experienced and capable staff are very rare; if available, high salary is to be paid.
4. Breakdown is very common.
5. If errors happen, it is very difficult to correct them.

Stationery:

Is a general term referring to all writing materials used in the office. Almost the whole of the work done in an office involves the use of stationery. Stationery items include papers, stencils, pins, pens, clips, ruler, erasers, carbon papers, typewriter ribbon, etc. The purchase, storage and issue of stationery may be controlled by the office manager. It is an area where costs and wastage can be very high. It is therefore necessary to maintain effective control on use of stationery to reduce cost and ensure that the stationery projects the correct image of the company.

Stationery control

The office workers should be provided with the best stationery items in order to produce the best work. The following points are to be borne in mind in controlling office stationery.

1. Cost The cost of the stationery not only includes the price paid but also includes the interest on capital tied up, labour cost of keeping the items, depreciation of storage equipment, etc. Therefore, a proper control is essential to keep down the cost to the minimum.
2. Avoidance of wastage Wastage in stationery may happen because of careless handling, deterioration of items, poor quality, over-stocking, etc. All these are to be avoided. Proper control of stationery must be followed by proper issue control.
3. Standard Standard items alone should be purchased; substandard items bought have less life and go waste soon. The envelope and letter if of poor quality will repel the readers.
4. Management of office supplies In order to achieve effectiveness and efficiency in office operations, proper management of supplies is a must. Overstocking or under-stocking of supplies have their own demerits if they are purchased in abundance (over-stocking).

Demerits/disadvantages of overstocking

1. Bigger amount of capital is blocked.
2. Extra storage space is needed.
3. Risk of obsolescence.
4. Risk of obsolescence.

Guide-lines to ensure that the stationery in the office is not overstocked or run out of stock

1. The stationery should be bought centrally and in bulk to secure quantity discounts, but overstocking should be avoided.
2. The issuing system must be planned properly to eliminate wasteful consumption as far as possible. Before issues are made, requisitions must first be received, signed by authorized officers and some sort of records kept to record the movement of stationery in a given period and by each section.
3. The proper control over the use of stationery must be included in the duties of office supervisors. This is done by drawing a budget for each section and section heads ensuring that they operate within the budget.
4. The stock must be maintained as little as possible, bearing in mind quantities for economic buying and constant supplies.
5. The good quality paper must be used for important documents to customers so as to maintain the company's goodwill. This is achieved by avoiding false economies.
6. The possible re-use of stationery items (like used envelopes for internal mail, used pins and paper clips) should be explored.
7. The stationery storage must be arranged so as to prevent deterioration, and to save space, lighting and heating.
8. The stock levels must be set out to avoid running out of items of stationery which are important or over-stocking.

Definition: A Form is a printed piece of paper or card on which entries are made against marked headings. Or A form is a standardized record used to accumulate and transmit information for reference purposes. Examples of forms are factory orders, requisition, bills, quotations, orders, etc.

Importance of forms

Forms serve as the vehicle by which various data are collected and brought together for use by management. That is why; they are also described as the basic tools of the office. Nothing happens in the office except to, or by means of pieces of paper. Forms are the medium to bear the record of the enterprise and serve as the basis of records management. Information can be collected, processed and supplied in a systematic way with the help of office forms. Forms increase the efficiency of office work and help in achieving economy in office operations.

Significance of office forms

1. Clerical work becomes easy.
2. Output can be increased.
3. Unnecessary information means waste of time. This can be avoided by adopting printed forms, with necessary queries.
4. Collection and compilation of statistical data become easier to study from the information form than from a letter.
5. In a printed form, the writer has to fill in all the columns, so as to finish information without suppression.
6. The writer or the typist can be at ease in filling the forms in the appropriate place, by writing a few words.
7. Understanding and transmission of information from the forms are quick and clear.
8. They help to identify records and facilitate easy filing for future reference.
9. Data entry, processing and reference becomes easy.
10. They facilitate rapid processing of data since information appears in a standard form and at fixed places.

Advantages of forms

1. Only necessary information can be had through the form and irrelevant information can be avoided.
2. The work of the writer or the typist who is to write or type the information in few words is made easy. It is easy for him to fill in the required information correctly.
3. There will be no difficulty in analyzing the data collected through the forms. If it is in a letter form, there will be much difficulty in analyzing and understanding the data collected.
4. The presentation of information will be uniform which accelerates the clerical job.
5. Forms reduce the cost of operation work in the office.
6. Forms are helpful to fix the responsibility of the work done (forms are duly signed by the writer).
7. Transmission of information, which is based on the forms will also be correct.
8. Forms make for uniformity in appearance and format. They facilitate identification of records and simplify filling and sorting operation.
9. Forms make clear what information should be gathered. Thus, office forms simplify office systems and routine.
10. Since forms preserve records, they aid the organization in better planning.

To make the forms more effective

1. Forms should be properly designed and drawn up, to avoid confusion in the mind of the writer.
2. Forms should be predetermined with all necessary columns, to avoid waste of energy and time.
3. Forms must be simple and easy to understand; otherwise it will be tedious to fill in.

Types of forms

Forms may be classified as follows

1. On the basis of operation or function performed by the form, as for instance, purchase form, material requisition form, application form, etc.
2. On the basis of use of forms
   • Internal office forms. Which are received or used by the employee of the business, for examples: accounting forms, application form, memorandum form, requisition form, etc.
   • External contact forms. Which are sent to customers, creditors, etc. For examples: purchase order form, etc.
3. On the basis of copy
   • Single copy form Which are complete in themselves and often become the source documents.
   • Multiple copies forms Which are made in duplicate or more copies and which may be used to transmit information or serve the function of providing additional records.

Form control

Meaning: Forms control is a means of exercising management control over the costs of producing and processing forms. Forms are important in any organization, therefore, there should be proper management control of them to ensure that they are efficient and economical in design as well as in use.

Objectives of form control

The following are objectives of form control, in brief

1. To ensure regular supply of various forms.
2. To economical use of forms for the firm.
3. To reduce clerical work.
4. To minimize the use of number of forms.
5. To make necessary changes in the existing forms if they are not satisfactory.
6. To make reviews, whenever needed.
7. To introduce new forms which are really necessary.
8. To retain and use only those forms that are necessary for office systems.
9. To study where the introduction of new forms or revision of old forms is essential.
10. To evaluate forms design on the basis of time required to use them.
11. To review periodically all forms in use to find out their current utility.
12. To eliminate absolute and irrelevant forms, to consolidate different forms doing the same thing and to introduce only such forms that are really necessary. The form no longer required should be disposed of after obtaining proper approval of the officer concerned. The approval will be pasted on the form. In the form book, marked as dead if possible along with date.

Questions

1. Discuss the need for and importance of stationery and supplies in office work.
2. Describe the complete plan of stationery control.
3. Forms are the basic tools of all office works. Discuss the statement.
4. Forms are foundations of clerical system. Explain.
5. Why is control of forms desirable?
6. What are the advantages to be derived from the use of office forms?

Questions

(Office machines, furniture and equipments)

1. What factors would you take into account in deciding whether to go for the purchase of labour-saving devices for office?
2. Describe the important labour-saving devices for smooth running of the office work.
3. What are the objects of introducing office machine? State the relative advantages.
4. In selecting a machine, what are the points to be considered?
5. State the criteria for the selection of office machines?
6. What are the uses of computer?
7. What are the benefits obtained from the use of computer and show its limitations.
8. What are the advantages and disadvantages of office machines?
9. Explain the uses of a computer and how it helps in the modern business.
10. What is office furniture? Discuss the main components of office furniture.
11. Discuss the factors which influence the choice of office equipment.
12. Discuss the importance of the records of equipment, machines and stationery.

Proper records of office equipment, machines, furniture and stationery must be maintained adequately. These records serve the following purposes:

1. These records ensure the proper use of all assets of the firm.
2. These records prevent theft or misuse. If some items are missing, the appropriate action can be taken to locate them without delay.
3. The records help to find out the correct value of assets of the company.
4. These are needed to ensure the expenditure incurred on these items.
5. These avoid the wastage or inappropriate use of stationery.

Records Meaning Records are written data that are made for possible future use. The records may be classified into:

1. Personnel records
2. Correspondence records
3. Accounting records
4. Legal records
5. Other business records

Records management

Is the management control of records much more than the methods of filling or the systems of classifications. Important of these are indexing, central filing, records retention, follow up and micro-photography; all these receive attention in the present day office.

Objects (purpose) of maintaining business records

1. Policy making. Past records, events, progress, etc are very necessary to decide future policies and plans. In the absence of records, the policies and plans may not be successful.
2. Comparison of business (period wise/place wise) Past records make it easy and possible to compare the performance of one period with that of another period, one place with another, one result with another, etc. By comparison, one can know whether there is progress or not.
3. Proper study of the position of the firm. Records of past transactions are the basis on which further study can be made. The preserved records are the contributory factors, without which a good and proper study of the position of the firm cannot be made and statements cannot be prepared.
4. Accounts of progress kept in an orderly way. To measure the progress of the concern or to find out other facts, a history of the firm is needed. And the past records, history of the business, recount the dealings.
5. In case of disputes. The need for referring to these records or documents often arises for the settlement of disputes in transactions. All information cannot be remembered.
6. Legal requirements. Certain records are to be kept for a number of years from the legal point of view.
7. Evidence Records are good evidence in the court of law, in the case of suits.
8. General use Some customers may simply refer to the previous correspondence by quoting the number and date. In such case, if the letters have been filed properly, it is easy to comply with the needs of the customers; otherwise, there is wastage of time and money.
9. Facilitate to detect errors and wastes and identifying the wastes occurring in the organization. Thus management can eliminate the errors or wastes.

Principles of record management

In order to be successful, the record management must be based on the following principles

1. Verification. Records can be verified whenever needed.
2. Justification. Records must be maintained with some justifiable purpose. Otherwise, it will be a waste of money, space and time.
3. Classification. Records must be classified according to their use. It may be classified according to time or chronological or subjects.
4. Information. The required information must be available whenever needed.
5. Elasticity. The record system must be elastic in capacity so that expansion or contraction of records is possible.
6. Reasonable cost The cost of record management must be reasonable one. For more important records larger amount may be spent and for less important records only small amount should be spent.

Other definition of records management

Records management refers to the activities designed to control the life cycle of record for its creation to its ultimate disposition.

Stages of life cycle of records

1. Creation stage The first stage involves design and control of office forms. Data should be recorded in the forms accurately and completely. The time period for which the records are kept should also be determined properly.
2. Storage stage Under this stage, records are properly classified and put into appropriate file covers. The records should be stored at accessible location and arrangements should be made for their protection.
3. Retrieval stage The purpose of maintaining records is to make them available for future reference. Therefore, an efficient filing procedure should be designed to retrieve the records in time. There should be a proper procedure for the issue of files.
4. Disposition stage This stage is concerned with disposition of obsolete and unnecessary records. Valuable documents are preserved in waterproof and fireproof cabinet. The documents which are no longer required should be destroyed. Less important records which are not in current use should be transferred from high cost storage area to low cost storage area.