Page 18 - DMGT505_MANAGEMENT_INFORMATION_SYSTEM

Unit 1: Management Information Systems

Notes
Table 1.1
Office Activity Technology
Managing Word processing, desktop publishing, document imaging, web publishing,
documents work flow managers
Scheduling Electronic calendars, groupware, intranets
Communicating E-mail, voice mail, digital answering systems, groupware, intranets
Managing data Desktop databases, spreadsheets, user-friendly interfaces to mainframe
databases

The table describes typical Office Automation Systems and the activities they support, all of
which are vital to the success of the organization. While some OAS still rely on stacks and stacks
of paper, modern technology emphasizes digital sourcing, storage, and distribution. As
computers and associated technology become more embedded into the normal workflow of
offices, more is being done without paper. For instance, a clerical worker can create a document,
send it to co-workers or supervisors for their input via email, have it returned electronically,
correct it, and distribute it online.
But no matter how much we talk about a paperless society, we are actually generating more
paper than ever. One of the emerging technologies that is enhancing the productivity and ease-
of-use of Office Automation Systems and reducing paper problems is the document imaging
system, which converts documents and images into digital form so they can be stored and
accessed by computer.
Documents not in use are stored on-line on an optical disk system called a jukebox. The index
server maintains the information the system will use to locate, access, and retrieve a document.

Example: An example of document imaging systems is bank checks. Most banks don’t
return canceled checks any more. They make a digital image of the check, store it electronically,
and then destroy the piece of paper. If you ever need a copy of one of your old checks, you have
to request it. While the initial use of paper isn’t reduced, the cost of processing and mailing the
checks to the customer is gone altogether.
The advantages of using document imaging systems lie in the chance to redesign workflows. If
companies aren’t willing to do this, then they are laying out a lot of money to buy and install a
system that they’ll never fully use.

1.4.2 Creating Knowledge – Knowledge Work Systems

Now we’ll review many different Knowledge Work Systems (KWS) so that you have a clear
understanding of how they differ from OAS and other Information Systems. These systems help
create new products or improve old ones, and they’re also used to integrate new data into the
flow of information that is so vital to an organization.

It’s important that you understand the functions KWS perform. They:
 Keep the organization up-to-date in knowledge
 Serve as internal consultants
 Act as change agents

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