What are the basics and components of digital office management?

Digital Office Management Basics and Elements:

Basis of Digital Office Management The backbone of digital office management is the resource sharing network or connectivity through which various data and information can travel securely between each entity of the office. Office management can only be completed if information and flow can be ensured between each element of the office. A secure network is needed to ensure and secure office data flow. Networking refers to interconnected sharing of resources. Secure data sharing is considered the foundation of digital office management. To exchange this secure information, the network must also be secured.

Components of Digital Office Management: The following 5 components or resources are required to create a modern office management system, namely

(i) Hardware Resources

(ii) Software Resources

(iii) Data resources

(iv) Network resources

(v) Human resources.

Human resource: The main component or resource of the office management system is the human resource. This human resource is closely related to using the office management system development. All the manpower involved in collecting data, storing and testing programs or data, operating computers, writing information programs, designing systems and recording and storing records, coordinating software and hardware, etc. are collectively called human resources. The human resources office is composed of management system users and information system specialists.

Data resources of digital office management: In the field of office automation, the role of data related to various activities of the office is very important. The raw materials used in processing to obtain a specific output or result are called data. Making data meaningful in a particular context is information.

In the language of computer science, the result obtained by processing data in a computer for a specific purpose is called information. For example, the marks obtained by a student in various subjects are data, but the progress report prepared by calculating the marks obtained in all the subjects is information. Information is obtained by processing data. That is, the form of data with meaning after processing is called information. Information should be accurate, clear, concise and relevant.

Information alone is valuable and important. But valuable and important information must be simple, meaningful, accurate, complete, reliable, relevant, secure and timely. People use information for various purposes. Office managers or executives use Inmation for various decision-making tasks. Digital office management makes getting information easier.

Network resources of digital office management: Network resources are very important to implement modern information systems. Telecommunication network, wireless network and other communication networks are required to implement internet, intranet and extranet. Network resources consist of communication media and network support.

(i) Communication Media: Required for data exchange between source and destination. Connection between both ends. Various types of wireless or wired media are used to implement this connection. For example, cable or wire, ordinary telephone lines, radio waves, microwave, geosatellite systems, infrared, WiMAX, etc.

(ii) Network Support : Knowledge of various types of hardware, software, data, web technologies etc. is required to run or use communication networks.

Hardware resources of digital office management: Computers and all external infrastructure related to computers or external devices, parts, such as disk, disk drive, key board, mouse, monitor, printer etc. are called hardware. The hardware resources of an office management system include not only machines but also media.

 (i) Machines: Computer systems used in office management systems and peripheral devices connected to computers such as Barcode Reader, OCR, OMR, Printer, Photocopier, FAX, Access Control Device etc.

(ii) Media: All types of storage media such as external hard disk, flash disk or pen drive, magnetic disk, optical disk, magneto-optical disk etc. through which data or information can be collected, stored or carried.