the office procedures and technology chapter 3 information: a vital business resource copyright©...
TRANSCRIPT
The OfficeProcedures and Technology
Chapter 3
Information: A Vital Business Resource
Copyright© 2007 Thomson/South-Western
Slide 2
Information
Facts or data summarized or organized into meaningful form
Common forms of information Numbers Text Images Voice
Topic 3-1 Information Processing
Slide 3
Managing Information
Effective information management is needed due to the Complexity of business Volume of transactions Need for current and accurate information
Topic 3-1 Information Processing
Slide 4
Obstacles to Managing Information
Uncoordinated procedures and files Duplication of information Incompatible databases Outdated or inaccurate information Missing information Limited access to information
Topic 3-1 Information Processing
Slide 5
Information Processing
Topic 3-1 Information Processing
Information processing: putting facts or numbers into meaningful form
Key Term
Input Entering data
Processing Handling data to create information
Output Retrieving information
Distribution Sending information to others
Storage Saving data for future use
Slide 6
Physical parts of a computer Input devices
Keyboard, mouse, scanner, camera Output devices
Monitor, printer, speakers Storage devices
Magnetic disks (floppy disk, ZIP drive, USB flash drive)
Optical disks (CDs, DVDs)
Hardware
Topic 3-1 Information Processing
Slide 7
Mainframes Minicomputers Personal computers
Desktop Notebook and tablet PC PDA (personal digital assistant)
Types of Computers
Topic 3-1 Information Processing
Slide 8
Programs containing instructions for computers Operating systems
Software
Topic 3-1 Information Processing
Windows XP is a popular operating system
Windows XP is a popular operating system
Application programs Utility programs
Slide 9
Networks
Local area networks Peer-to-peer LANs Server-based LANs
Transmission carriers—cables and equipment used to link computers Twisted-pair cable Coaxial cable Fiber-optic cable
Topic 3-1 Information Processing
Slide 10
Networks
Wide area networks May cover several cities, states, or countries May use fiber-optic cables, microwaves, or
satellites to transmit data
Topic 3-1 Information Processing
Slide 11
Other Information Technologies
Topic 3-1 Information Processing
Electronic imaging system Converts paper documents to pictures stored and
displayed via computer Reduces paper handling and storage space
Interactive voice response system Recorded messages accessed and directed by
the user Reduces manual processes
Slide 12
Internet Access
Topic 3-1 Information Processing
Many workers have Internet access through LANs or WANs
Internet service provider (ISP) sells access to users Dial-up access DSL (direct service line)
Slide 13
Maintenance
Service and maintain computers and office equipment on a regular basis
Follow manufacturers’ operating instructions
Topic 3-1 Information Processing
Compressed air can be used to clean keyboards
Compressed air can be used to clean keyboards
Slide 14
Security
Measures are needed to protect against Loss of data Theft or misuse of data or computers Loss of service
Topic 3-1 Information Processing
Computer virus: destructive program loaded and run without the user’s knowledge
Key Term
Slide 15
Firewall: software and hardware used to prevent unauthorized access to a computer system or network
Key Term
Government agencies and private organizations promote awareness of computer crimes
Government agencies and private organizations promote awareness of computer crimes
Security
Topic 3-1 Information Processing
Source: http://www.us-cert.gov/reading_room
Slide 16
Typical Security Measures
Access control Accuracy checks for data Data scans to search for viruses or other
problems Data encryption to secure data during
transmission Passwords and
ID checks
Topic 3-1 Information Processing
Audit trail: keeps a record of attempts to gain access to a computer system and of unusual activity
Key Term
Slide 17
Typical Information Systems
Accounting information systems Marketing information systems Product information systems All systems in an organization may be
interrelated
Topic 3-2 Information Systems and Resources
Slide 18
Traditional Information Resources
Marketing research firms Trade publications and associations Government agencies and libraries
Topic 3-2 Information Systems and Resources
The Small Business Administration provides information that is valuable to businesses
The Small Business Administration provides information that is valuable to businesses
Source: http://www.sba.gov
Slide 19
Electronic Resources
Relational databases Intranets and extranets The Internet
Topic 3-2 Information Systems and Resources
Programs such as Microsoft Reader can be used to access reference texts on a PDA
Programs such as Microsoft Reader can be used to access reference texts on a PDA
Slide 20
The Internet
Finding and sharing information Web browsers Search tools or engines
Transferring files File transfer protocol (FTP) Private and anonymous transfers
Topic 3-2 Information Systems and Resources
Slide 21
The Internet
Electronic messages E-mail Mailing lists Newsgroups
Topic 3-2 Information Systems and Resources
Microsoft Outlook Express is a popular e-mail program
Microsoft Outlook Express is a popular e-mail program
Slide 22
The Internet
E-commerce Buying and selling online in the global marketplace Customer profiles Privacy issues
Topic 3-2 Information Systems and Resources
A Web site’s privacy policy discusses how customer data will be used
A Web site’s privacy policy discusses how customer data will be used
Source: http://www.thomson.com/corp/privacy.jsp
Slide 23
The Internet
Promoting organizations Colleges and universities Cities and states Civic and charitable organizations
Topic 3-2 Information Systems and Resources
This Web site promotes tourism in Colorado
This Web site promotes tourism in Colorado
Source: http://www.colorado.gov/colorado-visiting-activities/nature-outdoors.html
Slide 24
Focus On …
Intranets to Extranets Intranets provide information to employees Extranets provide information to outsiders
Business partners Customers
Both help keep employees, partners, and customers better informed
Topic 3-2 Information Systems and Resources