The Office Procedures and Technology Chapter 3 Information: A Vital Business Resource Copyright© 2007 Thomson/South-Western

Information Facts or data summarized or organized into meaningful form Common forms of information Numbers Text Images Voice Topic 3-1 Information Processing

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

Obstacles to Managing Information Uncoordinated procedures and files Duplication of information Incompatible databases Outdated or inaccurate information Missing information Limited access to information Topic 3-1 Information Processing

Information Processing Input Entering data Processing Handling data to create information Output Retrieving information Distribution Sending information to others Storage Saving data for future use Information processing: putting facts or numbers into meaningful form Key Term Topic 3-1 Information Processing

Hardware Physical parts of a computer Input devices Output 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) Topic 3-1 Information Processing

Types of Computers Mainframes Minicomputers Personal computers Desktop Notebook and tablet PC PDA (personal digital assistant) Topic 3-1 Information Processing

Software Programs containing instructions for computers Operating systems Windows XP is a popular operating system Application programs Utility programs Topic 3-1 Information Processing

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

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

Other Information Technologies 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 Topic 3-1 Information Processing

Internet Access Many workers have Internet access through LANs or WANs Internet service provider (ISP) sells access to users Dial-up access DSL (direct service line) Topic 3-1 Information Processing

Maintenance Service and maintain computers and office equipment on a regular basis Follow manufacturers’ operating instructions Compressed air can be used to clean keyboards Topic 3-1 Information Processing

Security Measures are needed to protect against Loss of data Theft or misuse of data or computers Loss of service Computer virus: destructive program loaded and run without the user’s knowledge Key Term Topic 3-1 Information Processing

Security Government agencies and private organizations promote awareness of computer crimes Source: http://www.us-cert.gov/reading_room Firewall: software and hardware used to prevent unauthorized access to a computer system or network Key Term Topic 3-1 Information Processing

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 Audit trail: keeps a record of attempts to gain access to a computer system and of unusual activity Key Term Topic 3-1 Information Processing

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

Traditional Information Resources Marketing research firms Trade publications and associations Government agencies and libraries The Small Business Administration provides information that is valuable to businesses Source: http://www.sba.gov Topic 3-2 Information Systems and Resources

Electronic Resources Relational databases Intranets and extranets The Internet Programs such as Microsoft Reader can be used to access reference texts on a PDA Topic 3-2 Information Systems and Resources

The Internet Finding and sharing information Transferring files Web browsers Search tools or engines Transferring files File transfer protocol (FTP) Private and anonymous transfers Topic 3-2 Information Systems and Resources

The Internet Electronic messages E-mail Mailing lists Newsgroups Microsoft Outlook Express is a popular e-mail program Topic 3-2 Information Systems and Resources

The Internet E-commerce Buying and selling online in the global marketplace Customer profiles Privacy issues A Web site’s privacy policy discusses how customer data will be used Source: http://www.thomson.com/corp/privacy.jsp Topic 3-2 Information Systems and Resources

The Internet Promoting organizations Colleges and universities Cities and states Civic and charitable organizations This Web site promotes tourism in Colorado Source: http://www.colorado.gov/colorado-visiting-activities/nature-outdoors.html Topic 3-2 Information Systems and Resources

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