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

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

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

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Outdated or inaccurate information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

5. 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

6. 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

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

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

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

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

11. 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

12. 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

13. 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

14. 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

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

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
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

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

18. 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:
Topic 3-2 Information Systems and Resources

19. 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

20. 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

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

22. 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:
Topic 3-2 Information Systems and Resources

23. The Internet Promoting organizations Colleges and universities
Cities and states
Civic and charitable organizations
This Web site promotes tourism in Colorado
Source:
Topic 3-2 Information Systems and Resources

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