OFFICE ADMINISTRATIVE MANAGEMENT
Chapter 17 Other Workplace Productivity Systems
Chapter 17 Administrative Office Management, 13th Ed 1
Guide to Classifying Documents
Vital Records such as
property deeds, leases, contracts are kept permanently.
Important Records such as
financial and tax documents are kept for a longer period of time but are eventually destroyed.
Useful Records such as
correspondence and reports are kept based on state statutes.
Non-essential Records
such as internal memos can be destroyed immediately when no longer needed.
Chapter 17
Administrative Office Management, 13th Ed
2
Document Imaging System
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Bringing in Documents
- Using advancements in scanning technology, converting documents, importing documents
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Storing Documents
- Using hard drives, magneto-optical storage, compact discs (CDs), DVDs, and others
s
Indexing and Retrieving Documents
- Using an organized system that provides the right search tools to find documents quickly
Chapter 17
Administrative Office Management, 13th Ed
3
Benefits of Document Imaging
s s s s s s s s s
Retrieves files quickly Offers flexible indexing Can search full text Protects files Saves space Archives digitally Shares files easily Improves security Provides disaster recovery
Administrative Office Management, 13th Ed 4
Chapter 17
Features of Office Copier Systems
COPY SIZE REDUCING IMAGE SHIFT COLOR UNITS SORTERS
Chapter 17
SPEED DUPLEXING CENTRALIZED & DECENTRALIZED COPY
MAGNIFYING
5
Administrative COPYING
BOOK Office Management, 13th Ed
Business Telephone Services
800/888 service Anonymous call rejection Automatic or continuous callback Call forwarding-- busy line--don't answer
s s s s s s
Call waiting Caller ID Distinctive ring Priority call Speed calling Voice messaging service
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Chapter 17
Administrative Office Management, 13th Ed
Features & Benefits of Voice Mail
Features of Voice Mail Systems
Answers and routes calls *Directs inquiries Records messages *Provides information Takes sales orders
Benefits to Office Professionals
Cuts down on missed phone calls Eliminates long waits on hold *Delivers clear messages Ends "telephone tag"
Chapter 17 Administrative Office Management, 13th Ed 7
Mail Safety Concerns and Precautions
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Safety Practices
- Post emergency information within mail cen...