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FEDERAL AGENCY FOR EDUCATION
STATE EDUCATIONAL INSTITUTION OF HIGHER PROFESSIONAL EDUCATION
UDMURT STATE UNIVERSITY
Institute of Law, Social Management and Security
Middle Humanitarian Law College
Course work
Modernsoftwarefacilities,usedVprocesscreationdocuments
Semakina Irina Vladimirovna
students of the SPO-O-0611-21(k) group
specialty "Documentation
management and archiving”
Head: Senior Lecturer
Volkova A.V.
Izhevsk 2008
Introduction
1. Systems for preparing text documents
2. Microsoft Office application package
2.1 Application programs included with Microsoft Office
2.2 Word processor Microsoft Word
2.3 Spreadsheet processor Microsoft Excel
3. Automation systems for documentation management
Conclusion
List of used literature and sources
Introduction
For many, many centuries, information technology has been in the process of development. In some periods, this development slowed down and became almost imperceptible, and in some periods, on the contrary, there was a qualitative leap, and humanity began to use fundamentally new, hitherto unseen means of processing, transmitting and storing information. The convenience and efficiency of using computers to prepare the texts of documents has led to the creation of many programs for processing documents. The capabilities of these programs are different - from programs designed to prepare small documents of a simple structure, to programs for typing, design and complete preparation for printing publication of books and magazines (publishing systems).
The topic of my term paper is relevant, since now almost all documents are stored and created in electronic form. This requires the appropriate software.
aim my course work is:
- Consider the most popular programs that are used to create documents.
- Find out which application programs are included in Microsoft Office.
- Define and study automation systems for document management.
tasks my course work is:
- Consider the main systems for preparing text documents, give the concept of text editors, word processors and desktop publishing systems.
- Describe the Microsoft Office application package, the programs included in it, the main features of the Microsoft Word word processor (hereinafter referred to as MS Word) and the Microsoft Excel spreadsheet processor (hereinafter referred to as MS Excel).
- Consider the main automation systems for document management support: "BOSS-Referent", "CompanyMedia", "DOCs Open", "Office work 2.5", "NauDoc".
All programs for creating documents can be conditionally divided into systems for preparing text and spreadsheet documents and programs for office automation.
To achieve the goal and solve problems, I mainly use periodicals, such as the journals Deloproizvodstvo and Secretarial Business, which tell about the implementation of the BOSS-Referent program in large organizations and how it affected their work, as well as about NAUMEN and its programs.
Also, in writing my term paper, I used the automated office work system "Office work 2.5" and GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documents.
And also I used information from the global network Internet, where the site "www.document.ru" contains information on automating document processing, etc.
The course work has a structure that allows you to reveal and justify the topic I have chosen in great detail. I also want to note that I substantiated the structure of my course work in such a way as to optimally achieve my goals and solve the tasks set.
This course work includes: introduction, three chapters, conclusion, list of sources used. The first chapter deals with systems for preparing text documents. The second chapter talks about the Microsoft Office application package, and the third chapter describes automated control systems, such as: "BOSS-Referent", "CompanyMedia", "DOCs Open", "Documentary 2.5" and "NauDoc".
I also want to note that this course work will allow me to consolidate the knowledge gained in the course of theoretical training in the discipline "Document Science", as well as to work out and form practical skills on this topic.
1. Systemstrainingtextdocuments
The currently existing systems for preparing text documents differ significantly from each other in their characteristics, methods of entering and editing text, its formatting and information output (printing), as well as the degree of complexity of user learning. The choice of a specific word processing software product is a very crucial moment. A variety of text preparation systems allow those specialists who are associated with information technology to effectively use the computer. The selection process is connected with many factors, but, first of all, it is necessary to adhere to the principle of reasonable sufficiency.
Currently existing computer systems for the preparation of text documents can be classified according to the scope of functionality or the intended use. For example, text editor, which provides the input, modification and saving of any symbolic text, but it is intended mainly for preparing program texts in high-level programming languages, since they do not require formatting, i.e. automatic conversion of the location of text elements, font changes, etc.
Text editor ( text editor) is a text editor that provides fairly complex formatting. In terms of functionality, “Text editor” is comparable to the built-in Windows program “Word Pad”. With this program, you can open, edit, save, print files of the following formats: BAS, CPP, DAT, INI, PAS, RTF, SYS, SQL, TXT, etc. It is possible to align the text to the left, right or center, insert a paragraph (bullet), roll back 1 change, get bold, italic or underlined text, select the font, its characters, modify, color, size. You can format text with first line and paragraph indents. This program does not work with images embedded in text - embedded images available in open document, such as RTF format, will not be saved. The font used to type the document by default is `Times New Roman". It can be changed to any other font available to the operating system. The document is printed according to the principle "what I see is what I get" through the printer driver dialog, which allows you to optimally select the printer , set up printing.
The result of the on-screen editor is expressed as a file in which all characters are characters of the code table ASCII (American Standards Committee for Information Interchange) with codes greater than 31 and newline characters. Such files are called ASCII files.
Differing in management methods and a set of service capabilities, all text editors in one form or another allow:
Type text with display on the screen of the video terminal, using up to 200 characters;
Fix erroneous characters in replace mode;
Insert and delete groups of characters (words) within a string, without translating the unchanged part of the string, but shifting it entirely to the left/right in insert mode:
Delete one or more lines, copy them or move them to another place in the text;
Expand lines of existing text to insert a new fragment there;
Insert groups of lines from other texts;
Detect all occurrences of a specific group of characters (context);
Replace one context with another, possibly of different lengths;
Save the typed text for subsequent adjustments;
Print text on different types of printers standard programs printing in one font within the document.
Of the many on-screen editors available, one can single out " Norton Editor ”(Peter Norton Computing Inc.), “ sidekick» (firm “Borland”), « brief» (Solution Systems Company), multi-functional multi-window editor « Multi - Edit » (American Cybernetics Inc.). The same category includes editorsTurbo systems. A variety of Turbo - systems are convenient integrated tools for creating, compiling, debugging and executing programs in such popular programming languages as BASIC, Pascal, Xi, Prologue, assembler. An obligatory component of Turbo-systems is an editor with ample opportunities for creating and updating program texts. The commands of the editors of Turbo-systems are based on the commands of the popular program " Word Star and highly standardized.
When the main task of the user is to prepare texts in natural languages for printing and printing these documents, the set of editor operations should be significantly expanded, and the software product moves to a new quality - a text preparation system (a product that corresponds to the English term `word processor'). Such document processing programs are focused on working with texts that have a document structure, i.e. consisting of paragraphs, pages and sections.Among the systems for preparing texts in natural languages, there are three large classes, but with rather blurred boundaries: formatters, word processors, and desktop publishing.
Based on the intramachine structure of the prepared document, one could propose the following approach to the classification of text preparation systems. For example, systems such as:
formatter is a text preparation system that does not use any special codes for the internal representation of text, except for the standard ones: end of line, carriage return, end of page (works with ASCII files).
word processor is a text preparation system that, in its internal representation, supplies the text itself with special codes - markup. Basically, screen editors and word processors differ in purpose: the former create ASCII files, which are then processed by compilers or formatters, the latter are designed to prepare texts with subsequent printing on paper, so the form of text representation is of great importance.
Word processors have special features to make it easier to enter text and present it in printed form. Among these functions, the following functions can be distinguished:
- text input under the control of formatting functions that immediately change the appearance of a page of text on the screen and the arrangement of words on it, which gives an approximate idea of the actual location of the text on paper after printing;
- a preliminary description of the structure of the future document, which sets parameters such as the amount of paragraph indents, the type and size of the font for various text elements, the location of headings, line spacing, the number of text columns, the location and method of numbering footnotes, etc.:
- automatic spell checking and getting hints when choosing synonyms;
- enter the editing of tables and formulas with their display on the screen in the form in which they will be printed;
- combining documents in the process of preparing the text for printing;
- automatic table of contents and alphabetical reference.
Most word processors have the ability to customize the hardware configuration of your computer, such as the type of graphics adapter and monitor. Almost all word processors have a unique data structure for representing text, which is explained by the need to include additional information in the text describing the structure of the document, fonts, and the like, since each word or even character can have its own special characteristics. Therefore, text prepared with one word processor is generally not readable and therefore cannot be edited and printed by other word processors. For the compatibility of text documents when transferring them from one word processor environment to another, there is a special type software- converters that guarantee the receipt of the output file in the format of a word processor - the recipient of the document. The converter program receives information in one format at the input, and as a result of its work it outputs information in the form of a file in another (required) format. Further improvement of word processing systems led to the fact that stand-alone converter programs practically ceased to exist and became an integral part of the text preparation system. Today, the brightest representatives of word processing programs support popular file formats through built-in conversion modules.
Currently existing word processors differ significantly from each other in characteristics, capabilities for entering and editing text, its formatting and printing, as well as in the degree of complexity of learning by the user.
Rather conditionally, these tools can be divided into 2 categories .
TO 1 categories include word processors that allow you to prepare and print complex and large documents, including books. These include "WinWord", "WordPerfect", "ChiWriter", "WordStar 2000", "AmiPRo", "T3". The most popular domestic product in this class is the word processor " Lexicon”, support and further development, which is carried out by Arsenal.
Word Processors 2 categories And have significantly fewer capabilities, but they are more convenient to use, work faster and require less RAM, and are significantly lower in cost. Word processing systems specifically designed for executives are simpler and easier to use. This category includes `Beyond Word Writer', `Professional Write', `Symantec Just Write', `DacEasy Word'.
Desktop publishing houses prepare texts according to the rules of polygraphy and with typographical quality. Just as word processors are not a "development" of formatters, desktop publishing is not a more advanced continuation of word processors, since they serve a very different purpose. Desktop publishing systems (`desktop publishing') are, in fact, a layout tool. Programs of this class are intended not so much to create large documents, but to implement various kinds of printing effects, i.e., a desktop publishing program makes it easy to manipulate text, change page formats, indentation size, makes it possible to combine different fonts, work with the material until you are completely satisfied with the appearance of both individual pages (bands) and the entire publication.
To conclude Chapter 1, text editors are now little used because they have far fewer features than the word processors and desktop publishing systems that have become available to most users. From the side of document science, this is also due to the fact that text editors do not provide the function of creating templates, which greatly facilitates and speeds up the work of creating documents.
2. Plastic bagappliedprogramsMicrosoftoffice
2.1 Appliedprograms,incomingVMicrosoftoffice
Today, Microsoft software products (hereinafter referred to as MS) are the "de facto" standard for office work. It is difficult to find an institution, enterprise, firm, in whose office computers with the Windows operating system (98, 98SE, 2000, NT, XP, Vista) and the MS Office application package would not be installed.
Popular software package - Microsoft Office 2003 , which includes in the standard set "MS Word 2003", "MS Excel 2003", "MS Outlook 2003" and "MS PowerPoint 2003". Also included in the use is a recently released software package Microsoftoffice2007 , including updated: "MS Word 2007", "MS Excel 2007", "MS Outlook 2007" and "MS PowerPoint 2007", etc.
In the "Small Business" version - "PowerPoint 2003" was replaced by the "MS Office Publisher 2007" publishing package, the "Professional" version includes both the standard set and the "Small Business" add-ons, and also has a database tool (DBMS ) Access 2003. But the updated "Power Point 2007" is also used. The full Premium version also includes the Photo Draw 2003 business graphics package and the Front Page 2003 Web site builder. The last two programs are delivered in English version. Included as free application includes `Internet Explorer 5.0` - a set of programs for working on the Internet.
The most attractive thing about the MS Office suite is what ties these applications together: all these programs share a common menu and button sets that look very similar. By learning how to work with one of the applications, you thereby greatly advance in the study of the rest. The main idea of the software package is to work on the Internet. If earlier MS Word and MS Excel were primarily focused on the fact that the prepared document would be printed on paper, now the developers assume that the prepared document will first of all be sent by e-mail or posted on the Internet. To do this, MS Office developers have included another file format in the product - HTML, which is the standard for posting content on the Internet. Saving documents in HTML format also allows users who do not have MS Office on their computer to view documents. To view such documents, Internet Explorer, which is included in the standard Windows package, is now sufficient. Quite common for a modern office is the situation when documents are prepared not only in Russian and English, but also in other languages (German, Spanish, French, Arabic, Japanese, etc.).
Microsoft Access 2003 is a relational database. At the heart of this program are tables. Microsoft Access (hereinafter referred to as MS Access) differs from MS Excel in that, unlike MS Excel, the MS Access DBMS allows you to work with whole system related tables. In the MS Access DBMS, formulas, sorting, links between individual cells and their formatting are used when working with tables. If you need to extract the necessary data from several database tables at once, you can create a query, while the cells on the screen will be arranged in the specified order. Query results can be printed using the Report tool. The report is a table with the requested data, the design can be selected from the proposed templates.
The capabilities of Microsoft Office programs can be extended with the help of special modules - add-ons. Among such programs, one can find both serious commercial packages (for example, the Orfo spell checker, Lingvo electronic dictionaries, PROMT translator), and small free "macros" created by ordinary users.
2.2 TextCPUMicrosoftWord
MicrosoftWord- the basis of any office and, perhaps, the most necessary and popular program in everything Microsoft Office .
Microsoft Word allows you to enter, edit, format and design text, and correctly place it on the page. With this program, you can insert graphics, tables and charts into your document, as well as automatically correct spelling and grammatical errors. Text editor MS Word has many other features that greatly facilitate the creation and editing of documents.
The program offers a number of features that save time and effort for creating documents. Among them are features such as:
AutoText - for storing and inserting frequently used words, phrases or graphics;
- styles for storing and setting entire sets of formats at once;
- merge to create serial letters, print envelopes and labels;
- macros - to execute a sequence of frequently used commands;
- “wizards” - for creating professionally designed documents.
Using MS Word for Windows, you can create tables, charts. MS Word for Windows also has a formula editor that allows you to enter formulas of varying complexity. MS Word allows you to check spelling. When checking, each word in the document is compared with samples in a special dictionary. If the word is not found in the dictionary, a dialog box will open in which you can make the necessary corrections. When working with documents, you often have to repeat the input of the same sections of text. In MS Word, it is enough to enter them once, and then make an AutoText element with a unique name and then insert the necessary number of times in any place in the document. Quite often, many employees have to create documents based on standard unified forms or forms developed and approved within the organization, as well as different kinds documents of the same type (serial letters, certificates, etc.). With an automated method for preparing this type of document, two options are possible:
1) create the necessary form in the form of a document (for example, it will be a file with the “.doc” extension) and then change the variable part of the text in it;
2) create the necessary form in the form of a template (a file with the “.dot” extension) and then create new documents based on the developed template and fill in the fields containing a variable part of the text.
A template is a kind of stencil with certain properties, which include a collection of styles, template texts, macros, keyboard shortcuts, additional menu items and custom toolbars in a separate file with the ".dot" extension.
Templates are used for:
~ standardization and unification of the work of all employees of the organization with standard and similar types of documents. All employees create documents based on uniform templates (files with the “.dot” extension), while the templates must be prepared in such a way that the template text cannot be edited by users, and only input fields containing variable information in letterhead.
~ improving the efficiency of preparing serial documents that are intended for distribution to a large number of recipients. Such documents are created from templates using the merge function.
By merging, document texts are created that contain a fixed, unchanging part (template) and variable text fragments (filling), i.e. merger model text(stencil) with fillable information
2.3 TabularCPUMicrosoftexcel
text document editor automation control
Application area Microsoft excel very wide. First of all, these are accounting and engineering calculations, drawing up various summaries, charts, price lists, and much more.
When working with Microsoft Excel for Windows, the principle “what you see is what you get”, or in the English version “WYSIWYG” (What You See Is What You Get), is respected. This makes working with Excel undeniably easy and avoids many mistakes.
In addition, MS Excel has a large set of service functions. This is text input and spell checking, drawing, exporting and importing data. The means of printing is also very flexible. You can print all pages at once, or you can print only part of the pages in a workbook.
Main features of MS Excel:
v Context help. It is called from the context menu or by pressing the corresponding button in the icon menu.
v reference system. It is organized in the form of hypertext and allows you to easily and quickly search for the desired topic.
v Multivariate execution of operations. Almost all operations can be performed in one of three or four ways, from which the user chooses the most convenient one.
v Context menu. Expanded by clicking the button (usually right) "mouse" on the selected object. We are talking, for example, about the place in the table where the user is currently going to work. The most commonly used processing functions available in a given situation are collected in the context menu.
v Icon menu. The commands that are used most often correspond to the icons located below the menu bar. They form an icon menu. When the mouse button is clicked on an icon, the associated command is executed. Pictographic menus can be customized.
v Workgroups, or work folders. It is convenient to combine documents into working folders and consider them as a whole, if we are talking about copying, downloading, modifying or other procedures. At the bottom of the spreadsheet is an alphabetical index (case) that provides access to the worksheets. The user has the ability to name the sheets in the folder (instead of the alphabetical index), which makes the contents of the register visual, and therefore facilitates the search and transition from document to document.
v Tools for designing and modifying the screen and tables. The appearance of the working window and other elements of the on-screen interface can be defined according to the requirements of the user, making the operation as convenient as possible. Such features include splitting the screen into several windows, fixing row and column headings, and so on.
v Tools for designing and printing tables. For the convenience of the user, all the functions that provide printing of tables are provided, such as selecting the page size, pagination, setting the size of page margins, designing headers and footers, as well as previewing the resulting page.
v Worksheet design tools. Excel provides ample opportunities for formatting tables, fonts and styles, aligning data inside the cell, choosing the background color of the cell and font, changing the height of rows and column widths, drawing frames of various types, setting the data format inside the cell (for example: numeric, text, financial, date, etc.). As well as auto-formatting - various ways of designing tables are already built into the system, and the user has the opportunity to choose the most appropriate format from the existing methods.
v Templates MS Excel, like MS Word, allows you to create worksheet templates that are used to generate forms for letters and faxes, various calculations. If the template is intended for other users, then you can allow filling out such forms, but prohibit changing their form.
v Data binding. Absolute and relative addressing are a characteristic feature of all spreadsheet processors, in modern systems they allow you to work simultaneously with several tables, which can be related to each other in one way or another. For example, three-dimensional links that provide work with several sheets in a row; consolidation of worksheets, which handles sums and averages, and performs statistical processing when using data from different areas of the same worksheet, multiple worksheets, and even multiple workbooks.
v Calculations. For the convenience of calculations, MS Excel has built-in functions, namely: mathematical, statistical, financial, date and time functions, logical and others. The function wizard allows you to select the desired function and, by substituting the values, get the result.
v Business graphics. It is difficult to imagine a modern spreadsheet processor without the ability to build various types of two-dimensional, three-dimensional and mixed charts. There are more than 20 various types and subtypes of charts that can be built in MS Excel. There are also diverse and available ways of designing charts, for example, inserting and designing legends and data labels, designing axes (the ability to insert grid lines), and others. In addition, there are powerful tools for building and analyzing business graphics, such as the insertion of error bars, the ability to plot a trend, and the choice of a trend line function.
v Performing MS Excel database functions. This function provides filling tables in the same way as filling a database (that is, through a screen form), data protection, sorting by key or by several keys, processing database queries, creating pivot tables. In addition, it includes tools for processing external databases that allow you to work with files created, for example, in the “dBase” or “PARADOX” format.
v Simulation. Selection of parameters and modeling - one of the most important features of the spreadsheet processor. By using simple tricks manages to find optimal solutions for many problems. Optimization methods range from simple fitting to linear optimization with many variables and constraints. When modeling, it is sometimes desirable to save intermediate results and solutions. To do this, scripts are created that represent a description of the problem to be solved.
v Macro programming. To automate the execution of frequently repeated actions, it is convenient to use the built-in macro programming language. Separate macros and macro functions. Thanks to macro commands, work with MS Excel is simplified and the list of its own commands is expanded. With the help of macro functions, they define their own formulas and functions and thus expand the set of functions provided by the system. In its simplest form, a macro is a recorded sequence of keystrokes, movements, and mouse clicks. Such a sequence is given to "reproduction" like a tape recording. It can be processed and somehow changed, for example, to organize a cycle, transition, subroutine.
Thus, the Microsoft Office application package contains programs that allow you to create text documents, spreadsheet documents, databases, presentations, work with graphics, e-mail, etc. That is, MS Office makes it possible to create almost any kind of documents. Currently, Microsoft Office is installed on almost all computers, regardless of whether the computer is at home or in an organization. Microsoft Office received such distribution due to the fact that this is the first application package that contained such a volume of features, while being completely Russified and easy to use.
Thanks to the program built into Microsoft Word and MS Excel programs The "Visual Basic" user can program the missing functions himself. That is, the advantage of these programs is that, in addition to all the amenities that the authors of this package have already created, the user himself can adapt any program for himself for comfortable work in it: changing the color, scale, moving frequently used buttons to the toolbar, creating templates , creating new features, and so on.
3. Systemsautomationdocumentationensure
management
Each enterprise, regardless of the form of ownership, scale and structure, seeks to improve the efficiency of its activities. An important step towards achieving this goal is the optimization of the main management procedures, in particular the creation of modern office and document management systems at the enterprise.
Rational document management leads to an increase in the productivity of employees, facilitating access to information for making management decisions, improving performance discipline and, consequently, an overall improvement in the quality of management.
Implementation of an automation system for documentation support of management "BOSS - Referent" significantly improves the work processes of enterprises and organizations.
The results of the system implementation are:
§ reduction of time for processing incoming/outgoing correspondence and internal documentation;
§ saving of working time for work with documents;
§ speeding up the procedures for approval and approval of documents;
§ improvement of performance discipline, control over the execution of instructions;
§ fast and convenient registration of documents;
§ Improvement of event planning processes.
The experience of implementing the BOSS-Referent office automation system and document flow, developed by IT Co., shows that in short time enterprises and organizations of various sizes and forms of ownership receive tangible benefits and a real economic effect.
Recently, NAUMEN appeared on a relatively small market for office automation systems with its NauDoc software product, which has a number of significant differences from what was previously offered to users. The program provides for the creation of documents based on templates stored in the system, containing predetermined design and standard (template) texts for basic management situations, which simplifies and speeds up the creation of documents, ensures their unified design in accordance with GOST R. 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documents.
Graphical user interface NauDoc allows you to quickly switch from one type of work to another and includes the following components:
1. Main content block.
2. Navigation bar.
3. Toolbar for working with documents.
The program provides that any document can be put under control: responsible for the implementation, responsible for control are assigned to it, final control of execution is supported.
Differentiation of user rights allows you to provide additional protection for confidential documents. Of course, the NauDoc program, like any other program, is not an ideal solution. For example, in some cases its terminology diverges from the traditional terms used in domestic office work.
Where it is necessary to process large volumes of documents, conduct complex searches in them, maintain distributed archives, - out of competition "DOCs Open".
"DOCs Open" allows you to solve the following tasks:
~ integration with document creation programs;
~ registration of all incoming and created documentation;
~ control of the movement of documents and performance of work;
~ acceleration of the movement of documents between performers;
~ ensuring the safety of documentation;
~ improving information and reference work, reducing the time of searching and obtaining a document from the archive upon request;
~ automation of the preparation of reporting documents.
Feature of this system of electronic office work - full integration with all widespread office programs. Accounting, storage and quick search documents. "DOCs Open" at the same time ensures their creation and viewing by all common office applications.
InterTrust offers a corporate information system "CompanyMedia" built on the basis « lotus notes » .
"CompanyMedia" allows you to solve a large number of applied tasks in the field of documentation management. It is intended for government agencies and commercial organizations whose activities are regulated; ideal for companies with significant territorial remoteness of structural divisions. "CompanyMedia" allows you to establish "end-to-end" office work in a network of enterprises of any complexity, and the system will track the movement of a document not only within one enterprise, but also between them.
Possibility provided:
Conducting a global sighting;
Creation of orders extending to any depth of the management hierarchy;
Selection of documents according to a specific and not complicated system;
Control over the execution of documents and maintaining horizontal information links between employees of various departments of one or more enterprises.
System "Office work 2.5" can work both in local mode and in network mode. The software package allows you to automate the process of office work of an enterprise or organization, regardless of its type of activity. The program helps to organize the accounting and control of the execution of documents on the basis of existing standards and regulations.
The main functions of this program are:
Operations for registration, editing and archiving of documents;
Document execution control; - creation of documents for various purposes according to existing standard templates;
Creating your own document templates using Microsoft Office 2003 or MS Office 2007;
Creation and printing of reports that allow assessing the state of office work at the enterprise;
Accounting for documents using journal registration;
Registration of documents received or sent by e-mail.
The block of applications for automating the document flow of the organization "Documentation" is designed to automate the work of documentary support services for enterprises and organizations based on the requirements State System Documentation Management Support (GSDOU).
Block modules provide:
Statement on the control of documents and resolutions of the management;
Statistical analysis of the performance discipline of the employees of the organization;
automatic delivery electronic documents performers;
preparation of draft documents, their endorsement and distribution;
· Creation electronic library(archive) documents of the organization.
Module “Document Registration” is designed to organize the accounting of all incoming, outgoing and internal documents of the organization on the basis of registration and control cards. The module implements mechanisms for monitoring the execution of documents, management resolutions, performance discipline of employees of the organization, etc. The module provides automatic preparation of various reports and standard accounting documents of documentation support services.
Module "Appeals of citizens" is designed to conduct office work on the basis of applications from individuals, control the execution of documents and prepare response documents.
Module “Library of working documents” serves for preparation of documents, their classification (placement in electronic folders), contextual search for information and printing of documents. The module can be used to store documents of arbitrary content, such as: regulations organizations, reference materials, preparation of draft documents, etc.
Module "Organizational administrative documents" is designed to automate the preparation of administrative and reporting documents of the organization, as well as to control the execution of orders, orders and instructions.
Modules “Agreement” And “Introduction” designed to automate the preparation of organizational and administrative documents.
The modules carry out automatic distribution of draft documents to employees of the organization via Notes internal mail for electronic approval or familiarization. Control over the process of familiarization and approval of documents is also carried out.
Module “Meetings” is intended for executives of the enterprise, as well as secretaries-referents of the management.
In conclusion of Chapter 3, I want to note that the database allows you to automatically notify all participants about the proposed agenda, date and time of the meeting, draw up a protocol based on the results of its holding, and based on decisions taken automatically send instructions to specific performers indicating the timing of their work. Based on the results of the work, reports and certificates of completion are generated.
Conclusion
The goals and objectives set by me in this course work have been achieved. The most popular programs that are used to create documents are considered and studied. The package of Microsoft Office applications (MS Word, Microsoft Excel, etc.) and the automation system for document management support are also considered: "BOSS-Referent" and "Office work 2.5"
Thus, drawing conclusions, I would like to say that recently few people use text editors to create documents. The advent of Microsoft Word replaced them. At the moment, it is already difficult to determine whether Microsoft Word belongs to word processors or desktop publishing, it has so many functions. Among the systems for preparing text and spreadsheet documents, two programs of the Microsoft Office application package were considered in more detail in the course work - this is a word processor Microsoft Word and spreadsheet processor Microsoft Excel. To create documents, only these two programs are mainly used, regardless of the size and scope of the organization. This is due to the fact that almost everywhere is now used operating system Windows (2000, NT, XP, Me, Vista), created, like Office, by MS. These programs allow you to prepare complex and large documents, including books.
It is very easy to learn how to work in the programs included in Microsoft Office, since all of them, including the Windows operating system, have a similar interface.
Document management automation systems allow you to do with documents everything that is done with them in any office and workflow system and include fundamentally new features that are available only to computers. Including with the help of these programs, you can create documents.
Of course, a corporate document management system is not a cheap pleasure. But how much can a lost or incorrectly processed document cost in a real business, how much can timely and accurate information cost? Sometimes it's a matter of firm survival. In addition, the reduction in the cost of computer processing and storage of information in computer memory is one of the most dynamic positive processes in the history of mankind. Due to the unification and standardization of documents, most programs used to create documents use templates. That is, in an already formatted document with the necessary attributes, where you just need to enter data. Also, the programs have such functions in which the user himself can create his own document template. This greatly speeds up and simplifies the work of creating a document.
In conclusion of my course work, I want to note that now a lot of different word and spreadsheet processors, as well as automation systems for document management support, are offered. Making a choice is very difficult. This is due to the fact that each program has both advantages and disadvantages, and there are no universal programs. When choosing a software product, one should take into account the field of activity, the technical properties of the computer, the operating system installed on the computer, the size of the organization, the remoteness of the departments.
List of used literature and sources
1. GOST R 6.30-2003 Unified documentation systems.
2. Unified system of organizational and administrative documents. - M.: Gosstandart of Russia, 2003.
3. Gorodin V.V., Korneev I.K. Information support of management activities: Textbook. - M.: Mastery; Higher School, 2001, pp. 146-153.
4. Kuznetsov S.L. New programs for the modern office // Secretarial business. - M.: Evilen Publishing House, 1999. No. 3. pp. 33-36.
5. Kuperstein V.I. Modern information technologies in office work and management. - St. Petersburg: BHV - St. Petersburg, 2000. S. 256.
6. Saveliev A.M. CompanyMedia - corporate electronic document management system // Office work. - 2002. No. 4. pp. 39-41.
7. Pashkov D.D. BOSS-Referent electronic document management system // Secretarial business. - M.: Evilen Publishing House, 2002. No. 3. pp. 42-44.
8. Serova G.A. Automated system for office work "Office work 2.5" ( a new version) // Secretarial business. - M.: Evilen Publishing House, 2003. No. 6. pp. 35-37.
9. Kuznetsov S.L. DOCs Open // Secretarial business. - M.: Evilen Publishing House, 1997. No. 4. pp. 57-62.
10. Kuznetsov S.L. NAUDOC - a new solution for office automation // Secretarial business. - M.: Evilen Publishing House, 2003. No. 8. pp. 25-26.
11. http://www.wikipedia.ru
12. http://www.document.ru - Document management automation.
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Lecture 11 Electronic document management. Electronic document management systems.
Electronic document - information fixed on a material carrier in the form of a set of characters, sound recording or image and intended for transmission in time and space using computer technology and telecommunications for the purpose of storage and public use (electronic document - a document in which information is presented electronically - digital form).
Electronic digital signature - an attribute of an electronic document designed to protect this electronic document from forgery, obtained as a result of cryptographic transformation of information using the private key of the electronic digital signature and allowing to identify the owner of the signature key certificate, as well as to establish the absence of information distortion in the electronic document.
The owner of the signature key certificate is an individual in whose name the certification center has issued a signature key certificate and who owns the corresponding private key electronic digital signature, which allows using the means of electronic digital signature to create its own electronic digital signature in electronic documents (to sign electronic documents).
So, compared to a paper document, an electronic document is a much more complex and generalized object. His distinctive features- This:
Universality (can describe a wider class of objects),
Dynamism (due to its electronic nature it is easy to modify),
Interactivity (can be modified in response to actions of the viewer),
Virtuality (can be generated from the database at the request of the user).
As practice shows, there are three main areas of application of electronic documents:
Creation of electronic analogues paper documents(books, newspapers, letters, financial papers),
Use as a basis for interactive web applications,
Formal (machine-oriented) description of complex information objects (data schemas, interfaces, dictionaries).
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All document creation procedures can be effectively performed on a PC equipped with a scanner and a set of domain-specific software applications, primarily text editing programs or desktop publishing. The scanner can be used to enter separately prepared fragments into the document: drawings, photographs, schemes, seals, signatures, etc.
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SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS.
| Parameter name | Meaning |
| Article subject: | SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS. |
| Rubric (thematic category) | Technologies |
CLASSIFICATION BY THE FIELD OF APPLICATION AND BY THE DEGREE OF USE OF COMPUTERS IN THEM
Information technologies should be classified primarily by the scope and degree of use of computers in them. There are such areas of application of information technologies as science, education, culture, economics, production, military affairs, etc.
According to the degree of use information technology computers distinguish between computer and non-computer technologies. In the field of education, information technologies are used to solve two basic tasks: teaching and management. Accordingly, computer and non-computer technologies of education, computer and non-computer technologies of education management are distinguished.
In teaching, information technologies are used, firstly, to present educational information to students, and secondly, to control the success of its assimilation. From this point of view, information; technologies used in teaching are divided into two groups: technologies for presentation of educational information and technologies for knowledge control.
Non-computer information technologies for presenting educational information include paper, optotechnical, and electronic technologies. Οʜᴎ differ from each other by the means of presenting educational information and, accordingly, are divided into paper, optical and electronic. Paper teaching aids include textbooks, educational and teaching aids; to optical ones - epiprojectors, overhead projectors, overhead projectors, film projectors, laser pointers; to electronic TVs and laser disc players.
Computer information technologies for presenting educational information include:
Technologies using computer training programs;
multimedia technology;
Distance learning technologies.
Topic 4. Word processors and spreadsheets
Today, work with text documents is carried out using personal computers, which is a convenient and reliable method. Software designed for processing documents using a computer is conditionally divided into text editors and word processors.
Text editors are the simplest programs designed for the most primitive text editing. As a rule, they do not have advanced formatting tools.
When preparing various business documents, reports, etc. on a computer. it is extremely important to use text editors that occupy an intermediate position between the simplest editors and publishing systems. These editors, on the one hand, are quite easy to learn and do not require complex and expensive equipment, on the other hand, they have all the tools necessary to create complex documents. Such software is called word processors.
The most commonly used word processor in our country is Word, which is part of the MS Office package. This editor is quite simple to learn and allows you to perform many of the operations inherent in publishing systems.
Preparing text on a PC in any text editor consists of two parts: entering text and editing text.
Text entry is usually done using the keyboard, although other options are possible, such as entering text using a scanner, converting it to a text file, and editing it with an editor.
Word allows you to work with a large number of fonts, in this regard, first of all, you should choose a font that satisfies in its appearance, size, style. A font is understood as a set of letters, numbers, special characters, designed in accordance with uniform requirements. Fonts are also distinguished by style - straight, italic, bold, underlined, etc.
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Right choice The type of font and its number is largely determined by the nature of the text being entered.
Fonts are installed for Windows. The font selection procedure is supported by most Windows applications, incl. and word.
After choosing a font, it is desirable to set the dimensions of the sheet of paper on which the text is supposed to be printed. The ʼʼPaper Sizeʼʼ tab (ʼʼPage Setupʼʼ menu) specifies the paper size and orientation. Note that in any orientation of the text, the sheet of paper is inserted into the printer in the normal way when printing.
The next stage of work in a text editor is editing the typed text. Editing is usually understood as the design of headings, setting a red line in paragraphs, inserting pictures, graphs and other graphic material into the text, creating hyperlinks, changing the font, copying and moving information.
All text editing actions in a word processor are performed on the selected fragments. In order to mark a complete line, it is enough to move the mouse pointer to the left border of the line until it turns into an arrow pointing to the upper right corner. After that, you need to press the left button. To select a word, just move the mouse pointer over it and double-click the left button. You can select a paragraph by placing the cursor inside it and clicking the left mouse button three times.
Text editing actions can also be performed using the context-sensitive menu.
The Word text editor has tools that allow multiple users to edit documents and then merge the changes made into the original document. These tools include notes, corrections, and distribution of documents.
In order to allow users to comment on text without making changes to the document, it must be protected with the right to enter comments. The ability to make changes to the document will allow protection with the right to make corrections. A password is used for maximum security.
If several users are involved in editing a document, then it is possible to merge all corrections and notes into the original document in order to view all changes at once. The source file is set to the document in which the fixes are to be merged. Changes made to a document are not merged unless they have been flagged.
The user has the option to accept or reject the corrections made.
Often when editing text, it is extremely important to move through it from the beginning to the end and vice versa. If the text is large enough and, moreover, contains a lot of graphic images, this procedure takes a lot of time. You can use the ʼʼEdit/Goʼʼ option to navigate. Bookmark is also a convenient search tool.
After typing and editing text, it is extremely important to save and/or print it.
Word text editor has ample opportunities for printing texts on a printer.
The print menu allows you to:
‣‣‣ set the number of copies of the text in the corresponding field;
‣‣‣ specify the number of pages to print (all pages, marked only, single pages, or page sequence);
‣‣‣ If it is extremely important to print the texts not immediately or on another machine, then it is useful to output all the text to a special print file (Print to file). After this operation, you can print this file on any printer.
‣‣‣ configure advanced settings, select a printer, view and change its properties.
Of course, the possibilities of Word are not limited to those noted above, but much wider. In particular, the editor allows you to arrange text fragments in the form of lists; make footnotes; create automatically table of contents; use styles and templates for document design; automatically check spelling; insert graphic objects, spreadsheets into the text; divide text into columns and much more.
SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS. - concept and types. Classification and features of the category "SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS." 2017, 2018.
Introduction
From the point of view of technology, the management of an organization, as well as the management of a branch of the economy or the state, is a process of receiving, processing and transmitting information. Documentation of management activities consists in fixing this information, i.e., in creating documents. Almost every management action is reflected in the corresponding document. Undocumented management operations (which do not require the creation of documents) are auxiliary, operational and organizational and make up a meager percentage compared to documented ones.
As you know, at present, humanity is going through a period of an avalanche-like increase in the amount of information. This fully applies to information that arises in the field of management and is recorded in documents. The implementation of documentation processes is associated with the creation, processing, storage, transfer and use of truly huge arrays of documents recorded on paper and other media.
The activity of any organization depends on the ability to use information effectively. Before taking any managerial action, making a managerial decision, it is necessary to collect, process and analyze the information necessary for this, as a rule, recorded in documents. In the conditions of using traditional technology, processing of increasing volumes of documents becomes more and more laborious. At the same time, in the conditions of the formation of market relations and increasing competition, the value of timely and reliable information for making optimal management decisions is constantly increasing.
As the activities of any organization expand and become more complex, the number of business documents grows, the processes associated with the processing, search and storage of documentary information, as well as document management in general, threaten to completely get out of control, which forces us to take measures to improve the efficiency of managerial work for through the use of modern technical means and information technologies.
To a greater extent, office work processes are adapted to the use of new technical means and technologies, since standard operations are used to create and process documents. It is quite clear to imagine the structure of the documents of most organizations. To document certain management actions, standard types and varieties of documents are used. The structure of the form and the text of management documents is standard. In addition, a significant part of management operations (in particular, all office operations) is of a formal-logical nature, that is, it is relatively easy to break down into simpler operations.
So, at present there is, on the one hand, an urgent need to use modern technology and technology in management processes; on the other hand, the objective prerequisites for their implementation.
In connection with the foregoing, the conclusion is legitimate: the relevance of traditional technology oriented towards "paper informatics" remains very high.
The topic is relevant in that with the development information society more and more new technologies are being introduced into all spheres of human activity, including office work. Every year, the document flow in organizations increases and technical means are needed to simplify the processing, storage, and preparation of documentation, in turn, the poor use of office equipment leads to a decrease in labor productivity and the efficiency of managerial and technical personnel.
Object of research: means of information processing.
Subject of study: modern technical means used to create and process documents.
The purpose of the work: to study the features of the use of modern technical means of document processing in office work.
To achieve the goal, the following tasks were set:
Learn how to document information;
Classify types and kinds of documents;
Consider the types of document carriers;
Describe how to modify, replicate and physically process documents;
Reveal the features of the use of telecommunications.
1. Technical means in the broad and narrow sense
Technique - the general name of various devices, mechanisms and devices that do not exist in nature and are manufactured by man.
The main purpose of technology is to save a person from performing physically difficult or routine (monotonous) work in order to provide him with more time for creative pursuits to make his daily life easier.
The main tasks of technology is :
· Creation of material and cultural values;
· Production, conversion and transmission of various types of energy;
Collection, processing and transfer of information;
Creation and use of various means of transportation;
・Maintain defense
A universal classification of technical means has not yet been created, and is unlikely to be created in the future. Currently, technology is classified according to areas of application, for example: industrial technology, transport, Appliances, computers, etc. Additionally, equipment can be divided into production, for example, machine tools, tools, measuring instruments, etc., and non-production - household appliances, cars, leisure equipment.
History of technology development
Technique is the fate of a person, accompanying him from the moment of awakening of consciousness. Initially, in the era of the Stone Age, technology was a tool for killing and processing: a spear, a boomerang, a stone ax, a needle, an awl. In the era of the Neolithic revolution, agricultural technology, transport and hydraulic structures appear, as well as the simplest mechanical devices: a lever, a wedge, a gate, a block, a wheel. If we take its current state, then we can identify the following main stages of its formation:
Late 18th - early 19th century. The Industrial Revolution - the creation of a steam engine and universal spinning machines, which marked the decline of handicraft production and the transition to an industrial economy (machine production).
End of the 19th century. The creation of an internal combustion engine, which made it possible to create new class compact machines, including automobiles, ships, etc. Widespread introduction of electricity, including the methods of its generation and use in electric machines.
Beginning of XX century. Development of radio engineering and radio electronics. Creation of conveyor production.
Middle of the XX century. The introduction of extensive automation of production, the creation of computer technology. Exit to space.
End of XX - beginning of XXI century. Research in the field of bio- and nanotechnology, which can lead to another revolution in many areas of human activity.
Also worth a separate class military equipment, which includes all technical devices and vehicles designed to maintain defense capability and conduct combat operations on land, at sea, in the air and in space.
Various technical devices can significantly increase the efficiency and productivity of labor, use natural resources more rationally, and also reduce the likelihood of human error when performing any complex operations.
1.1 Ways to document
The fixation of information on material media, as it is clear from the definition of a document, is carried out in a man-made way. The documenting method is understood as an action or a set of actions that are used in the process of recording information. As human society developed, the number of these methods constantly increased and became more and more diverse.
Historically, the first way of documenting was the descriptive way. This method consists in applying linguistic signs and image signs to the surface of a material carrier, usually with the help of some kind of coloring agent. First, using the simplest writing tools (stylus, kalam) VII-VIc. BC
The simplest means are being replaced by goose, duck, and raven feathers, the first mention of them in the 7th century. However, already in ancient Rome, feathers made of bronze and copper appeared. In 1809, the first pen was patented, the inventor of which was Friederik Folsch from Austria.
In 1938, the Hungarian journalist Josef Laszlo Biro invented the ballpoint pen, in which the "Eternal Pen" was replaced by a freely rotating ball. In 1949, the first Soviet ballpoint pen appeared. In the 1960-1970s, in the process of improving ink for fountain pens, markers, rapidographs, and felt-tip pens began to appear. The process of improving and modifying the handles continues. The simplest writing tools are still the most common means of manual, textual and visual documentation. They are characterized by simplicity of design, reliability, variety. Almost everyone who has to work with documents uses manual writing tools, but their use does not provide high productivity in the documentation process.
Among the variety of ways to document, we can distinguish:
1. Mechanical recording:
1.1. Perforation (in this way documents are created, the arrays of which (in whole or in part) are called technotronic, machine-readable, audiovisual;
1.2. Analog and mechanical sound recording. Mechanical sound recording is a system by which a groove is cut or extruded on a moving material carrier in accordance with the recorded sound vibrations. Mechanical sound recording is a typical analog recording of information;
2. Photochemical method (photo-documentation);
3. Film documentation;
4. Electronic way documentation. Electronic Documentation.
5. Optical (laser) and magneto-optical recording and reproduction of information;
6. Holography;
Documentation can be carried out not only in natural language (text documentation), but also in artificial language. In this case, the information is processed with the help of electronic computers, encoded, i.e. appears in one way or another standard form. Moreover, the same information can be encoded in different forms and, on the contrary, different information can be presented in a similar form.
Man began to resort to coding information for a long time. As rightly noted in the literature, already writing and arithmetic are nothing more than systems for coding speech and numerical information. However, a decisive step was taken as a result of the invention of the so-called binary coding, i.e. encoding information using just two characters - 0 and 1, called bits (from the English bit - binary digit - a binary digit). In this way, the coding of letters, numbers, other signs and symbols, as well as images and sounds, began to be carried out. It was binary coding that was incorporated into the design of computers.
In the first quarter of the 20th century, vacuum tubes were invented and widely used in radio engineering.
As a result, at the turn of the 1930s - 1940s, in several countries of the world, including the USSR, the idea of creating program-controlled computers arose. In our country, serial production of computers was launched in 1952.
With the advent of computers, the rapid development of automation of the processes of documenting information, its transmission, storage and use began. Documents on machine media are becoming more and more widespread, i.e. documents created using material media and recording methods that ensure the processing of documented information by electronic computers.
Since the beginning of the 1960s, the first computer systems designed for automated processing of management information began to operate in the Soviet Union. By the mid-1980s, there were already more than 6,000 automated control systems in the country. This led to the mass creation of management documents on machine media. In 1982, the first archive storage of machine-readable documents in the USSR was created.
Since the late 1980s In our country, the widespread use of personal computers begins. To date, in most organizations, institutions, and enterprises, work with documents is carried out mainly with the help of computer technology. Thus, electronic documents have firmly entered the field of document management. In the second half of the 1990s, the term “electronic document” itself came into use.
1.2 Types and types of documents
Any sphere of human activity, one way or another, is connected with documented information, i.e. information contained in the document. The information contained in the document has certain specifics, expressed in the following:
a) the document is a carrier of social information created by a person for use in society;
b) the document assumes the presence of semantic (semantic) information, which is the result of human intellectual activity. The presence of content is one of the main distinguishing features of a document. Meaningless information cannot be a document;
c) information is transmitted discretely, i.e. in the form of messages. A message fixed on some material carrier becomes a document. The document is characterized by the completeness of the message. An incomplete, fragmentary message cannot be a complete document. The exception is unfinished literary works, sketches, sketches, drafts, characterizing creative process their creator (writer, scientist, artist);
d) like any object that has a symbolic nature, the message is a coded text. The meaning or meaning of the encoded text can only be understood by knowing sign system encoding and decoding information. A fixed message has a symbolic form because only in this form can knowledge, emotions, volitional influences of the author (communicator) be conveyed in the message, giving the reader (recipient) the opportunity to decode and master the relevant knowledge. Significance is a mandatory property of any documentary message;
The Federal Law "On Information, Informatization and Protection of Information" defines the concept of a document (documented information) as information recorded on a material carrier with details that allow it to be identified. This concept is most commonly used today.
All documents are divided into two large groups according to the types of activities reflected in them. The first is documents on general and administrative issues, i.e. on issues of general management of the enterprise (organization) and its production activities. These documents can be drawn up by employees of all departments of enterprises. The second group - documents on management functions. Such documents are compiled by employees of financial authorities, accounting, planning, supply and marketing departments, and other functional units.
Documents are classified by title: official letters, orders, protocols, acts, memorandums, contracts, etc. The design of all these documents is unified, but in content they can be completely different:
At the place of compilation: internal (documents compiled by employees of this enterprise) and external (documents received from other enterprises, organizations and individuals);
In form: individual, when the content of each document has its own characteristics (for example, memos), stencil, when part of the document is printed, and part is filled out when compiling, and typical, created for a group of homogeneous enterprises. As a rule, all standard and stencil documents are printed in a typographical way or on duplicators;
By deadlines: urgent, requiring execution within a certain period, and non-urgent, for which the deadline is not set;
By origin: official, affecting the interests of an enterprise, organization, and personal, relating to a specific person and being nominal;
By type of registration: authentic, copies, extracts, duplicates;
· by means of fixation: written, graphic, photographic and film documents, etc.
Consider the types of documents in more detail:
1. Organizational and legal documents (OD) are the legal basis for the activities of the organization and contain provisions based on the norms of administrative law and binding. Such documents contain rules, norms, regulations, determine the status of the organization, its competence, structure, staffing, official composition, the functional content of the organization as a whole, its divisions and employees, their rights of duty and other aspects. Organizational and legal documents must be approved by an authorized body - a parent organization, the head of this organization, a collegial body (for example, general meeting shareholders, board of directors, etc.)
From the point of view of the validity period, ODs are termless; they are valid until they are canceled or new ones are approved (the exception is staffing which is developed and approved annually). As the nature of the activities of the institution and the organization of labor changes, changes can be made to the OD, for which the manager issues an administrative document (order or instruction). In case of reorganization of activities, new ODs are developed and approved. The procedure for making changes and their revision depends on the type of OD.
The text of most OA consists of sections with their own headings and divided into paragraphs and subparagraphs, numbered Arabic numerals. In the process of preparing the OD, they must undergo the procedure of approval and coordination with all interested departments and persons, legal service, deputy heads of the organization or one of the deputies in charge of the relevant direction of the organization's activities.
The OD includes: the charter, the memorandum of association, the regulation on the organization, the regulation on the structural unit, the regulation on the collegial (advisory) body of the organization, the regulations, the staffing table, the instruction, the job description.
Organizational and legal documents are drawn up on a standard sheet of paper (A4 format) or on a common form (depending on the type of document), while the following are the mandatory details: name of the organization (the name of the unit is also indicated if the document is approved by the head of the unit), name of the type of document , date, document number, title to the text, signature, stamp of approval.
2. Administrative documents - These are documents that record the decisions of administrative and organizational issues of the organization. These documents regulate and coordinate activities, allow the management body to ensure the implementation of the tasks assigned to it. Regardless of the organizational and legal form, nature and content of the organization's activities, its competence, structure and other factors, the management of any organization is vested with the right to carry out executive and administrative activities and, accordingly, issue administrative documents. Administrative documents contain decisions that go from top to bottom in the management system: from the governing body to the managed, from the head of the organization to structural divisions and employees. It is these documents that implement the controllability of objects vertically.
In legal terms, administrative documents refer to legal acts: they express specific legally authoritative instructions of the subjects of management. The specificity of such instructions is manifested in the fact that with the help of administrative documents, problems and issues arising in the field of management are resolved; they are addressed to specific institutions, structural units, officials or employees; they are legal facts, causing the emergence of specific administrative-legal relations.
Depending on the scope of their scope, administrative documents are divided into:
· legal acts federal level - acts issued by the President of the Russian Federation, the Government of the Russian Federation, bodies of the federal executive power(ministries, committees, agencies, services, etc.);
· legal acts in force at the level of subjects of the Russian Federation - republics, territories, regions, cities of republican significance of Moscow and St. Petersburg, autonomous regions and districts, as well as territorial entities;
legal acts of organizations, institutions, enterprises.
The basis for issuing an administrative document may be:
the need to implement the adopted legislative, regulatory legal acts and other decisions of higher authorities and earlier decisions of this organization;
· the need to carry out their own executive and administrative activities, due to the functions and tasks of the organization.
Regulatory documents may be issued jointly by several governing bodies.
From the point of view of the procedure for resolving issues (making decisions), all administrative documents are divided into two groups:
Documents published in collegial conditions;
Documents issued under sole decision-making.
3. Information and reference documents provide information that prompts certain decisions, i.e. initiate management decisions, allow you to choose one or another method of management influence. They do not contain orders, do not oblige to carry out orders. The documents of this system play an auxiliary role in relation to organizational, legal and administrative documents. The peculiarity of these documents is that they go from bottom to top in the management system: from the employee to the head of the unit, from the head of the unit to the head of the organization, from the subordinate organization to the higher one.
Based on the resolution of the head, information and reference documents can become the basis for making some decisions or preparing administrative documents.
The information and reference documents include: a memorandum, a memo, an explanatory note, a proposal, a presentation, a statement, all types of correspondence, a protocol, an act, a certificate, a conclusion, a review, a summary, a list, a list.
All these types of documents can be created in the format of an electronic document.
1.3 Varieties of document carriers
In the modern world, information is the most valuable resource, comparable only with time. Information performs many tasks in the life of society, providing a communication impact of all its components, fixing, preserving and transmitting the received and accumulated knowledge. Nevertheless, information plays a key role in management. Management information is recorded in documents. The document as a carrier of information is information resource the management of which is entrusted to document specialists. Here are some definitions of the concept Information:
INFORMATION- information about persons, objects, facts, events, phenomena and processes, regardless of the form of their presentation (This concept is most often used at present).
INFORMATION- fixed by any type of writing or any sound recording system, containing all or the main part of the speech information of the document.
To date, the Russian Federation has accumulated huge reserves of information concentrated in various databases and data banks, on floppy disks and CD-ROMs, and on other information carriers. This information is used everywhere - in libraries, information centers, museums, archives, educational institutions and other organizations.
The information itself is not a sufficient feature of the document. The material component is one of the two necessary and obligatory components of the document, without which it cannot exist. The material component of the document is determined by the information carrier (material carrier) - a material object specially created by a person and intended for recording, storing and transmitting information. The existence of a document outside the material carrier is impossible.
An information carrier (information carrier) is any material object or medium containing (carrying) information and capable of storing it in its structure for quite a long time.
Storage media are used to record, store, read, transmit and distribute information.
Consider the classification of information carriers:
For main purpose
1. General purpose (such as paper);
2. Specialized (only for digital recording);
By the number of write cycles
1. For single entry
2. For multiple recording
By durability
1. For short-term storage (accumulation)
2. For long-term storage
The most common type are paper-based carriers. Most modern documents that function in society are made on a paper basis or paper substitutes. They are called paper, that is, having a paper carrier.
In these media, information is displayed in the form of symbols and images. Such information is classified as documented information and represents various types of documents.
Paper documents include business documents, scientific and technical documentation, books, magazines, newspapers, manuscripts, maps, notes, art publications, punched tapes, punched cards, etc.
Paper meets many requirements: it is relatively easy to manufacture, affordable, moderately durable, stored for a long time and makes it easy to record information. The most valuable quality of paper - it allows you to replicate information. The mass dissemination of information through printing became possible only as a result of the industrial production of paper.
The emergence of polymer-based artificial media (shellac, polyvinyl chromium, semiconductor, biomass) has added to the species diversity of documents capable of carrying sound speech, music, moving and three-dimensional images. Records, magnetic films, photographic and film films, magnetic and optical disks were created - material carriers of such information that cannot be recorded on paper.
Polymer-film documents include: film documents (cinema, dia-, video film), photographic documents (transparency film, microfilm, microcard, microfiche), phono documents (magnetic phonograms for recording images and sound), documents for use in computers (punched tapes).
The group of polymer-plate documents consists of: a flexible magnetic disk, a magnetic card, a flexible and rigid gramophone record, an optical disk - both hard and soft.
The transfer of documented information in time and space is directly related to the physical characteristics of its material carrier. Documents, being a mass social product, have a relatively low durability. During their operation in the operating environment and especially during storage, they are exposed to numerous negative influences due to temperature changes, humidity, under the influence of light, biological processes, etc.
Therefore, it is no coincidence that the problem of the durability of material information carriers has attracted the attention of participants in the documentation process at all times. Already in antiquity, there was a desire to record the most important information on such relatively durable materials as stone and metal.
In the process of documentation, there was a desire to use high-quality, durable paints and inks.
However, solving the problem of durability, a person immediately had to deal with another problem, which was that durable storage media were, as a rule, more expensive. Therefore, we constantly had to look for the optimal ratio between the durability of the material information carrier and its cost. This problem is still very important and relevant.
Consider a storage device as a type of storage medium.
A storage device (memory) is an information carrier intended for recording and storing data. The operation of a storage device can be based on any physical effect that brings the system to two or more stable states. memory can be classified record stability on the:
· Read Only Memory (ROM) whose contents cannot be changed by the end user (eg CD-ROM). ROM in the operating mode allows only reading information;
· Writable memory (PROM) into which the end user can write information only once (for example, CD-R);
· Rewritable memory (PEPROM) (for example, CD-RW);
· Random access memory (RAM) provides a mode of recording, storing and reading information in the process of its processing. Fast, but expensive RAM (SRAM) is built on flip-flops, slower, but cheaper varieties of RAM - dynamic memory (DRAM) are built on capacitors. In both types of memory, information disappears after being disconnected from the current source.
By type of access The memory is divided into:
· Devices with serial access (for example, magnetic tapes);
· Random access devices (RAM) (for example, random access memory);
· Devices with direct access (for example, hard magnetic disks);
· Devices with associative access (special devices to improve database performance).
By geometric construction :
disk (magnetic disks, optical, magneto-optical);
tape (magnetic tapes, punched tapes);
Drum (magnetic drums);
card (magnetic cards, punched cards, flash cards, etc.)
printed circuit boards (DRAM cards).
According to the physical principle:
1. perforated (with holes or cutouts):
Card;
Perforated tape;
2. with magnetic recording:
Ferrite cores;
Magnetic disks (hard and flexible);
Magnetic tapes;
Magnetic cards;
3. optical:
4. Magneto-optical
5. Using the accumulation of electrostatic charge in dielectrics (capacitor chargers, storage cathode ray tubes);
6. Using effects in semiconductors (EEPROM, flash memory);
7. Sound and ultrasonic (delay lines);
8. using superconductivity (cryogenic elements), etc.
According to the form of the recorded information, analog and digital storage devices are distinguished.
Digital storage devices are devices designed to record, store and read information presented in a digital code.
Speaking of an electronic document, it is necessary to take into account the formats of these documents. An electronic document format is a file format that contains textual and audiovisual information in an encoded form. Text formats are used to create texts using word processors.
DOC to view and edit document text
PDF format for displaying a document in an identical form
RTF is intended for viewing documents, editing them in various versions of software products.
2. Modern technical means used to create and process documents
The tools used to create and process documents are, in turn, information processing tools, they can be divided into two large groups. This main And auxiliary facilities.
Auxiliary means are equipment that ensures the operability of fixed assets, as well as equipment that facilitates and makes managerial work more comfortable. TO aids information processing includes office equipment and repair and preventive means. Office equipment is represented by a very wide range of tools, from stationery, to the means of delivery, reproduction, storage, search and destruction of basic data, means of administrative industrial connection and so on, which makes the work of a manager convenient and comfortable.
Fixed assets are tools for automated processing of information. It is known that for the management of certain processes, certain management information is required that characterizes the states and parameters technological processes, quantitative, cost and labor indicators production, supply, marketing, financial activities, etc. The main means of technical processing include: means of registering and collecting information, means of receiving and transmitting data, means of preparing data, input means, means of processing information and means of displaying information. Below, all these tools are discussed in detail.
· Obtaining primary information and registration is one of the labor-intensive processes. Therefore, it is widely used devices for mechanized and automated measurement, collection and data logging. The range of these funds is very extensive. These include: electronic balance, a variety of counters, scoreboards, flow meters, cash registers, banknote counting machines, ATMs and much more. This also includes various production registrars designed to draw up and record information about business transactions on machine media.
· Means of receiving and transmitting information. Information transfer refers to the process of sending data (messages) from one device to another. An interacting set of objects formed by data transmission and processing devices is called a network. They combine devices designed to transmit and receive information. They provide information exchange between the place of its origin and the place of its processing. The structure of means and methods of data transmission is determined by the location of information sources and data processing facilities, the volume and time for data transmission, types of communication lines and other factors. Data transmission means are represented by subscriber stations (AP), transmission equipment, modems, multiplexers.
· Data preparation tools represented by devices for preparing information on machine media, devices for transferring information from documents to media, including computer devices. These devices can sort and correct.
· Input Tools serve to perceive data from machine media and enter information into computer systems
· Information processing tools play an important role in the complex of technical means of information processing. Processing tools include computers, which in turn are divided into four classes: micro, small (mini); large and supercomputers. Microcomputer There are two types: universal and specialized. Both universal and specialized can be both multi-user - powerful computers equipped with several terminals and operating in time-sharing mode (servers), and single-user (workstations) that specialize in performing one type of work.
Small computers– work in time-sharing mode and in multitasking mode. Their positive side is reliability and ease of operation.
Mainframes– (main farms) are characterized by a large amount of memory, high fault tolerance and performance. It is also characterized by high reliability and data protection; the ability to connect a large number of users.
supercomputer- these are powerful multiprocessor computers with a speed of 40 billion operations per second.
Server- a computer dedicated to processing requests from all network stations and providing these stations with access to system resources and distributing these resources. The universal server is called - server-application. Powerful servers can be attributed to small and large computers. Now Marshall servers are the leader, and there are also Cray servers (64 processors).
· Means of displaying information used to output calculation results, reference data and programs to machine media, print, screen, and so on. Output devices include monitors, printers, and plotters.
Monitor- This is a device designed to display information entered by the user from the keyboard or output by a computer.
Printer- This is a device for outputting text and graphic information to paper.
Plotter- This is a device for outputting drawings and diagrams of large formats to paper.
2.1 Ways and means of changing, replicating and physical processing of documents
In connection with the widespread use of tools for changing, replicating and physically processing documents directly in the field of management, in various offices and organizations, such tools began to be called "office organizational equipment" (office equipment) - technical tools used for mechanization and automation of managerial and engineering works.
Office equipment for the office of a reputable company may include, for example, such devices and equipment as a personal computer, organizational machine, typewriters, telephone and radiotelephone sets, mini-PBX, director's switchboard, loud-speaking telephone intercom, paging system, teletype , facsimile machine, copier, risograph, voice recorders, projection equipment, addressing machine, marking machine, laminator, stamper, document shredder, envelope opener, document stapler, filing equipment, racks and filing cabinets, safe, trolley, pneumatic mail, etc.
Office equipment in a broad sense can include any devices, devices, technical tools and devices, machines, furniture, etc., from pencils and sharpeners for them to computers and systems.
In a narrower sense, office equipment is often understood only as technical means used in office work to create information paper documents, copy, reproduce, process, store, transport, and administrative and management communications.
We will describe some of the historical information associated with the emergence of office equipment and its "predecessors", as well as describe the methods of copying and replicating documents.
In order to facilitate and speed up the process of copying at the beginning of the 19th century, carbon paper (“carbon paper”) began to be used. “A device for receiving copies of letters and documents” was patented in 1806 by the Englishman R. Wedgwood. In the device he invented, thin paper was soaked in blue ink and then dried between two sheets of blotting paper. The "carbon paper" obtained in this way could be placed under a sheet of paper when writing and receive a copy of it. The mass production of typewriters that began at the end of the 19th century led to the appearance of black carbon paper, close in quality to modern one. Its use allowed to make several copies of the document. A polyethylene carbon paper was invented, allowing you to get 15-20 clear prints at the same time. Currently, for the impregnation of carbon papers, approximately the same dyes are used as in the manufacture of typewriter ribbons.
Scientific and technological progress led to the invention in the 19th-20th centuries of a number of original copying and replication technologies and the corresponding means of reprography (from the Latin re - a prefix indicating a repeated action, produce - I produce and the Greek grapho - I draw, I write, I draw - a generalized name processes of copying documents) and operational printing. The most common methods of copying during this period included the following:
Photographic is one of the oldest methods of copying. It gives high quality, but is expensive and time consuming due to the complexity of the process of processing photographic materials. Photocopying is carried out both with conventional cameras and with the use of special photographic equipment. In particular, at the end of the 20th century, a restoration archival camera was invented in Russia, which makes it possible to copy the texts of documents that were previously considered unrecoverable. With its help, for example, it was possible to read 18 sheets of parchment discovered during excavations in the Kremlin back in 1843.
A variation of photocopying is microphotocopying (microfilming) - the production of microforms by a photographic method, i.e. reduced (from 7 to 150 times) copies of documents. A variety of microcopying is microficheting - the photographic recording of information on a flat photographic film of standard A6 size (105 * 148 mm) is reduced by 24 times with the help of optics and fixed on a microfiche in the form of a small cell. A total of 98 thumbnail images of regular pages of text are placed on a standard microfiche. However, technologies have been developed that allow up to 270 page images to be placed on microfiche.
The currently available equipment for recording and reproducing information using microfiches makes it possible to shoot printed text on microfiche with a productivity of 1500-2000 documents per hour (15 microfiches). It should be noted that microfiche reading is possible only with the help of magnifying equipment.
The diazographic method (blueprinting) is usually used when copying large-format drawing and technical documentation onto special photosensitive (to ultraviolet rays) diazo paper; for the first time such copies were obtained in Great Britain in 1842.
Thermographic copying (thermography) is carried out with the help of thermal copiers on special thermosetting paper, or through thermal copying paper on plain paper. It is based on the principle of irradiating the paper with an intense stream of thermal infrared rays that produce local heating, which is then transferred to the thermoset paper;
Electrographic copying (xerography) was first proposed by Russian E.E. Gorin in 1916. It is currently the most common. This method allows you to quickly, efficiently and relatively economically copy Required documents. Moreover, in the process of copying, scaling and editing documents is possible.
Digital electrographic copying (digital copying). A digital copier allows you to copy not only quickly and efficiently, but also to get copies that are better than the original. However, in the management process, it is very often necessary to duplicate documents with a circulation of 50-100 or more copies. Since the 1980s, electron screen printing (risography) has come as the most promising method of operational printing. It is carried out with the help of digital duplicators - risographs, as well as duplicators. They allow duplication directly from the computer at a speed of up to 130 prints per minute.
For mass reproduction of documents, various printing methods are used, the most advanced of which are letterpress and intaglio printing, used for mass reproduction of books, brochures and other printed products. The need, today, to have information, to be aware of all the cases, new products makes a person invent newer technologies that allow multiplying, replicating, processing documented information. All this organizational technique constitutes the material basis of progressive management systems. Weak use of office equipment in management leads to a decrease in labor productivity and work efficiency of managerial personnel, to unacceptable delays in solving operational issues, and often to incorrect decisions due to the lack of necessary information, and to other negative consequences.
2.2 Telecommunication facilities
document documentation telecommunications information
A local area network (LAN, local area network; English Local Area Network, LAN) is a computer network that usually covers a relatively small area or a small group of buildings (home, office, company, institute). There are also local networks, whose nodes are separated geographically at distances of more than 12,500 km (space stations and orbital centers). Despite such distances, such networks are still classified as local.
Most often, the term "Local Area Networks" LAN is understood literally, that is, it is a network that has small local sizes and connects closely spaced computers, but on the other hand, some LANs, like a network, connects a small number of computers, but the limiting capabilities of modern local networks allow you to connect dozens thousand computers. Some authors define LAN as a system for the direct connection of many computers, which implies that information is transmitted from computer to computer without any intermediaries and through a single environment.
LAN can be most accurately defined as a network that allows the user to ignore the connection; in fact, the computers connected by the LAN form a single virtual computer. The resources of which are available to all network users, from here it follows that the transfer rate over the local network should grow as the performance of the PC grows, at the moment the minimum LAN speed is 100 megabits per second. It also requires a low level of errors in the transmission of information and the ability of the network to work stably at maximum loads. Not infrequently, one class of networks is still distinguished: urban or regional networks MAN (Metropolitanareanetwork) are closer in nature to global networks, but the internal structure is more reminiscent of a local network.
Along with all the networks used, there are a number of disadvantages:
1. The network requires additional sometimes significant material costs for the purchase of equipment, software, laying connecting cables, and training personnel.
2. The network requires the hiring of a network administrator who is responsible for monitoring the operation of the network, its modernization, managing access to resources. Large networks require a team of administrators.
3. The network limits the ability to move computers, as in this case, cable relocation is required.
4. The network is an excellent environment for the spread of viruses, which results in additional financial costs for antivirus programs.
5. The network dramatically increases the possibility of unauthorized access to information, information protection requires a set of organizational and technical measures.
Here are the basic concepts of network theory
1. Subscriber (node, host, station) - a device connected to the network and actively participating in the information exchange. Most often, the subscriber is a personal computer (PC). It can also be a network printer or any other peripheral device.
2. Server - a subscriber that provides its resources to other subscribers, but does not use them itself. Thus, it serves the network.
There can be several servers in the network, it is not at all necessary that the server is the most powerful computer. Servers are either dedicated or non-dedicated. Dedicated server - deals only with network tasks. Not selected - performs other tasks as well.
3. Client - a network subscriber who only uses network resources, but does not provide them himself.
4. Client computer, also called a workstation.
Each computer can be both a server and a client at the same time. The term server and client is often understood not as the computers themselves, but as software applications running on them. In this case, applications that give resources to the server, and the application that consumes resources - to clients.
2.3Mobile communications
To transfer information, not only local networks are used, but also mobile communications.
Currently using mobile communications is an integral part of everyday life. Consider the main mobile communication standards:
GSM (Global System for Mobile Communications - the worldwide mobile communication system) is the most common mobile communication standard in the world (82% of mobile subscribers in 212 countries). Most GSM networks operate on 900 and 1800 MHz, in some American countries 850 and 1900 MHz are used. In its pure form, the channel is used to provide voice services, since the data transfer rate is only 13 Kbps - this is only enough to transmit voice (which is pre-processed by codecs), send text messages and exchange service information.
GPRS (General Packet Radio Service - a packet data radio channel) is a technological add-on over a GSM network that allows you to transfer data at speeds up to 120 Kbps (class 32, when 6 channels are used simultaneously). The advantage is that the transmitted data, as in the case of GSM, does not occupy the entire channel, but uses only a part of it, which is allocated a certain frequency. 20 Kbps is reserved for each channel. However, the number of assigned channels is determined not only by the phone, but also by the base station, which, when a connection is established, allocates a certain number of channels for data transmission, depending on the load. The average speed is about 50-60 Kbps.
EDGE (Enhanced Data Rates for GSM Evolution - advanced data transmission channel, development of GSM) is a specially developed technology to increase data transfer speed and increase connection reliability. The second name of EDGE is E-GPRS (Enhanced GPRS - advanced GPRS). Taking into account that the technology is even closer in speed to the second generation networks to the capabilities of 3G networks, it is customary to refer EDGE to 2.75-generation networks. When using EDGE, the theoretically maximum possible data transfer rate is 473.6 Kbps (the 8 fastest channels of 59.2 Kbps are used simultaneously), in practice, the speed is usually 2-3 times lower (depending on the number of channels used). channels and their speeds). On average, the effective speed is 180 Kbps.
UMTS (Universal Mobile Telecommunications System - universal mobile telecommunications system) is a third-generation communication format, which is an evolution of GSM using the principles of frequency and code division of channels. Theoretically, the maximum possible data transfer rate in a UMTS network is 14 Mbps. So far, in practice, subscribers have to be content with speeds from 384 Kbps to 3.6/Mbps (when using HSDPA, High Speed Download Packet Access, a special technology for high-speed data download). The main feature of such networks is the ability to make video calls. In Europe, UMTS networks typically use 2100 MHz for downloading and 1900 MHz for sending data. In America, depending on the operator, other frequencies are used - for example, 1700 MHz.
CDMA (Code Division Multiple Access - code division multiple access technology) is an alternative GSM communication standard. The data transfer rate here is almost the same - 14 Kbps. Distinctive feature is that several devices can operate at the same frequency, each of which is assigned its own unique number. The CDMA standard is used by about 15% of mobile subscribers in the world. This communication standard was developed by Qualcomm and is used primarily in America and Asia. For the operation of the CDMA standard, frequencies of 800 and 1900 MHz are used.
CDMA2000 1x - development of the CDMA standard, is an intermediate link between networks of the second and third generations of the CDMA format. The peak speed is 144 Kbps. Frequencies used include 450, 700, 800, 900, 1700, 1800, 1900 and 2100 MHz.
CDMA Ev-DO (Evolution Data Optimized - optimized evolutionary data transmission) is a telecommunications radio data transmission standard, most often used for broadband high-speed Internet access. There are several modifications of the standard: Basic - Revision 0 - which provides a data transfer rate of 2.4 Mbps, but at the same time the download speed significantly exceeds the speed of sending data to the network; Advanced - Revision A - provides a speed of 3.1 Mbps and the same data rate for receiving and transmitting data, which allows two-way video calls; Theoretical - Revision B - provides a data transfer rate of 14.7 Mbps (3 channels of 4.9 Mbps).
2.4 Fax
The principle of operation of modern telefaxes
The telefax is an electromechanical device consisting of a scanner, modem, printer, motor and gears. The motor and gears are responsible for the normal feeding of paper into the scanner and printer. The scanner reads the image of the document, digitizes it and transmits the information to the modem. The modem converts digital signals into a sequence of modulated signals and transmits them to another fax machine through a regular telephone line. The fax receiving modem converts this sequence back to digital and sends it to the printer. The printer prints the image on special thermal paper in accordance with the information received.
Fax Disadvantages
Susceptibility to significant mechanical wear. With frequent use, the fax scanner becomes clogged with dust and dirt from the documents being read. plastic gears wear out. All this leads to skews and uneven feeding of both readable documents into the scanner and thermal paper into the printer. Thus, the quality of transmitted and received documents deteriorates significantly.
Impossibility of automated work. It is difficult to send documents to a large number of recipients by ordinary telefax. The secretary is forced to manually dial numbers, call back if the addressee is busy or if the transfer fails.
Inefficient use of expensive thermal paper. Most fax machines print all received messages (including those that do not carry any useful information) on a special expensive thermal paper. In addition to the high price, this paper has another significant drawback - the image on it inevitably fades over time. Thus, all important messages need to be backed up for storage.
New fax equipment
The volume of information transmitted over conventional telephone lines is constantly increasing. First of all, this applies to fax messages. Therefore, today many users are interested in purchasing not simple stand-alone telefaxes that perform strictly defined functions, but more advanced systems that allow you to automate the process of receiving, processing and sending fax messages and eliminate the noted shortcomings.
The idea of using a personal computer to create such integrated systems was first realized in 1985, when GammaLink released the first computer facsimile board. This made it possible to connect a telephone line directly to a computer and turn it into a powerful and versatile telefax. Today, computer facsimile boards are produced by great amount manufacturers. Their products, which differ in some functionality, serve the same purpose - to automate the process of transmitting, receiving and distributing fax messages exchanged over conventional telephone lines.
Computer telephone facsimile boards are integral part computer telephony (CT) industry. Their cost can vary from 50 dollars. (for ordinary low-speed fax-modem cards, whose capabilities and characteristics, as a rule, leave much to be desired) up to 5000-7000 dollars. (for special facsimile boards, which were created using the latest achievements and which are capable of transmitting various information at a speed of 14,400 bps simultaneously over 12 telephone lines. Systems based on a PC using such boards have a number of significant advantages over conventional fax machines .
Ease of use. Integrating a PC with the telephone network and endowing it with telefax capabilities allows users to receive, process and send fax messages without leaving their computers.
Efficient use of telephone lines. A PC-based fax system provides efficient communication over a small number of telephone lines, replacing many stand-alone telefax machines, each requiring a separate line.
High quality of the transferred image. Any document of a text or graphics editor can be sent as a high quality facsimile message. To do this, with the help of special software, it is converted into the format used by the fax card for sending messages. In this way, high image quality is guaranteed, since the document cannot be "spoiled" by poor printer print quality, dirty fax scanners, or malfunctions in the paper feed mechanism.
Maintaining the confidentiality of received messages. Unlike conventional telefaxes, which print out all incoming messages on a single roll of paper, CT systems receive and store them in personal user directories, access to which is limited by a password. Thus, viewing is completely excluded. important documents strangers.
In addition, the use of a PC to control the operation of facsimile cards allows the implementation of many useful and convenient algorithms - CT applications. Many of them provide the ability to fully automate the process of exchanging fax messages. The most widely used CT applications are FAX SERVER, FAX ON DEMAND, and FAX BROADCAST. Using a fax server minimizes time and material costs when receiving and sending fax messages. Fax on Demand allows you to automate the process of providing subscribers with frequently requested documents. Fax mailing greatly simplifies the work of staff when mailing a large number different documents to a large number of recipients.
2.5 Modem connection
Without a modem, an electronic communications system is unthinkable. This device allows you to get involved in the fascinating, and today, using the latest inventions of the world of telecommunications, already and simply vital, the world of information flows, electronic bases data, e-mail, electronic directories, electronic bulletin boards and much more. The possibilities of receiving and exchanging information using modems are already difficult to overestimate today, and we cannot even imagine what awaits us tomorrow. An e-mail sent by e-mail to anywhere in the world will reach the addressee in less than two hours. We can place any announcement or advertisement on the teleconferencing system of your e-mail network and the whole world will know this information in a day. Using a modem, you can, for example, connect directly from Moscow to a server in New York and work with the information databases that it contains. Finally, we can send a fax. Already today, not a single reputable brokerage office can do without prompt receipt and transmission of information using computer communication channels and, as a result, modems.
Explain what a modem is and how it works. When a computer is used to exchange information over the telephone network, a device is needed that can receive the signal from the telephone network and convert it into digital information. At the output of this device, information is subjected to MODULATION, and at the input of DEMODULATION, hence the name MODEM. The purpose of the modem is to replace the signal coming from the computer (a combination of zeros and ones) with an electrical signal with a frequency corresponding to the operating range of the telephone line. The modem divides the acoustic channel of this line into low and high frequency bands. The low frequency band is used for data transmission and the high frequency band for reception. There are many ways to encode information, the most famous of which are the FSK method (Frequency SNift Keying) for transmission rates up to 300 baud (baud is a unit of information transfer rate equal to 1 bit / s) and the PSK method (PHase SNift Keying) for faster modems , transmission speed up to 2400 baud.
FSK uses four dedicated frequencies. When transmitting information, a signal with a frequency of 1070 Hz is interpreted as a logical zero, and a signal with a frequency of 1270 Hz is interpreted as a logical unit. When receiving, zero corresponds to a signal of 2025 Hz, and one corresponds to 2225 Hz.
PSK uses two frequencies: 2400 Hz for data transmission, 1200 Hz for reception. Data is transmitted in two bits, while encoding is carried out by shifting the phase of the signal. The following phase shifts are used for encoding: 0 degrees for a combination of bits 00.90 degrees for 01.180 degrees for 10.270 degrees for 11.
There are also other types of modulation (DPSK, QAM, TCM). The modem is made either in the form of an external device, which is connected to a telephone line with one output and a standard computer COM port with the other (RS232 connector according to CCITT V. 24 recommendations), or in the form of an ordinary printed circuit board, which is installed on the common bus of the computer. The internal variants of the modems can be adapted to both regular ISA and PCI buses.
Let's consider some standards of operation of modems.
The most widespread are the so-called HAYES-compatible modems, named after the manufacturer of one of the first modems. Such modems use AT commands (from the English word ATtention), compatible with Hayes Smartmodem. In addition to the standard set of commands for all Hayes-compatible modems, each manufacturer individually offers the user a wide range of specific commands that are valid only in the models of this company (for example, USRobotics, Rockwell, ZyXEL, etc.)
In addition to command set compatibility, the modem must comply with some standard for transmitting information over telephone lines. Such standards are the recommendations of the CCITT (International Consultative Committee on Telegraphy and Telephony, French CCITT (Comite Consultatie International TelegraрНique et TeleрНonique).
Modems that comply with standards for speeds up to 2400 baud can exchange information freely. It should be noted that the CCITT V.32 recommendation is not a standard in the full sense of the word, as virtually every major manufacturer of modems above 2400 baud has a habit of additionally applying one or more specific data transfer protocols. Their use is possible only when connecting similar modems, and in this case, as a rule, a higher transmission rate, noise immunity and connection speed are achieved.
The most common and cheapest (which is why it is popular among users) is the HST (HigH Speed Transfer) protocol, developed by USRobotics back in the late 80s. There are varieties of this protocol: H96, H14, H16, H19, H21, H28, the difference between which is only in the information transfer rate, which is 9600, 14400, 16800, 19200, 21600 and 28800 baud, respectively. Due to the low cost, wide upgradeability and high noise immunity and high-speed data of the HST protocol, users prefer to purchase widely famous models USRobotics such as Sportster, Worldport, Courier.
ZyXEL modems are also widely used, which have a specific ZYX protocol, which makes it possible to transfer data at a speed of 19200 baud in full duplex. ZyXEL modems gained great popularity in the early 90s solely due to the unavailability of other brands of modems for the domestic buyer. Their main drawback is their high price, which scares away a wide range of consumers. But, despite this, banking structures and government agencies, based on the established tradition, prefer modems of this particular company.
Less common, very expensive, but with a strong and stable signal that can even ignore the protective filters that are installed on the PBX to avoid using modems for free. These are Telebit modems of the TrailBlazer brand and the famous PEP protocol (Racket Ensemble Protocol). Almost all high-speed modems are compatible with less fast standards.
Conclusion
The progressive development of information technology tools makes it possible to introduce elements of “paperless” technology into office work, information exchange is carried out using electronic communication tools, information is stored and processed using personal computers and peripherals, copying and replicating office documentation using modern copying equipment.
Now, in the conditions of information flows increasing many times every year, it is almost impossible to imagine a clear interaction between banking structures, trading and intermediary firms, government agencies and other organizations without modern computer technology and computer networks. Otherwise, it would be necessary to maintain a gigantic staff of paper document processors and couriers, and the reliability and speed of operation of such a system would still be significantly lower than provided by modem communications and computer networks. But every minute of delay in sending important information messages can result in very tangible financial losses and image collapses.
In this course work, we examined modern technical means used in the creation and processing of a document, studied the methods of documenting information, classified the types and types of documents, examined the types of document carriers, described some methods of replicating documents, and also identified the features of the use of telecommunications.
Thus, the goal of studying the features of the use of modern technical means of document processing in office work has been achieved.
List of sources and used literature
Sources
1. Antonova P. RELCOM network and e-mail. - M.: Demos, 1991.
2. Vilkhovchenko S.D., Modems (selection, installation, configuration), M .: ABF, 1997.
3. Gavrilov A. A. Working with a modem. - M.: MP "Malip", 1992.
4. Gasov V.M. "Technical means of input-output of graphic information" (a series in seven books "Organization of human interaction with technical means ACS" edited by V. N. Chetverikov)
5. Gurin N.I. "Working on a personal computer"
6. Jones R. Data transmission theory. - M.: Science and technology, 1993.
7. Solomenchuk VG, Hardware of personal computers. BHV-St. Petersburg, 2003.
8. Under. ed. W. Tompkins and J. Webster. Interfacing sensors and data input devices with IBM PC computers. - M.: Mir, 1992.
9. Directory "Computer networks in Russia. Services international communications". - M.: LLP "ELIS. LTD", 1992.
10. Fishchenko L.P. "Internal PCI modems"
11. GOST R 51141-98 “Office work and archiving. Terms and definitions”, approved by the Decree of the State Standard of the Russian Federation of February 27, 1998 No. 28.
12. GOST R 6.30-2003 Unified Documentation Systems. Unified system of organizational and administrative documents. Documentation requirements. - Input. 3/3/2003. - M: Standards Publishing House, 2003.
13. Federal Law of July 27, 2006 No. 149-FZ “On Information, Information Technologies and Information Protection”.
14. GOST R ISO 15489-1-2007 "System of standards for information, library and publishing. Document management. General requirements”, approved and put into effect by order federal agency on technical regulation and metrology dated 12.03.07 No. 28-st.
15. Document flow 2010. Khramtsova N.A. : http://www.delo-press.ru/magazines/documents/issue/2009/12/11315/.
16. Documentation with the use of electronic computers.- http://aleho.narod.ru/document/48.htm, 10.08.10
17. Termika Consulting Group, Office Encyclopedia: http://www.termika.ru/dou/enc/, 25.08.10
18. Repina S.O., "Electronic hyperlink manual": http://cde.osu.ru/demoversion/course123/0.html, 01.09.10
19. Free encyclopedia: http://ru.wikipedia.org/wiki/
20. Mobile communication standards: http://promobil.kiev.ua/faq/2404-mobile-communication.html, 01.09.10
21. The principle of operation of modern telefaxes: http://kunegin.narod.ru/ref3/fax4/01.htm, 05.10.10
Literature:
22. Gedrovich F.A. Digital Documents: Problems of Preservation // Bulletin of the Archivist. No. 1. 2004.
23. Office work and correspondence in questions and answers: A textbook for students of economic universities and colleges M.I. Basakov - 2nd ed., revised. and additional // Series "Textbook and tutorial» - Rostov n/a
24. Office work (Organization and technology of documentary support of management): Textbook for universities / Kuznetsova T.V., Sankina L.V., Bykova T.A. and etc.; Ed. T.V. Kuznetsova. - M.: UNITY-DANA, 2001 - 359 p.
25. Office work: Textbook / Under the general. ed. prof. T.V. Kuznetsova. - 2nd ed., revised. and additional – M.: MTsFER, 2006.
26. Documentation: Textbook. N.N. Kushnarenko - 7th ed., Sr. - K .: Knowledge, 2006. - 459 p. - ( Higher education XXI century).
27. Record keeping: Study guide. N.S. Larkov
28. Documentation of management activities: a course of lectures / I.N. Miguel. – M.: Flinta: MPSI, 2006. – 200p.
29. Personnel of the enterprise No. 10 / 2002 “On the culture of working with documents that we have lost”
30. Organization of work with documents: Textbook / Ed. prof. V.A. Kudryaev. - 2nd ed., revised. and additional – M.: INFRA-M, 2002. – 592 p.
31. We work with the modem. Gavrilov A.A., M.: MP "MALIP", 1992.
32. Sedova O.L., We reproduce documents. Journal "Secretary Affairs", No. 1, 1999.
33. Secretarial business. Educational and practical guide / V.V. Galakhov, I.K. Korneev and others; ed. I.K. Korneev. - M .: TK Velby, publishing house Prospekt, 2005. - 608 p.
34. Modern office work. Berezina N.M., Vorontsova E.P., Lysenko L.M. - 2nd ed. - St. Petersburg: Peter, 2006. - 272 p.: ill. – (Series “Modern Paperwork”)
35. Modern technologies business and document management. Journal №0, 2010.
36. Rogozhin M.Yu. Business Handbook. - "Yusticinform", 2005.
