THE ROLE OF OFFICE TECHNOLOGY MANAGEMENT AND THE SECURITY CHALLENGES

THE ROLE OF OFFICE TECHNOLOGY MANAGEMENT AND THE SECURITY CHALLENGES

The major function of an office is information handling and information processing in spite of the wide spread use of the telephone. Office is associated with paper pushers as a result of its nature in dealing with clerical activities. Hence office technology management is the scientific way of doing office work for human convenience. Therefore, instead of the use of manual machine, cabinet and file in handling information, the information is managed with an integrated user machine system for providing information, in order to support operation, management and decision making functions in an organization. This system utilizes computer hardware, software, people-ware, manual making, a database and a model based (Otuka et al 2010). Information is data that has been processed into a form that is meaningful to the recipient and is of real perceived value in current or prospective actions or decisions.

The advance of computer technology and communication technology (IT) has brought about “electronic” offices which are terms used to describe the way in which the modern office is developing. Computer technology has developed to the point where an office might have a computer terminal (keyboard and screen) on every desk with data processed and transmitted by terminals linked up to a computer rather than by means of papers and internal mails.

ROLES OF OFFICE TECHNOLOGY

The development of the electronic office has made office workers to do their jobs in a different way. Technology change has brought about job changes in organization structure. These in turn affect the way the office workers, communicate with each other and the “social” life of office workers and the behavior of office workers as a group (Spencer 2001).

Office technology management includes the use of computers and telecommunication technology for internal and external use. Internally, it deals with:

v Document and text production (word processing, computer graphics);

v Document distribution and filing (data bases, document image processing and e-mail);

v Person to person communication (e-mail, computer conferencing and bulletin boards); while externally, it deals with:

v Inter-Organization document transfers, and payment which enables organization to pay workers salaries without a messenger to withdraw money for payment of workers‟ salaries.

v Public database and information services enable an organization to know at any given time, the amount of stock available (Adegbeymi et al 2007).

Document and text production; the old fashioned‟ office in which correspondence is been typed, is today been superseded by more modern methods of preparing or transmitting letters and other correspondences (Obadaiki 2001). With word processing and desktop publishing, the artwork of a text for publishing can be produced within an office environment that covers;

v The use of dictating machine: This dictating machine saves management time by allowing managers to dictate letters, rather than write them in manuscript and without the need for shorthand secretaries. It also helps in spreading the work to typist, who can type from dictating machine tapes at a convenient time to suit their busy and quiet periods (Adegbeyeni et al 2007).

v The processing of text information in word processing software may be used for the production of standard letters and for the drafting or redrafting of document. Word processing makes simple the task of editing and production of typed letters, documents, including the addition of stored text. However, with the office technologies, managers of offices could prepare text by checking the input visually on the VDU screen as it is being keyed in and to correct errors immediately (some spelling checks can be built into the word processing software as a sort of validation check (CTA 1999:4).

Managers are equally enabled to check printed text and correct errors easily and neatly, so that instead of having to erase typing mistakes with tippex or similar eraser, the user can quickly key in the corrections and print a fresh corrected version of the text. It is easy for managers to make amends even to text under discussion. If the contents of the text are discussed and as a result of these discussions changes are agreed, the changes can be made quickly and simple for example contracts under negotiation can be amended in this way. In addition, text can be held on file and subsequently updated for example, a company might hold its rules and procedure books or its price list on a WP file and update them just before they are to be reprinted. It has helped in the editing/creation of document filed by specifying the originator, the destination and date and as well simplified the functions of deletions, correction, insertion that used to be done by hand and in updating or re-organizing printed material all available on screen with the word processor. In fact it has contributed enormously in the ability to produce personalized letters of a standard type, the ability to amend, correct or update text on screen easily without the need to retype the whole document. A low error rate in the text, speed of keying in text, and corrections, lower text production costs as a result of a low error rate, easy formatting of text, improved quality and enhanced security. Authority use of computer is the production of information in the form of pictures, diagrams, or graphs (Lucas 2007).

Office managers are enabled to use office computers to implement computerized typesetting and composition systems, though desktop publishing software packages varies in complexity hence some are suitable for the general macro user producing an occasional document while others are appropriate for full-time DTP departments, producing brochures, company reports and advertisements with sophisticated photography and artwork for output on professional typesetting printers (Balit 2000).

Telephone is the most important method of communication in the office either through mobile communications (e.g. cellular radio, teleprint; or office switchboards PABX. By the introduction of integrated systems Digital Network in 1990, it has made the entire telephone network, digital which therefore makes it possible to send text, data and fax from a single desktop computer over the telecommunication links. That means that computer networks can be extended to small branch offices or a number of services can be sent over the link at one time.

Telex is a service which enables office managers transmit and receive printed messages over a telephone line. Users have to be telex subscribers with their own telex equipment and code number in order to send or receive messages (Bie-stein 1996).

Teletex was established in 1980 and it was intended to replace telex and compares favourably with telex because it transmits data with speed of 40 to 45 times faster than telex. It has a full set of characters which can be used in messages though telex lacks this facility.

Electronic mail (e-mail) has helped the office managers in sending data or messages electronically via the telephone network or other data network and via a central computer without the need to post letters.