NCS Office Supervision IV C

7/30/2019 NCS Office Supervision IV C

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NATIONAL PRODUCTIVITY COUNCIL

Correspondence Programme

National Certificate in Supervision_________________________________________________________________________________

OFFICE SUPERVISION PAPER IV C_________________________________________________________________________________

OFFICE ORGANISATION & FUNCTIONS OS 1.1_________________________________________________________________________

BY PROGRAMME LEADERM.M. JACOB

D.R. KIRAN Formerly DirectorFormerly Instructor Supervisory Development

For Managers National Productivity CouncilWorld Bank Project. Chennai 600 098.Tanzania_________________________________________________________________________

Instructional Objectives

After going through this lesson, the learner should be able to :-

i) define office supervision;

ii) list down the various office functions

iii) explain the role of an office in a business organisation

iv) differentiate between centralised and decentralised office

v) explain why office duties are to be decentralised in an enterprise

vi) list down the major elements involved in the office management.

Teaching Points :

1. what is an office, its significance in decision making2. The functions of an office3. The role of the office in an enterprise4. Centralisation us decentralisation of the office functions5. Major elements influencing the office management

Introduction :

A common misconcept among all of us, especially the technical personnel is that the office isnothing but an appendix to the line departments like production shop and that is a necessaryevil only adding to the overheads. Any one commencing to study the office organisationshould first clear the mind from this misconcept and be convinced that the office provides anessential service to the management and that the subject is an important one. Thefollowing frames reflect some of the significant features of the office.


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_________________________________________________________________________

T.P. 1 WHAT IS AN OFFICE_________________________________________________________________________

1. In todays industry and commerce there is a high degree of specialization. It oftenrequires a large number of departments and even a large number of different firms tocontribute to the production and distribution of a single product. Thus production anddistribution of any single product, does not involve not only the production shop of thatcompany, but many other _______ of the same company as well as many othercompanies.

_________________________________________________________________________

departments

2. In view of the participation of such a large independent units, there is a need for proper_____________ of these activities of individual departments and firms, so that they workas a unified team.

_________________________________________________________________________

co-ordination

3. This co-ordination involves several decisions by the management and the decision takenby them should be based on proper knowledge of the facts. Hence proper availability of_________ is an essential factor in decision making.

_________________________________________________________________________

facts

4. Thus, the provision of the facts on which decisions are based upon is one of the mostimportant function of the office and to this effect _____________ contributes to a largeextent to the objectives of the organisation.

_________________________________________________________________________

the office_________________________________________________________________________

TP 2 : FUNCTIONS OF THE OFFICE_________________________________________________________________________

5. Daily we receive a lot of information in the form of letters, telephones, telex messages,reports etc. in addition to receiving them an important duty of an office is to obtain anyspecific information required by the management through the means of personal followup, visits and request. Thus the primary function of an office is_________________________ .

_________________________________________________________________________

to receive and collect information

6. Many records are kept in every office, say financial, progress, price lists,correspondence etc. the chief purpose of keeping records is to store the information socollected to be made readily available to the management when required. Controllingthe business of storing the information is referred as filing and recording. Thus, thesecond chief function of an office is _____________________ .


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_________________________________________________________________________

to store information

7. The information collected and stored by an office many not necessarily be in the form inwhich it is required. Facts have to be gathered together from different source, to begathered where necessary land to be arranged in the format, which can be easily usedby the decision maker. Examples are the preparation of invoices, statistical information.Balance sheet etc. Thus the third function of an office is _____________________ in ameaningful manner.

_________________________________________________________________________

To arrange information

8. The office is responsible to supply information to the management in the form which ismost meaningful to the management in taking vital decisions. Hence, the fourth functionwhich is therefore of higher importance, and must be done by properly ___________staff

_________________________________________________________________________

trianed

9. The office must not only record and arrange information, it must also analyse the affairsof the business as shown in the records and bring to the notice of the management anyvariances and trends e.g. the stock level, alarm signals, cash discrepancy statementsetc. thus the fifth function of an office is to ____________________________________ .

_________________________________________________________________________

10. The office has to continuously give out the information so collected and analysed as perthe need of the management. These can be in the form of routine statements like dailyreport and monthly statements or a special nature like alarm signal an progress report.

Thus the sixth function of an office is _________________________ ._________________________________________________________________________

* to give information

11. To fulfil the above functions the office uses not only the manual and mental labour, butalso equipment like calculators, duplicators and typewriters. Since it is essential that thestaff of the office itself operate those, the seventh function of the office is_________________ .

_________________________________________________________________________

* to operate office machinary

12. To conclude the seven chief functions of the office are

1. _________________________________________

2. _________________________________________

3. _________________________________________

4. _________________________________________

5. _________________________________________


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6. _________________________________________

7. _________________________________________

_________________________________________________________________________

* 1) to receive information2) to store information3) to record information4) to arrange information5) to analyse information6) to give information and7) to operate office machinery

_________________________________________________________________________

TP 3 : THE ROLE OF THE OFFICE IN AN ENTERPRISE_________________________________________________________________________

13. The chief purpose of an office is to provide service to all the organisations functions likefinance, production, marketing and administration. Thus, all the office functions cited

inTP-2 can be related to providing _________ to each of the above functions of anorganisation._________________________________________________________________________

service

14. If the finance of a business is to be properly organised, it will be necessary to have someone responsible to receive an check invoices of purchased materials, order controls,wage payment etc.

Based on the above example say whether the following statement is true or false :The office plays a very significant part in the management of the finance of anorganisation, because proper maintenance and analysis of records are essential for

financial Management._________________________________________________________________________

true

15. In addition there are many controlling activities to be co-ordinated by the management.The office contributes significantly7 to this effect by giving ___________________ to themanagement.

_________________________________________________________________________

necessary data

16. Choose the correct answer :

The office plays a significant role in the personnel function because

a) it maintains stores stock cards

b) it maintains production booking

c) it maintains companys asset register

d) it maintains the personnel files and prepares wage sheet

e) it prepares job cards.


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_________________________________________________________________________

d

17. State whether True or False :The office is complementing to the min purpose of the organisation whether that mainpurpose be the production of goods or of services.

_________________________________________________________________________

* True

18. State whether True of False :

The office is needed only for profit making organisation and plays no significant role inthe non-profit making organisations.

_________________________________________________________________________

False_________________________________________________________________________

TP 4 : CENTRALISATION Vs DECENTRALISATION OF OFFICE FUNCTION_________________________________________________________________________

19. The process of assigning the responsibility of all paper work (informational processingwork of the organistion to a centralised office is called ____________ of office functions.

_________________________________________________________________________

* centralisation

20. The process of assigning the responsibility of all paper work concerned with eachorganisational function to departmental office under that function is called __________ ofoffice function.

_________________________________________________________________________

* decentralisation

21. Even under centraised office system, certain records and the corresponding staff maybe located near the departmental manager (who needs these records most), but still theadministrative control is increased by the centralised office. Based on this say whetherthe following statement is true or false :

The allocation of responsibility for paper work to a centralised office manager does notnecessarily mean the location of all the office staff in a centralised office room.

_________________________________________________________________________

* true

22. Such a local office can be controlled by a centralised office manager, who would stillbe responsible for staffing and salary payments, budgeting for the office work andmaintaining the office equipment etc. Under the centralised office system all theresponsibilities for the office management will be that of the various departmentmanagers/ centralised office manager (Choose the correct one).

_________________________________________________________________________


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centralised office manager

23. Choose the correct phase

In small organisations, many office services are centralised or decentralised becausethey are common to the whole organisation and it would be uneconomical to provide theservices to each department individually.

_________________________________________________________________________

centralised

24. Choose the correct word :

However some of the records that are mostly related to the departmental function likestores card, job cards are maintained and controlled by the individual productiondepartments. This is an example of _______________ (centralised/decentralised) officecontrol.

_________________________________________________________________________

decentralised

25. The most appropriate location for the receiptionist office for an industrial organisation inyour opinion is a) At the centre of the factory building; b) Near the office room of theoffice manager; c) At the entrance to the administrative building; d) Near the main gate;e) In a separate building.

_________________________________________________________________________

c_________________________________________________________________________

26. The basic principle of management applicable to the management of office is the sameas that applicable to any other department in an industry.

Do you agree with this statement?

(a) agree (b) do not agree_________________________________________________________________________

(a) agree

27. No one can perform a function effectively unless he is fully aware of the elements whichare influencing that function. The objectives to be achieved by a function is the mostimportant element to be considered by an ________supervisor in his functioning.

_________________________________________________________________________

office

28. Practical office management requires an appreciation of the environment of thebusiness, within which the job is being done. The office manager must have fairknowledge of the business rules, customs and practices and the culture of thecommunity within which the business operates. Hence the second elements of officemanagement is the appreciation of the ___________ _____________ .

_________________________________________________________________________


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business environment

29. The machine, equipment, forms, systems, techniques etc., are some of the resourceswhich the office manager has to use in achieving his objectives. To carry out his dutiesproperly, he has to be equipped with the comprehensive knowledge of rules andprocedures of general office practice of form design and of the use of a wide variety ofoffice machines. Thus the third element of office management is the effective use of the____________ for the attainment of the office objective.

_________________________________________________________________________

resources

30. The office personnel who put to use equipments and other resources, constitute themost significant resources in the office. It is the complex nature of the humanbehaviours that attributes the importance of this element. Thus the fourth element ofoffice management is the ___________ .

_________________________________________________________________________

personnel

31. To conclude, office supervision can be explained as the following definition, in which allthe 4 elements are incorporated. Fill in the blanks choosing the appropriate element.Office supervision is the art of guiding the (a) of the office in use of___(b)__________ appropriate to its _(c)_____________ .

_________________________________________________________________________

a. personnelb. meansc. environmentd. objective

CRITERION TESTS

1. The office can only make its vital contribution to the organisation only if the officemanagement is efficient and a proper use of services is made by the generalmanagement. State if the above statement is true of false

2 Recall the simple expression of comparison. Vie.

A : B : C : D

Match the following terms in columns A & B to represent the above comparison

Column A Column B

A 1. Office SupervisionB 2. Machine ShopC 3. General OfficeD 4. Production Foremans Functions

3 List the Chief functions of an office

1. .2. .


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3. .4. .5. .6. .

4 As clear from the above question, the functions of an office are mostly centred aroundthe collection, recording, supply etc. of _____________________ necessary fordecision making.

5 Choose the correct answerThe office plays a significant role in the stores functions, because

1. it means production booking records2. it calculates the operator efficiency and influences on incentive payment3. it maintains stock cards4. it drawn up the companys profit loss statement

6. List the 4 Chief elements of Office Management

1. ..2. ..3. ..4. ..

M/s. ABC Engineering Company is a medium scale engineering industry, manufacturingsmall automobile components. It has an administrative block alongside the factory. Insidethe factory building, the production shops and the technical departments like productionmaintenance, quality control, stores etc. are located.

Which of the following activities do in your opinion will be performed better, if decentralisedto their appropriate departments located in the factory building ?

a) Job Card preparationb) Balance sheet preparation

c) Wage payments

d) Maintenance of equipment

e) Bin Card

f) Stores Ledgers

g) Press shop Asset Maintenance Register

h) Shiftwise production booking

i) Quality Control Chart Recording

j) Mail Despatch

k) Telephone board

l) Receptionist Office

m) Personnel Files Maintenance

n) Periodic recording of the pressure in a pressure chamber

o) Visitors Pass Issue


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ANSWER

1) True

2) A - Office Supervision

B - General Office

C - Production Foremans Functions

D - Machine shop

3) 1. To receive information

2. To record information

3. To arrange information

4. To analyse information

5. To give information and

6. To operate office machinery

4) Information

5) C

6) 1. Objectives 2. Environment

3. Means 4. Personnel

7) a, d, e, h, & n


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Correspondence ProgrammeNational Certificate in Supervision_________________________________________________________________________________


OFFICE PROCEDURE MAIL HANDLING OS 2.1_________________________________________________________________________


D.R. KIRAN Formerly DirectorSupervisory Development

Formerly Instructor National Productivity Council

For Managers Chennai 600 098.World Bank Project.Tanzania._________________________________________________________________________



i) appreciate the significance of mail handling for office administration

ii) develop the knowledge on the equipment and techniques of mail room

management.

Teaching Points :

1. Basic functions of a mail room : incoming mail, registration and sorting2. Outgoing mail3. Inter departmental letters4. Postal franking principles and equipment5. Despatch documents6. Use of addressing aids

Introduction :

Communications take place, at every place of work whether a production shop or anadministrative office. The volume and type of communications may vary from office to officeor from organisation to organisation. This communication, a majority of which is by sendingletters and memorandums is practical only with a sound mail handling system, I-e to collectthe letters from the place of origin and deliver to the destination with minimum delay and atleast cost. This lesson deals with the basic principles, the techniques and equipments for asound mail handling system.


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_________________________________________________________________________

TP 1 - BASIC FUNCTIONS OF A MAIL ROOM INCOMING MAIL REGISTRATIONAND SORTING

_________________________________________________________________________

1. The first job involved in the mail handling function is to collect the letters. This letterscoming from outside the organization can either be delivered at the mailroom by the_______ or can be collected in person from the _________ specially provided in thepost offices.

_________________________________________________________________________

postman * post bags

2. Once the letters are received the next job is to open the envelope by cutting the edges ofthe envelopes. The equipment used to open the letters is called

_________________________________________________________________________

Letter Opener

3. If the letter opener is electrically operated this equipment is called

_________________________________________________________________________

Electric Letter Opener

4. Before cutting the envelope edge by the letter opener care should be taken to knockdown contents, so that the contents are not cut by the .

_________________________________________________________________________

Letter Opener

5. All enclosures must be attached to the covering letters in the order indicated in the letter.If any enclosure is missing, a remark _____________ should be put against theindication in the covering letter.

_________________________________________________________________________

Not enclosed

6. All letters marked Personal or confidential should not be opened at the mail room butsent directly to the ______________ .

_________________________________________________________________________ Addressee (or person concerned)

7. As soon as the letter is opened a date stamp has to be put on the letter to indicate the_________ on which the letter is received in the mail room.

_________________________________________________________________________

Date


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8. The preliminary sorting may be done before opening the letters, by separating thegeneral mail (addressed to the company) from those addressed to individuals or markedPrivate and Confidential. This is essential to maintain the _______________ ofindividuals letters.

_________________________________________________________________________

Privacy

9. The opened mail is then sorted into the relevant departmental trays, by reading the_________ given on the letter.

_________________________________________________________________________

Reference

10. When the incoming mail forms a huge file, they may be arranged in a priority order.Arrange the following categories of mail in the best order of priority.

a) Brochures and Catalogues

b) Circulars

c) Letters marked as urgent

d) Letters received by first class mail, but not having any urgent stamp

e) Personal letters addressed to individuals

f) Letters received by 2nd class mail

g) Registered letters

_________________________________________________________________________

i) g, * ii) e, * iii) c, * iv) d, * v) f, * vi) b, * vii) a,

11. Pigeon holes, letter trays, wire baskets, sorting folders, sorting benches are some ofthe equipment used for the aid of ____________ operation

Letter trays_________________________________________________________________________

Sorting


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12. The details of every letter received will have to be entered in a register for the_______________ mail

_________________________________________________________________________

Incoming

13. Some letters may have to be sent to more than one person. In such cases a routing slipmay be attached. Hence the slip on which the names of persons to whom this lettershould be routed through is called the ____________ .

_________________________________________________________________________

routing slip

14. The best example of the category of letters received for which routing slips Have to beattached are .. etc.

_________________________________________________________________________

* circulars, * catalogues etc_________________________________________________________________________

TP 3 - OUTGOING MAIL_________________________________________________________________________

15. State if the following statement is true or false:- it is always advantageous for eachofficial to post himself the letters originating from his office than routing through acentral section. (True of False)

_________________________________________________________________________

* False

16. In the following paragraph, some of the alternative procedures for the out going mail isindicated. Which of these, in your opinion us the best. Also arrange the others in the

order of preference.

a) The originating officer, after signing a letter, puts it into the envelope, writesdown the address, affixes the stamp and sends it for posting.

b) The officer, after signature, puts the letter in an envelope, writes the address andhands lover to his secretary, who affixes the stamp and posts the same.

c) The officer after signature puts the letter in an envelope and hands it over to thesecretary who types down the address and a sends it to the mail room fordespatch.

d) The officer after signature puts the letter in the tray picked up b the secretary

who puts it in an envelope, types the address and sends it to the mail room,where the necessary stamps are affixed and sends it to the post office along withother letters.

e) The officer, after signature, puts the letter in the out tray, picked up by themessenger boy, who takes them to the mail room, where it is put into anenvelope and after affixing the stamps, send to post office along with otherletters.


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_________________________________________________________________________

TP 4 - INTER DEPARTMENTAL LETTERS_________________________________________________________________________

17. The previous frames are concerned about the letters from or to outside party. In additionletters or memoranda can go from one department to another within the same

organisation. They are called _______________ mail._________________________________________________________________________

Inter departmental

18. Since these letters do not go through the post office, they need not be affixed with____________

_________________________________________________________________________

Postal stamps

19. Indicate atleast 4 examples of inter departmental mail : i ______________ii _____________ iii _____________________ iv ____________________

_________________________________________________________________________

Circulars * Instructional means

Management information reports * periodic statement

20. If every interdepartmental letter has to be sent in a sealed envelope, the cot will be highon the other hand if the report are sent open, their privacy cannot be maintained.Compromise in such case is to use a chain envelope where the same envelope can beused on 20 to 30 mail movements. Hence the envelope on each of which a series of 20to 50 squares are printed where the contents, destination can be successively markedand sent is called a ___________

_________________________________________________________________________

Chain envelope_________________________________________________________________________

TP 5 - POSTAL FRANKING_________________________________________________________________________

21. A postal franking machine is a machine approved by the postal department, and whichprint on the envelope a red outline of a postage stamp (Refer Fig 2) and a cancellationmark, Hence a franking machine stamp mark is an alternative to affixing______________

Fig. 1 Courtsey Postalia inter Frank Pvt.


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_________________________________________________________________________

Postal stamps

22. When the payment is made in advance to the post office, the dial is set to zero on themeter, and locked. The key is retained by ____________ to prevent manipulations bythe user.

_________________________________________________________________________

Post office

23. When the total amount of the pre-paid postage is exhausted, as indicated in the dial, themachine locks and does not print further. It is then has to betaken to post office for______________

_________________________________________________________________________

Resetting

24. Besides the postage details indicated in frame 21, we can also print the senders code

and an advertisement slogan as given in figure given below, by the franking machine onthe envelope. Hence , the additional advantage of using a franking machine is for____________

Fig. 2._________________________________________________________________________

Publicity

25. Since the total amount of postage used till the last date of payment is clearly indicated onthe franking machine, it helps to Compare the expenses to the budgeted postageexpense

_________________________________________________________________________

Postage_________________________________________________________________________

TP 6 - DESPATCH REGISTER_________________________________________________________________________

26. Many companies keep a record of the outgoing mail, whether the stamps are affixed byhand or a franking machine. This record is called _____________

_________________________________________________________________________


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Despatch register

27. The chief purpose of this despatch register is to keep a track on the letters beings sentand the ______________ expenditure

_________________________________________________________________________

Postage

28. Since the addresses are indicated in the register, this helps in exposing and preventinguse of companys stamps on _____________ mail

_________________________________________________________________________

Private_________________________________________________________________________

TP 7 - USE OF ADDRESSING AIDS_________________________________________________________________________

29. Many companies will have certain regular correspondants to whom they may send lettersregularly as in the case of mailing a journal to the subscribers. A machine can be usedto print addresses on envelopes from embossed metal plates. Since, this machine printsthe addresses, it is called the _______________ machine

_________________________________________________________________________

Addressing

30. This addressing machine can either be hand operated (Fig. 3) or _____________ (Fig.4) operated.


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_________________________________________________________________________

Electrically

31. An alternative to the addressing machine is the use of rubber stamps, each rubber stampindicates the full address of a party. Which one of the 2 methods indicated in frame 29 &30 would be more economical in the following case :-

a) When the addresses to which the letters sent regularly are less than 10b) When the addresses to which the mails sent regularly are over 500

_________________________________________________________________________

Rubber stamp * addressing machine

32. A third alternative method is the use of cyclostyled address list. Whenever we need tosend a circular or advertisement brochures or letters of printed matter to a large number

of correspondents, only l3 copies of the cyclostyled lists are required. 2 of the copies arecut into small address slips, one of which pasted on the body of the letter and the otheron the envelope. On the third copy of the cyclostyled list the reference numbers areindicated and filed with a _______________ for future _______________-

_________________________________________________________________________

Master copy * reference

33. Thus by the method explained in frame 32, if one sends 10 different circulars in a monthfor the same group of addresses, then what we need is only ________________ copiesof the cyclostyled address list.

_________________________________________________________________________

Thirty

CRITERION TESTS

1) What is a letter opener? What are the types and what care should be specifically takenwhileusing this equipment.

2) Why should the private letters and company letters be segregated before opening ?

3) Design a routi9ngslipforthe circulation of technical journals received by the General

Manager to 8 of this executives.

4) Compare the merits and demerits of alternatives d &e as mentioned in frame No.16

5) Summarise the various equipment used in a central mail room of a large organisation.

6) Compare the various alternatives possible in sending the routine circulars to your regularcustomers.


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ANSWERS

1) Refer Frame Nos. 2,3 & 4

2) Refer Frame No 8

3) Refer Frame No 13

4) Refer Frame No 165) Refer Frame Nos. 2, 3, 11, 13, 21, 26, 30, 31 & 32

6) Refer Frame Nos. 29 to 33


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Correspondence Programme

National Certificate in Supervision_________________________________________________________________________________


RECORD KEEPING OS 3.1_________________________________________________________________________


D.R. KIRAN Formerly DirectorFormerly Instructor Supervisory Development

For Managers National Productivity CouncilWorld Bank Project. Chennai 600 098.Tanzania._________________________________________________________________________



i) Develop the concept of record keeping and to understand its significance to

office

ii) develop the concepts of classification and codification of records.

Teaching Points :

1) Principles and objectives of the filing system

2) Basic categories of Documents

3) Basic classification of Records for filing purposes

4) Indexing of files

5) Disposal of files and Micro Filing

6) Filing Equipment


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_________________________________________________________________________

Filing2. A good filing system must be easy to understand and simple to operate. Hence the first

quality of a good filing system is _________________ ._________________________________________________________________________

Simplicity

3. A good filing system must be cost effective and economical on the long run. Installationcosts and the operation costs should be taken into consideration. Hence the secondcharacteristic of a good filings system is .

_________________________________________________________________________

Cost effectiveness (or overall economy)

4. Records must be adequately protected during the period over which they are retained forreference, like filing in folders and retaining in filing cabinets, instead of dumping thebundled documents in the stores along with other oily materials., hence the third

characteristic of a good filling system is ._________________________________________________________________________

Adequate protection

5. Records must be readily accessible to the people who use them and particularlyconvenient to the section. Hence ___________________ is the fourth quality of a goodfiling system.

_________________________________________________________________________

Accessibility

6. The whole efficiency of the filing system depends upon the quickness with which the

required files can be retrieved. Thus __________________ becomes the fifth qualityof a good filing system.

_________________________________________________________________________

Quickness in retrieval

7. Space costs money and so the modern filing systems should be compact and must bedesigned to occupy minimum space at the same time satisfying all the above objectives.Hence the sixth quality of a good filing system is ___________________ .

_________________________________________________________________________

* Compactness

8. The filing system should be able to adapt itself to the changing needs from time to time,from person to person, and from office to office. Hence, ______________________ isthe seventh quality of a good filing system.

_________________________________________________________________________

Adaptability


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9. The filing system should be flexible enough to be expanded or decentralised orcontracted to meet the future needs. Hence the eighth quality of a good filing system is_____________________ .

_________________________________________________________________________

Flexibility

10. To summarise , the 8 basic qualities of good filing system are :

1)______________________________ 2)_______________________________

3)______________________________ 4)_______________________________

5)______________________________ 6)_______________________________

7)______________________________ 8)_______________________________

_________________________________________________________________________

* 1) simplicity * 2) cost effectiveness* 3) adequate protection to documents * 4) accessibility

* 5) quickness in retrieval * 6) compactness* 7) adaptability * 8) flexibility_________________________________________________________________________

T.P. 2 BASIC CATEGORIES OF DOCUMENTS_________________________________________________________________________

11. Every document that provides an information can be called a record, whether it is offinancial data or production data or personnel data. Thus the three basic categories,based on the type of data are :-

1) ______________________

2) ______________________

3) ______________________

_________________________________________________________________________

* 1) Financial documents* 2) Production documents* 3) Personnel documents

12. Can you tell to which basic category the following documents belong?

1) Asset Card 2) Job Card

3) Appointment Letters 4) Profit & Loss Statement

5) Scales of Pay 6) Machine-wise production booking

7) Machine Scheduling Plans 8) Balance Sheet

9) Warning Letters 10) Maintenance History of a Machine

_________________________________________________________________________

* Document Category

1. Asset Card Financial


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2. Job Card Production

3. Appointment Personnel

4. Profit & Loss Statement Financial

5. Scale of Pay Personnel

6. Machinewise Production booking Production

7. Machine Scheduling Plans Production

8. Balance Sheet Financial

9. Warning Letters Personnel

10. Maintenance History card Production

13. The records can also be categorised depending upon the form in which the data isrecorded and can be taken in any of the following forms

u a letter - typed or hand written

u

a memorandum - typed or hand writtenu a ledger or register

u a card on which data is posted periodically

u a punched card used for electronic data processing

In the following table match the type of record with the form which it can take.

Record Form

1. Expenditure Account A Letter

2. Stores Stock B Memorandum

3. Instruction from boss to subordinate C Ledger

4. Enquiry written to outside party D Card

5. Information stored in computer room E Punched Card

_________________________________________________________________________

1) C * 2) D * 3) B * 4) A * 5) E_________________________________________________________________________

T.P. 3 BASIC CLASSIFICATIONS OF RECORDS FOR FILING PURPOSES_________________________________________________________________________

14. The efficiency of filing system depends upon the care taken in selecting the headingsunder which the documents are to be classified. The objective is to be able to pick upany required document stored along with thousands of documents. The method is todivide and subdivide the papers into groups so that the final selection can be made froma limited number only. Hence ______________ of records is a basic need of the filingsystem.

_________________________________________________________________________

Classification


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15. The simplest classification for filing is the chronological order, i.e. all the papers received

at one section, will be filed in a single file as and when they are received irrespective ofthe subject, reference, purpose or form of the letter or document. Give your commentson to which of the following objectives are satisfied and which are not satisfied.

u Simplicity

u Quickness in retrieval of document

u Accessibility

u Compactness

u Protection

u Cost effectiveness

_________________________________________________________________________

Simplicity Satisfied

Quickness in retrieval not at all satisfied since you cannot locate adocument unless the date on which it was filed is known.

Accessibility, - Not satisfied, since the file has to be kept at one place only

Compactness satisfied, since the number, of files required are very few

Protection Not satisfied because everybody requires to open and handle thefiles very often

Cost effectiveness Not at all satisfied because of the heavy man hours lostboth for managers and clerks in searching for each document.

16. Perhaps the most popular classification used for certain documents is the alphabeticalclassification by name. All the papers are arranged alphabetically in the order of thename of the individual or company. One popular example of this classification is thetelephone Directory. (refer fig. 1) Choose from the following where this classification is

most suitable.a) Stores Stock Cards

b) Machinery Catalogues

c) EmployeesConfidential Files

d) Price List of Automobile Spares

e) Job Specification Reports

_________________________________________________________________________


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17. Arrange the following files according to the alphabetical classification by names . (referfig 2)

1) Balachandran & Company 2) Dr. R. Maheswari

3) D.R. Kiran 4) ABC and Company

5) D. Jayaram & Company 6) St. Thomas Public School

7) The Archeological Survey of India 8) Geographical Survey of India

9) Mrs. K. Ramanadhan 10) Press Shop of the National BicycleCompany

_________________________________________________________________________

1. ABC and Company * 2. Balachandran and Company

2. 3 D. Jayaram and Company * 4. Geographical Survey of India

3. Kiran D.R. * 6. Maheswari, Dr. R.

4. National Bicycle Company Press Shop * 8. Ramanadhan, Mrs. K.

5. St. Thomas Public School * 10. The Archeological Survey ofIndia


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18. Another classification is to arrange each subject alphabetically and then in each subject

arrange the individuals names alphabetically. this is called the alphabeticalclassification by _____________ .

_________________________________________________________________________

Subject

19. Choose from the following, where the classification indicated in frame 18 is the mostsuitable.

a) Machinery Catalogues

b) Telephone Directory

c) Confidential Files

d) Computerised Stores Stock Statement

e) ESI accounts

_________________________________________________________________________

a

20. Another alphabetical classification is by geographical location. This is mostly suitablefor large organisations having business dealings with a large number of companies,distributors all over India or overseas. Choose 2 among the following for which this typeof classification is most suitable.

a) Correspondence files for a large export house

b) Machinery assets register of a factory

c) Production booking of a machine shop

d) Stores register card

e) Directory of office bearers of the various chapters(branches) of the Indian Institution of Industrial Engineering.

21. The fifth classification of the filing system is the numerical sequential system. This isby assigning a number for each file as and when it is introduced, and arranging all thesefiles in order of this number. A separate index is maintained in the alphabetical orderwhere a cross reference to this number is maintained. This is especially suitable incaseswhere new cases keep on adding regularly, and it is neither possible nor necessary tosub classify these cases. Choose the four from the following for which this classificationis most suitable.

a) Consumable store stock cards

b) Insurance policies

c) Employees; confidential files

d) Invoice register

e) Machinery Catalogues

f) Job Cards of an Automobile Workshop

g) Applications received for a certain appointment


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_________________________________________________________________________

b * d * f * g

22. State whether the statement is True or False

The main advantage of the classification detailed in frame 21 is that newsubjects can be introduced without rearranging the existing folder sequenceand that we need not leave costly blanks in between the existing folders

_________________________________________________________________________

True

23. A sixth classification of the filing system is the Numerical-Subject classification. In thissystem, the subject classification is operated in conjunction with the numericalclassification. In other words the files are first sorted into groups according to thesubject matter and to ensure an order is maintained, each file in each group is given aserial number.

Now explain how this classification differs from the previous one viz. of frame No.21._________________________________________________________________________

In the numerical sequence system, every new file is added at the end of theexisting files and the last assigned to it is the succeeding one to the last assignednumber. In the numerical subject classification, the files are first classifiedsubjectwise and then assigned separate subject numbers to each subject class.

24. The best example for this classification is the material coding in a raw material stores.Choose 2 other from the following wherein, this classification is suitable.

a) Policy holders file in an insurance company

b) Inventory Stock Statements

c) Employees Confidential Files

d) Library book Classification

e) Telephone Directory

_________________________________________________________________________

b * d

25. Another classification is the alpha-numerical sequential classification which is similar tothe numerical classification except that at first all the files are grouped as per the firstletter of the party or individual. Then each group is treated independently and the

sequential number are assigned to files, each group represented by_____________________________________________________________________________________________

the initial letter of the party

26. The following are the first 10 files which are introduced one after the other. Arrangethem in the alpha-numeric sequential system.

1) John Baptist Company 2) Macmillan Company


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3) Arthur John Inc. 4) Jayagopal Industries

5) Janakiram K.J. 6) Madras Transport Company

7) ABC (P) Limited 8) Madras Shoe Mart

9) AAA Industries Ltd. 10) Armstrong Co. Ltd.

_________________________________________________________________________

* Party Name Code No. Party Name Code No.

Arthur John Inc A 1 ABC (P) Limited A 2AAA Industries Limited A 3 Armstrong Co. Limited A 4

John Baptist Company J 1 Jayagopal Industries J 2Janakiram K.J. J 3

Madras Transport Company M 2 Macmillan Company M 1Madras Shoe Mart M 3

27. The eighth classification is the Mnemonic classification. Basically this is a codificationsystem similar to the numerical subject classification except that the basic subjects areindicated by letters while varieties are represented by digits. For example AP6 F26,might represent the 26th file of the Fan manufacturers group in the 6 th Industrial group ofAndhra Pradesh. Hence AP & F represent _____________________________________ .

_________________________________________________________________________

Andhra Pradesh * Fan Manufacturers

28. To summarise the 8 different classifications for the filing system are

1) ______________________________ 2)_______________________________3) _______________________________ 4)_______________________________

5) _______________________________ 6)_______________________________

7) _______________________________ 8)_______________________________

_________________________________________________________________________

1) Chronological sequences 2) Alphabetic by name3) Alphabetic by subject 4) Alphabetic by Location5) Numerical sequential 6) Numerical subject7) Alpha numerical sequential 8) Mnemonic System

_________________________________________________________________________

T.P. 4 INDEXING OF FILES_________________________________________________________________________

29. The purpose of an index is to facilitate the location of records. It may be kept apart fromthe other records where they are kept. For example at the right hand end of everydirectory, there is a list of words arranged alphabetically indicating the page numberswhere they occur. This is called ____________________ .

_________________________________________________________________________


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Index

30. Similarly where ever files are arranged in any system other than the alphabetical order,here has to be a separate list arranging the titles of the files in an alphabetical order andindicating where to locate that file either by giving its final number or its location. This iscalled the ___________ .

_________________________________________________________________________

index

31. When the record themselves are arranged alphabetically like the telephone directory(See Fig. 1) or dictionary(See Fig. 3) where there is no need for a separate index, but therecords themselves act as the index. This is called _____________________ .

_________________________________________________________________________

Self index

32. Which among the following form under index category and self index category

1) Code Books 2) Telephone Directory3) Library Catalogues 4) Alphabetically Arranged Files5) Strip index 6) Word index given at the right hand end of a dictionary

_________________________________________________________________________

* indexing - 1, 3, 5 * Self indexing - 2, 4, 6

33. The first step in maintaining an index is to write the title of the job, the serial number, thelocation and other details on a strip or a card, and arrange these strips in an alphabeticalorder either by name or by subject, and keep in easily readable frame or drawers, inconvenient location. If the data is written in strips, the index is called the _________index(See Fig.4) while if the data is written in cards and arranged in drawer it is called__________ index. (See Fig. 5)

_________________________________________________________________________ Strip index * Card index


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_________________________________________________________________________

T.P. 5 DISPOSAL OF FILES AND MICRO FILMING_________________________________________________________________________

34. As time passes on the records maintained in an office multiply, and become too crowdedto such an extent that we have to take a decision of what to do with old records that arenot useful. This process is called _________________ of files.

_________________________________________________________________________

Disposal

35. Before deciding, tags should be attached to each record or file to indicate whether it isessential to be continued for long or advisable to be retained for a certain period or to bedestroyed. Based on these tags _________________ action may be takenperiodically.

_________________________________________________________________________

Disposal

36. An alternative to destroying of the records is to photograph each record, and retain themin the form of tiny negative or about 100 pages in a A4 negative film. This process is

called ___________ ._________________________________________________________________________

Microfilming

37. The advantage of this method is that while space is saved by destroying a lot of deadfiles, the information is still not lost and can be retrieved from this ____________ .

_________________________________________________________________________


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Microfilm__________________________________________________________________________________________

T.P. 6 EQUIPMENT FOR FILING_________________________________________________________________________

38. Filing equipment help a lot in arranging the records in an orderly manner according to theplanned classification and also protects the records from danger and or theft. Filingcabinets are one good example of _____________ . (See Fig. 6)

_________________________________________________________________________

Filing equipment

39. The most important purpose served by a filing equipment is to protect the documentagainst careless handling, fire, water, dust or dampness. Hence, the primary purpose ofthe equipment is _____________ of records.


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_________________________________________________________________________

Protection

40. The equipment can be locked and prevented from thefts and maintain the confidentialnature of the records by preventing unauthorised reference. Hence the second purposeof the equipment is ______________ .

__________________________________________________________________________________________

Security

41. The equipment also helps the clerk in storing, locating and retrieving the documents.Hence the third purpose of the equipment is to help in the ___________________ and________________ of records.

_________________________________________________________________________

Storing * retrieving

42. Nevertheless to conclude even the best designed equipment can not serve its purpose,unless the planning and organising the __________________ system itself is efficient.

_________________________________________________________________________

Filing

CRITERION TEST

1.Enumerate the 8 objectives of a good filing system.

2.A company had the following 20 titled files in the office added in this sequence. Arrangethem in (a) Alphabetical by name (b) Chronological order and (c) Alpha-Numericalsequences. Also prepare a separate index table for these arrangements.

1) K.A. Anantapadhmanabhan 6th July 19852) D.R. Tarachand & Company 10th Feb 19833) ABC Transport Co. Limited 12th March 834) Telephones Department 22nd Nov. 19845) Dr. (Mrs) Anandi 14th June 19836) Prof. P.L.Arora 2nd Jan. 19847) Mrs. Tamanna 30th April 1985

8) P.L.Arora and Sons Ltd. 14th

March 849) S.L. Tarachand 8th June 198410) Technocrafts Enterprises 22nd Sept.198511) Tamilnadu Industries Ltd., 30th Aug. 198512) Arpana Associates 25th Sept.198413) Technical Training Centre 1st Jan. 198314) Press Shop of Aruna Industries 10th Oct. 198415) Agra Syndicate Limited 20th July 198516) Tropical Food Company Limited 15th Nov. 198517) Triumph Engineers 26th Jan. 1984


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18) Arbsilk Manufacturers Limited 1st Oct. 198519) Tyagarajan P.L. 15th Sept. 198420) Anthony 31st Dec. 1985

3.The following is the conversation between two friends.

Ram : we have modernised our companys filing system, by purchasing equilpment worthRs.2 Lakhs

Ravi : I am impressed. A good filing clerk can file just as accurately if less conveniently,then in cardboard cartons, if correct filing rules and procedures are followed.

Ram : I disagree

- with whom do you agree and why ?

A N S W E R S

Refer Frame Nos. 2 to 10

Refer Frame Nos. 10 to 28

Refer Frame No. 42

REFERENCE :

OFFICE MANAGEMENT by J.C. Denyer & Shah

(5

th

Edition) Macdanand & Evans

OFFICE ORGANIZATION AND METHODS by Mills & Stralingford(2nd Edition) - Pub : Pitman

PRINCIPLES OF OFFICE ADMINISTRATION by E.N. RanschPub: Charles &Merril Books

OFFICE PRACTICE by Mirze S. SaiyadanPub: Tata Mcgraw Hill

A TEXT BOOK ON WORK STUDY by D.R. Kiran(under publication)


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Correspondence ProgrammeNational Certificate in Supervision______________________________________________________________________________________

OFFICE SUPERVISION PAPER IV C________________________________________________________________________________

RECORD KEEPING OS 3.1_________________________________________________________________________


C. RADHDAKRISHNAN Formerly DirectorFormerly Asst. Director Supervisory DevelopmentSupervisory Development National Productivity CouncilNational Productivity Council Chennai 600 098.Chennai 600 098._________________________________________________________________________



i) state the need for reproduction servicesii) list the various types of duplicating and reproduction equipmentiii) compare each equipment with othersiv) justify the requirement of a reproduction equipmentv) select appropriate processvi) explain the use of collators in reproduction work.

Teaching Points :

1) Purpose of making copies

2) Conventional methods of reproduction

3) Different processes of reproduction

4) types of machines for reproduction

5) use of collators in reproduction


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6) justification of requirement

7) selection of suitable process

__________________________________________________________________________________________

T.P. 1 - PURPOSE OF MAKING COPIES_________________________________________________________________________

Introduction

In any organisation a number of written communications are made, such as letters,notes, bills reports, etc. Almost all of them are to be made in copies for the purpose ofsending the communication to different people, for recording and further processing.Therefore preparation of copies of the various communications involve lot of paper work,effort and cost. It is therefore necessary to learn the efficient methods of producingcopies of documents

1. Suppose you are writing a personal letter to a friend, do you generally keep a copy ofletter ? (Yes or No)

_________________________________________________________________________

No

2. The Purchase Manager of a company writes a letter to another company requestingthem to send the price list of their products. Do you keep a copy of this letter (Yes or No)

_________________________________________________________________________

Yes

3. So when official letters are written a copy is kept in the file for future reference as arecord. Any document which is kept for future reference is considered to be a recordExamples are : Sale Deeds, Agreements, Bills, Invoices, Office copy of letters etc. Thefirst use of a copy is to keep as a __________________ .

_________________________________________________________________________

Record

4. Any document which is kept for future reference is a ______________________ ._________________________________________________________________________

Record

5. A purchase order is sent to a client by the purchasing department for purchase of rawmaterials. A copy of the purchase order is kept in the file. This copy is kept in the file asa __________________.

_________________________________________________________________________

Record

6. Sometimes a communication is sent to a number of people. Examples, informing abouta general body meeting, marriage invitation etc. these are sent as information for


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compliance as you are required to attend the meeting or the marriage as the case maybe. So the second use of a copy is to serve as ________________________________.

_________________________________________________________________________

Information for compliance

7. A meeting of the Board of Directors is fixed and copies of the communication are to bemade and sent to all the members requesting them to attend the meeting.

In this case the copies are made and sent to serve as ____________________________________________________________________________________________________

Information for Compliance

8. The third use of making copies is to serve just as information. Examples are : Circulars,notices, etc.

In a company a new General Manager has taken charge. A notice is pasted on thenotice board to this effect so that all the employees will come to know of this. Here, the

notice is put up just to serve as an ____________________ only._________________________________________________________________________

Information

9. From the above frames you have seen that there are three uses of making copies.They are ,1) ______________________ 2) ______________________ 3)

__________________ ._________________________________________________________________________

record * Information for compliance * Information only

10. Identify whether the following copies are made for Record, Information forCompliance and Information only.

a) Copy of a sales deed kept in the office file of the Sales Department.

b) Price list for distribution to the clients and customers.

c) Wage agreement between the union and the management kept in the files of thecompany and union office.

d) Notice regarding announcement of the union election date pasted on the noticeboard

e) Circular regarding maintenance of punctuality in the office circulated to all the

employees.

f) Notice regarding visit of a dignitary to the factory.

_________________________________________________________________________

Record : a, c ; * Information for compliance : d, e ; * Information only b, f._________________________________________________________________________

T.P : 2 - CONVENTIONAL METHODS OF REPRODUCTION


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_________________________________________________________________________

Introduction

Reproduction of documents is a very important activity in every office. It helps to controlthe increasing office costs of making copies and at the same time provides timelyinformation. Prior to the development of various reproduction methods, offices relied oncarbon copies of hand written or typed. Typing to reproduce copies are resorted to onlywhen limited number of copies, say upto six are required. When large number of copiesare required, the method of printing for reproduction of copies is used.

_________________________________________________________________________

11. Reproduction means making a copy or copies of the original matter. In this lesson weare learning the reproduction of documents.

Consider an application is to be sent for a job. Alongwith the application a copy of thecertificate is to be enclosed. So we make a copy of the certificate for enclosing with theapplication. This process of making a copy of the original is called ___________ of thecertificate.

_________________________________________________________________________

Reproduction

12. A company has five Regional Offices. The Managing Director sends an identical letterto all the five offices seeking information about sales date. Name what method ofreproduction will be used for making copies of the letter ________________ .

_________________________________________________________________________

Typing

13. A company is calling the Annual General Body Meeting. A notice is to be sent to all thetwo thousand share holders inviting them to attend the meeting. State what methods is

to be adopted for making the copies __________________ ._________________________________________________________________________

Printing

14. A receipt is issued for money received by an office towards sale of a product. normallya handwritten receipt is made in the pre-printed form and copy of it is got with the help ofa _____________________ .

_________________________________________________________________________

Carbon

15. A requisition slip for drawing material from the store is made by

______________________ ._________________________________________________________________________

Writing

16. You know now that the conventional methods of reproduction of copies are______________ .

_________________________________________________________________________


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written * typed * printed

17. Copies are made by hand writing and typing when only _______________ number ofcopies are required. Printing is used when ___________________ number of copiesare required

_________________________________________________________________________

Limited * large

18. Determine the type of reproduction method to be used in the following cases :

a) A sale deed with three copies

b) A letter addressed to the General Manager with a copy each to the RegionalManagers of three regions

c) Price lists of the various products manufactured by the company for distribution toa large number of customers.

d) A receipt in the pre-printed form with a copy.

e) Circular regarding change of address of the company to all to customers / agents/ clients

f) A notice regarding change of address to be put up on the notice board._________________________________________________________________________

a) Typing * (b) typing * (c) printing * (d) hand written

e) printing * (f) typing_________________________________________________________________________

T.P : 3 - DIFFERENT PROCESS OF REPRODUCTION_________________________________________________________________________

Introduction

The effectiveness and efficiency of reproduction services depend upon the type ofprocess that you select. The particular needs of the company should determine whichprocess is the best suitable. Reproduction process eliminates repetition when itbecomes necessary to reproduce office paper work. There are two types of processesused in the offices for reproduction. One is called copier i.e. copying machine and theother duplicator i.e. Duplicating machine. We shall now study these two processes here.

_________________________________________________________________________

19. A copying machine will produce copies directly from an original matter. A hand written ortyped matter on a plain paper, a printed page, a sketch or diagram on a paper, etc. canbe considered as original.

Suppose you want to send a copy of the bill to a customer, you can take a copy of thebill directly from _______________ by using a ______________________ .

_________________________________________________________________________

Original * copying machine

20. Reproduction of copies on a copying machine is faster. It is economical only for makinglimited number of copies.


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A copy of a letter is to be made. If it is to be typed it may take about twenty minutes toretype on a typewriter, whereas a copy can be made on la ____________________ infew seconds.

_________________________________________________________________________

Copying machine

21. The copy produced on a copying machine will be neat as compared to the carbon copymade on a __________________________ .

_________________________________________________________________________

Typewriter

22. So a copying machine can produce copies directly from the ________________ andthe copies will be _______________ .

_________________________________________________________________________

Original * neat

23. On the other hand a duplicating machine can make large number of copies. But fortaking copies, a master of the matter is to be prepared before reproduction. This masteris prepared on a special carbon paper, stencil or plate in metal or plastic or film. Themaster is mounted on the duplicating machine to reproduce copies.

Producing copies on a ______________________________ is possible only from a____________ of the matter prepared before hand.

_________________________________________________________________________

Duplicating machine * master

24. You might be aware that if additional copies of your photo is required copies an be

taken if the negative of the photo is available. This negative film is called the master.Copies can be reproduced on a duplicating machine only if ____________ is prepared.

_________________________________________________________________________

Master

25. On a duplicating machine by using the master a large number of copies can bereproduced.Two hundred copies of a circular letter is to be reproduced. Which process do you thinkis advantageous and economical ? (copying process or duplicating process).

_________________________________________________________________________

Duplicating process

26. So the two processes of reproduction are 1) _________________ 2)_______________ .

_________________________________________________________________________

Copying process * duplicating process

27. A copying machine will produce copies directly from an ________________ matterwhereas


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a duplicating machine will produce copies only from a previously prepared__________________

_________________________________________________________________________

original * master

28. Further, duplicating machines are designed to produce ___________ number of copieswhereas copying machines are economical only to produce _____________ number ofcopies as compared to a duplicating machine.

_________________________________________________________________________

Large * limited

29. Indicate which of the two processes of reproduction is advantageous in the followingcases :

a) Two copies of a letter

b) 100 copies of a prepared speech

c) 100 copies of a complicated sketchd) 220 copies of a page from a book

_________________________________________________________________________

copying machine * b) duplicating machine

copying machine * d) copying machine

30. In which process copying or duplicating, each of the following things are valid ?

a) Need not process copying or duplication, each of the following things are valid ?

b) Faster to take limited number of copies

c) Need not re-type the matter to produce a copy

d) Copy can be taken directly from the original

e) Copy can be taken only with the help of a master

f) Economical to take large number of copies

_________________________________________________________________________

a, b, c a and d copying process

e, and f duplicating process

31. State whether the following statements are true or false

a) Copying machine is used to make copies from original matter

b) Duplicating machine does not require a master to reproduce copies

c) Copying machine is economical only for large number of copies

d) Duplicating machines are intended to make large number of copies

_________________________________________________________________________

True a and d


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False b and c

_________________________________________________________________________

TP - 4 TYPES OF MACHINES FOR REPRODUCTION_________________________________________________________________________

Introduction :

We shall now examine the various machine which can be employed for reproduction ofcopies in order to see what each machine is capable of doing, the quality of the copy itproduces, and how it compares with similar such machines. We have seen that thereare different processes of reproducing copies. Now we shall examine the various typesof machines used for reproduction one by one.

32. The very commonly used machine in every office is the typewriter. Copies can be takenby using a carbon paper while typing. The maximum number of copies that can be takenat a time is about six including the original. A typewriter is a low priced machine. Butonly limited number of copies can be taken at a time. It requires special skill to operateand it takes more time and effort to reproduce copies. The quality of the carbon copiesis also not very good. Therefore typewriter is used in offices mostly for typing letters.

As a machine for reproduction _____________ is not very useful in offices because itcan produce only ______________ number of copies at a time.

_________________________________________________________________________

Typewriter * limited

33. In a typewriter copies can be taken only with the help of _______________ and the______________ of the copies will not be good.

__________________________________________________________________________________________

Carbon paper * quality

34. Therefore a typewriter is used in offices mostly or _____________ original letters, bills,invoices etc. and not for ____________ large number of copies. Only two to six copiesof the matter alongwith the original can be taken on a typewriter.

_________________________________________________________________________

Typing * reproducing

35. There are other modern typewriters which can perform different functions. An electrictypewriter performs the same functions as that of an ordinary typewriter. But the typistcan type faster with less effort and in less time. The quality of the typed matter will begood with an even impression. Typing can be done with less effort and time on an___________ Typewriter.

_________________________________________________________________________

Electric


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36. The other typewriter is electronic typewriter. Large numbers of standard letters whichcan look like individual letters can be typed on this typewriter. This machine is automaticand therefore typing rate is very high. Though the letters look like individual letters, thenames and addresses of persons are to be typed separately. As compared to ordinarytypewriter the electronic typewriter is very fast. But as a reproduction equipmentelectronic typewriter is not as fast as a copying machine or a duplicating machine. Aspecial feature of the electronic typewriter is that if some changes are to be made in thebody of the letter this can be done without retyping the complete line or matter. In thelatest models information can be stored in memory provided in the typewriter. Electronictypewriters can produce copies faster than an ordinary typewriter, but it cannotreproduce copies like a duplicating machine or a copying machine. Therefore it cannotbe considered as a _____________ equipment.

_________________________________________________________________________

Reproduction

37. Electronic typewriter cannot make copies on its own, because each copy isautomatically ___________ which takes time.

_________________________________________________________________________

Typed

38. Identical letters which should look like individual letters and requiring number of copiescan be typed in an _______________ typewriter.

_________________________________________________________________________

Electronic

39. In an electronic typewriter, if changes are to be made in figures or words it can be donewithout changing the other line or matter. This advantage will help in (speeding up orslowing down) the typing of letters and documents.

_________________________________________________________________________

Speeding up

40. A picture of the electronic typewriter is given in figure 1. The important features of themachine are marked for your guidance. When you type the matter, it is displayed and inany correction is to be made, this can be done immediately. If the matter is importantthis can ;be stored in the memory for future use. The paper can be insertedautomatically. The display will also help to call a specific matter from memory for anychange needed. The corrections can be made in all electronic typewriter immediatelybecause the matter comes under ______________ automatically while typing.

_________________________________________________________________________

display

41. In the panel the display is identified as no __________ ._________________________________________________________________________

one

42. In an electronic typewriter the matter typed can be re-typed without manual effortbecause the matter is stored in _____________ .


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_________________________________________________________________________

Memory

43. The paper can be inserted automatically at the place marked ___________ ._________________________________________________________________________

Three

44. The matter stored in the memory can be called back and seen in the _____________for any change or correction of any specific part in the matter.

_________________________________________________________________________

Display

45. The function of calling from memory, paper handling function etc, are done with the helpof keys given in the key board marked at ______________

_________________________________________________________________________

Two

46. An office has three typewriters - ordinary typewriter, electric typewriter and electronictypewriter. The following jobs are to be allocated and all the machines are fairly busy.In order to carry out the work faster and keeping the quality in view how do you allocatethe machine for the different jobs.

a) An ordinary letter with two carbon copiesb) A letter to the Managing Director of a Companyc) Six individual identical letters

_________________________________________________________________________

a) Ordinary typewriter

b) Electric typewriter c) Electronic typewriter

47. There are different types of copying machines (copier). Copier which reproduces copiesby heat process is called thermocopier. The original and copy paper pass through themachine for a few seconds and a copy is produced. The quality of the copy dependsupon the original and the length of time the original is exposed to heat. Colouredoriginals cannot be copied on this machine. The copies are made on a special paperand therefore the operating cost is high. As a reproduction machine this has only limitedapplicability. Copies can be made from the _______________ in a thermocopier.

_________________________________________________________________________

Original

48. In thermocopier copies are made on a _____________ paper._________________________________________________________________________

Special

49. As a reproduction equipment _______________ is expensive because copies are madeon a _______________ paper.

_________________________________________________________________________


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Thermocopier * special

50. Coloured materials cannot be reproduced on a thermocopier (Yes or No)_________________________________________________________________________

Yes

51. In a thermocopier originals are exposed to _____________ to reproduce copies_________________________________________________________________________

Heat

52. Electrostatic copier or XEROX, is what we normally call, a simple machine easy tooperate. A copy is produced by the action of light on electrically charged carbon dustwhich is fused to the copy paper. Copy can be made directly from the original withinseconds. Whether it is a single sheet or a page of a book. Coloured originals do notmake neat copies. the latest model machines can make predetermined number ofcopies automatically with the help of a pre-setting arrangement at a speed comparable

with a duplicator. A special paper is required to make copies. Xerox machine can makecopies directly from _____________ ._________________________________________________________________________

Original

53. Quality of copies are not good if _____________ originals are to be reproduced_________________________________________________________________________

Coloured

54. Copies are made in a xerox machine by the action of ________________ on electricallycharged ___________ fused to the copy paper.

_________________________________________________________________________

Light * carbon dust

55. Pre-determined number of copies can be made on a ____________ machine as fast asa _____________ .

_________________________________________________________________________

Xerox * duplicator

56. As special paper and carbon dust are costly, for making copies. Copier is not veryeconomical like _____________ .

_________________________________________________________________________

Xerox * thermocopier

57. As copies can be made faster and easy to operate, xerox machines is a time and laboursaving equipment. For making smaller number of copies _______________ is a real____________ and _________________ saving equipment.

_________________________________________________________________________

* Xerox * time * labour


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58. When you make a copy which can look similar to the original, it can be made on a (Xerox

or duplicator)_________________________________________________________________________

Xerox

59. It is possible to make a copy from the page of a book in (xerox or thermocopier)_________________________________________________________________________

Xerox

60. A picture of the electrostatic copier or xerox is given at Figure 2. The original matter isto be placed below the top cover. The paper is to be fed on right side tray and thecopies will come out in the tray on the left side. Varying numbers of copies can bemade from the original by setting the dial. The machine is electrically operated with thehelp of various knobs. From the picture identify the place where the original matter forcopying is to be kept.

_________________________________________________________________________

Below the top cover

61. As stated earlier copies can be taken only on a special paper. The paper is to be kept inthe tray on the ____________ of the machine shown in Fig. 2.

_________________________________________________________________________

Right side * 2

62. The copies will automatically come out on the tray on the __________________ side ofthe machine.

_________________________________________________________________________

Left Side * 3

63. Copies are taken by setting the ______________ shown at _____________________.

_________________________________________________________________________

Dial * 4

64. The knob given at ________________ is to be pressed for operating the machine._________________________________________________________________________

5

65. There are two types of photo copiers wet and dry. In wet copier, copies are made bythe reflex action of light on a chemically treated paper to produce a negative. Thisnegative is passed through a developing fluid to produce a positive copy on a specialpaper. The second process the direct positive wet copier produces a positive copywithout transferring it from a negative. In both the cases matter pass through themachine twice one for photo copying and the other for developing as compared with thesingle operation of Thermocopier or xerox. Copies are produced from a__________________ in a _______________ copier.

_________________________________________________________________________


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Negative * wet reflex

66. In direct positive wet copier, copies are reproduced without a _________________ ._________________________________________________________________________

Negative

67. In the case of photo copier wet or dry process, the original has to go through themachine twice, once for photo copying and secondly for developing. In Thermocopierthe matter has to go through the machine only once. The quality of the copy made inphoto copier would be superior as compared to Thermo copier. Negatives is not to beprepared to reproduce copies in a (Photo copier or Thermocopier)

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Date post:	04-Apr-2018
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