Today it is not surprising when a reader (user), coming to the library and spending a certain amount of time in it, not only does not use its fund, but does not even make an attempt to order literature. Users satisfy many of their needs at the informational level, i. are quite content with bibliographic, abstract, reference and other electronic information obtained via the Internet, using a CD-ROM or otherwise. Moreover, the development of an electronic resource leads to the fact that many libraries, having no funds for acquisition of foreign publications, find an opportunity to organize access for their users to full-text electronic resources, and these trends are gaining momentum (electronic scientific Library RFBR, electronic publications of the Open Society Institute - Russia and others have provided many libraries with free access to several thousand titles of foreign journals). In addition, electronic document delivery is becoming more widespread, which allows library users, without coming to the library itself, to order from their workplace (or from home) an electronic copy of an article, brochure, book fragment and receive it in a matter of moments. At the same time, it should be noted that already in many libraries the number of remote accesses (visits) to the library's Internet site exceeds the number of ordinary physical visits.
All of the above confirms that the old ideas about the library are crumbling before our eyes. The reader no longer always comes to the library for a document, he comes for information and/or an electronic resource. The library is gradually turning into a center of electronic information resources, retaining, nevertheless, the functions of a regular library for serving users with printed documents. This new function of the modern library not only clearly illustrates one of the main trends in modern library activity, it should also be taken into account both in planning the development of automated library and information technologies, and in general for revising the already outdated concept of the traditional library.
Technologies for creating an electronic document
First, this technologies of analytical and synthetic information processing in ABIS.
Analytical and synthetic processing (ASO) - individual processes that include operations or groups of operations associated with the analysis of documents or data but do not lead to a significant change in their content, structure and type. In automated systems, ASO can be performed both in the form of manual, "man-machine", and purely "machine" (ie, using only automated tools) operations. Sorting, writing/rewriting, encoding, decoding, encryption/decryption, conversion, etc. operations can serve as examples of fully or partially automated ASO implementation. Data processing is a generalized name for heterogeneous processes associated with data. Some terms related to the types of data processing can be noted:
- · Integrated data processing - the principle of organizing data processing in an automated system, in which processes or operations previously performed in various organizations, departments or sections of the technological chain are combined or optimized in order to increase the efficiency of the system. One possible goal of "integrated data processing" is to create integrated databases.
- · Distributed data processing - data processing carried out in a distributed system, in which each of the technological or functional nodes of the system can independently process local data and make appropriate decisions. When executing individual processes, the nodes distributed system can exchange information through communication channels in order to process data or obtain the results of an analysis that is mutual for them.
- · Automated processing (of data/documents) - processing (of data or documents) performed automatically, without or with limited human involvement. The technical means of implementing "automated processing" may be a computer or other devices, machines.
- · Machine processing - performing operations on data using a computer or other data processing devices.
- · Pre-machine processing, preparation of data for input - the stage of analytical and synthetic processing or processing of documents associated with the formalization of final documents and recording their content on a worksheet.
- · Sorting - automatic or manual distribution of documents or data according to some given criteria. The set of processes associated with bringing records in a file in accordance with latest changes in subject area or received new information (data). "Updating a file" involves performing the following operations: viewing records, adding new records, deleting (deleting) or correcting (editing) existing records.
Secondly, this information digitization technologies.
Information digitization technologies include:
1. Scanning.
This method is especially useful for those who are preparing multimedia applications based on existing printed materials and illustrations.
A scanner is a peripheral device of a personal computer that allows you to enter originals into a computer, presented in the form of text documents, drawings, slides, photographs, and so on. The scanner converts such information into electronic.
Based on a generalized assessment of the characteristics of scanners, these devices can be divided into the following subgroups:
- o Handheld scanners.
- o Page (pull) scanners.
- o Slide - scanners.
- o Projection scanners.
- o Drum scanners.
- 2. Data entry from the keyboard.
Keyboard entry is a type of manual entry. Technological tool providing keyboard input is a worksheet. Text input is carried out using the Word text editor, which is included in the software package under the general name Office, released by Microsoft. It is designed to run under the Windows operating system.
Word is a Windows application designed to create, view, modify and print text documents, which makes it possible to do everything without exception traditional operations above the text provided by modern computer technologies:
- o set and modification of unformatted alphanumeric information;
- o character formatting using a variety of True Type fonts in a variety of styles and sizes;
- o page formatting (including footers and footnotes);
- o formatting the document as a whole (automatic compilation of a table of contents and various indexes);
- o spell check, synonym selection and automatic word wrapping.
Thirdly, this technologies for processing digitized documents.
The technologies for processing digitized documents include character recognition and their further editing.
Optical character recognition software - OCR (Optical Character Recognition) is designed to automatically enter printed documents into a computer. Most often, users use ABBYY's FineReader optical text recognition system and Cognitive Technologies Ltd's CuneiForm optical character recognition system in practice. Both systems have approximately equivalent capabilities and are designed to recognize texts typed in almost any font (except for hieroglyphs and Arabic), without prior training. A feature of the programs is the high accuracy of character recognition and low sensitivity to printing defects.
OCR software systems work as follows. Let's say you have a text paper document with a complex structure, i.e. in addition to text, the document contains tables, diagrams, illustrations, etc. You need to edit the text using a word processor. To solve this problem, you need to place the document in the scanner and create its electronic copy, which is a graphic image of the document.
The next step is to convert the image to text. This stage is very important, since the result of scanning is an image that can be saved exclusively in a file of one or another graphic format or loaded for processing not into a text, but into any graphic editor. You can paste an image directly into a text editor. However, for text applications, the image is an indivisible element and cannot be identified. Thus, even if there is text on the image, it cannot be edited using a text editor. Therefore, first of all, it is necessary to convert the image of characters into text as such, i.e. into a sequence of characters available for processing in text editors.
The FineReader and CuneiForm software systems allow solving the problems of converting images into texts and are supplied in the form of complexes powerful enough to be used in practice.
The process of text recognition by OCR systems is as follows.
First, you need to get a graphic image of the document, which can be done in two ways - by scanning the document or by loading an image from a file. The software application environment allows you to view images at different scales, as well as perform some transformations with them, in particular, rotate and invert them.
At the next stage of document processing, they are marked up. The purpose of this operation is to tell the OCR system how the text is positioned on the image.
The results of automatic layout can be corrected manually - create and delete blocks of text, move them, set their sizes, divide them into adjacent blocks, make blocks polygonal by attaching block rectangles to them or cutting out block rectangles from them, etc. Blocks can be assigned serial numbers, which is very convenient if you need to convert complex formatted text into plain text.
For texts that are printed blurry or against a non-uniform background, adaptive scanning is used, which allows, at the expense of some performance degradation, to increase the accuracy of determining the contours of letters.
When recognizing low-contrast, faint printed documents, the recognition quality can be improved by adjusting parameters such as brightness, contrast, and black and white point level threshold.
Layout and OCR settings are configured to ensure that the OCR system is able to properly block text and recognize it. In particular, it is necessary to indicate in which language(s) the text to be recognized is written.
For quick work with recognized text, the OCR system integrates its own text editor, reminiscent of the WordPad application built into Windows. The text editor is able to support such basic text formatting features as fonts and styles, superscripts and subscripts, tables, columns, frames that move over text. Doubtful words are highlighted in a certain background in the recognized text, and the text editor provides tools for quickly searching for dubious words, which greatly simplifies viewing and editing the recognized text.
Some versions of OCR systems, such as ABBYY FineReader Corporate Edition, contain integrated collaboration tools. To implement the ability to work on a network, each computer must have a separate copy of the program installed.
In this case, work with the same package on several computers can be organized. The network tools of the system have the ability to track the process of processing pages - by whom in this moment the page is opened, scanned, recognized, checked, etc. Changes made to the page by one user are visible to everyone who works with the same package.
The CuneiForm 2000 Master system also has teamwork capabilities, which, in addition to the CuneiForm 2000 environment itself and a text editor, contains a built-in batch scanning and recognition software unit, as well as software for using scanners on a local network.
Fourth, this technologies for creating WEB-documents.
The most commonly used language for creating Web documents is HTML (HyperText Markup Language). This concept includes various ways of designing hypertext documents, design, hypertext editors, browsers, and much more. Hypertext is perfect for incorporating multimedia elements into traditional documents. In practice, it was thanks to the development of hypertext that most users were able to create their own multimedia products and distribute them on CD. Such information systems, made in the form of sets of HTML pages, do not require the development of special software tools, since all necessary tools for working with data have become part of the standard software most personal computers. With this approach, the user is required to perform only the work that is directly related to the subject of the product being developed: prepare texts, draw pictures, create HTML pages and think over the links between them.
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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
Modernsoftwarefunds,usedinprocesscreationdocuments
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 Microsoft Excel spreadsheet
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 "Office work" and "Secretary business", which talk 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. Choice of specific software product for text processing 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 input, modification and saving of any symbolic text, but it is intended mainly for preparing program texts in programming languages high level, since they do not require formatting, i.e. automatic transformation of the arrangement 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 the 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 printers different types standard printing programs 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 class, but with fairly blurred boundaries: formatters, word processors and desktop publishers.
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. In order to ensure the compatibility of text documents when transferring them from one word processor environment to another, there is a special kind of software - converters that guarantee the receipt of an 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. PackageappliedprogramsMicrosoftoffice
2.1 Appliedprograms,incominginMicrosoftoffice
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 most full version Premium 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. The kit includes as a free application `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, MS Access DBMS allows you to work with a whole system of interrelated 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 various types of 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. merging a typical text (stencil) with the information to be filled in
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 Help 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 under 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 treat them as a whole when it comes to copying, downloading, editing, 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 feature of all spreadsheet processors, including modern systems Ah, 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 different 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. With the help of simple techniques, it is possible 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 "Visual Basic" built into Microsoft Word and MS Excel, the 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 and document management system developed by IT Co. shows that in a 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. Carrying out accounting, storage and quick search of 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 public institutions 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. 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 of an electronic library (archive) of 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 the decisions made, 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 now uses the Windows operating system (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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Creation of electronic documents. The creation of simple text documents can be performed on typewriters of various types, followed by text input from a paper document into a PC using a scanner. But, of course, it is more efficient to create even simple documents directly on a PC using a wide arsenal of software tools that provide a convenient and highly efficient service. All the more
This service is important when creating complex highly artistic documents intended for subsequent replication. The preparation of such complex documents requires the execution of procedures for typing, editing, proofreading, preparing illustrations, layout and page layout, and printing.
Often the direct sources of materials for documents are systems) image scanning, faxes, Email, spreadsheets, graphs, drawings, etc.
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, diagrams, seals, signatures, etc.
Example 7.23. In electronic document management systems can be used; text editors: Lexicon, Muiti Edit, Word Perfect, Word 7.0; art editors: Page Maker, Water Mark Professional; publishing systems; Ventura Publisher, Corel Draw, Frame Maker; image editors received from scanners: Water Mark Professional, Photo Styler, Photo Shop, and many other software products.
Storage of electronic documents. The system for storing electronic documents should ensure efficient storage and updating of documents in the external memory of the computer, as well as their efficient search and confidential access to them. Databases are the storage of specially organized information, including electronic documents, in the external memory of a computer. To create and maintain databases, database management systems are designed, which are discussed in detail in Chapter 15.
Manipulation of electronic documents. The main functions of this subsystem are: organization of work with electronic documents, control over the execution of documents, their electronic distribution, printing and replication.
Domestic system "Delo 1" (JSC "Electronic Office Systems") provides convenient organization of work with documents and full control over their movement and execution in any organization that has a local area network. In particular, the system provides the following features:
registration of electronic documents for which electronic cards are issued;
sending electronic documents and their electronic cards to the workplaces of performers;
accumulation of documents in mailboxes of performers;
Control of movement and execution of documents with prompt receipt of relevant information;
Maintaining lists users, classifiers of documents, types of their delivery, files used in the workflow.
The system supports working with text, handwritten, graphic documents, faxes, telephone messages, television images, etc.
There are integrated software systems(Water Mark Professional, Lotus 3 plus, Works 3.0 for Windows) that allow you to work with documents of various formats.
The Microsoft Office for Windows system is widely known, including the Access 2.0 DBMS, Excel 5.0 spreadsheet processor, Word 6.0 text editor, Mail e-mail and its Form Designer extension, At Work PC Fax fax modem service programs and Power Point presentation techniques and much more.
Using Microsoft Office software tools, you can provide:
processing of incoming and outgoing information;
Creation and editing of electronic documents;
collection and analysis of data (for example, reporting) with a visual presentation of the results in the form of graphs, diagrams, etc.;
storage of electronic documents in databases with convenient search and access;
functions of dispatching the passage of documents and an electronic secretary;
convenient formatting and printing of electronic documents, etc.
The integrated Team Office system is a complete office open information system that provides users with access to electronic documents, operational communication between themselves and a convenient working environment. It supports many current word processors, business graphics systems, spreadsheets, database management systems; has programs that organize its extensive library (Team Library), e-mail (Team Mail), a teleconferencing system and a bulletin board (Team Forum) where you can replicate information, an electronic weekly (Team Calendar) for planning various events, an electronic coordinator of business procedures and information router between users (Team Flow) and much more.
All these programs are included in the most intensively developing area of software focused on workgroups - the so-called groupware-products (groupware - software for collaborating with electronic documents of many users).
5.2 COMPUTER SYSTEMS FOR ADMINISTRATIVE AND MANAGEMENT COMMUNICATIONS
As follows from the above, the computer is transformed from a powerful calculator into a powerful means of managing electronic documents and a powerful communication tool. Indeed, through various information and computing networks, one can send (and receive) messages to the most remote locations around the world, exchange data and programs with hundreds and thousands of subscribers, and receive any reference information from operational service systems.
The computer can be connected to the subscriber's telephone network and get access to other subscribers of this network, to e-mail, to teletypes and telefaxes working with this network (similar service networks already exist: networks "Rosnet", RJEX 400, etc.),
A modem is required to connect to all of these networks. The modem is installed in the slot (connector) of the PC motherboard or is autonomously connected to its serial port. A computer modem often has two external connectors: one is used to connect to the telephone network, the second is used to connect a telephone set in parallel with the modem. For computers, high-speed modems (14400, 28800 and 33600 baud) should be used, because, among other things, they will significantly save the cost of renting communication channels: transferring 1 MB of data at a speed of 300 baud takes about 3 hours, and at a speed of 28800 baud - less 2 minutes.
A computer with a fax modem works much more reliably (does not "jam" the paper) and more stable than telefax, provides many additional services: much more convenient and efficient automation of fax text preparation using the entire arsenal of computer tools, integration with e-mail, telex and database computer, the presence of a large electronic reference book containing a wide variety of useful information, differentiation of the access rights of employees and external subscribers to fax, control of the passage of correspondence, detailed fax statistics, etc. (so why not replace the fax machine with a personal computer with a modem, scanner and printer, especially since there is no PC on the desk of the secretary of any self-respecting company?).
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 - common name 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 you take her state of the art, 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. Introduction of wide automation of production, creation computer science. 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 machines 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 method of 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. presented in some 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, 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 the creative process of 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 be understood only by knowing the sign system of 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, functional content of the organization as a whole, its divisions and employees, their rights, duties 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 the staffing table, 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 approval with all interested departments and persons, the legal service, deputy heads of the organization or one of the deputies in charge of the relevant area of the organization's activities.
OD includes: charter, memorandum of association, regulations on the organization, regulations on the structural unit, regulations on the collegial (advisory) body of the organization, regulations, staffing, instructions, job descriptions.
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 that give rise to specific administrative-legal relations.
Depending on the scope of their scope, administrative documents are divided into:
legal acts of the federal level - acts issued by the President of the Russian Federation, the Government of the Russian Federation, federal executive authorities (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 composition of information and reference documents includes: memorandum, memo, explanatory note, proposal, presentation, statement, all types of correspondence, protocol, act, certificate, conclusion, recall, summary, list, enumeration.
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 an 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 widespread type are carriers on paper basis. 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.
The paper ones are 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. it main and auxiliary funds.
Auxiliary means are equipment that ensures the operability of fixed assets, as well as equipment that facilitates and makes managerial work more comfortable. Auxiliary means of information processing include office equipment and repair and preventive means. Office equipment is represented by a very wide range of tools, from office supplies, to delivery, reproduction, storage, search and destruction of basic data, administrative and production communication tools, 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 in order to control certain processes, a certain management information characterizing the states and parameters technological processes, quantitative, cost and labor indicators of 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, various 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 fixtures, machines, furniture, etc., ranging 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. He gives high quality, however, 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 the necessary 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. For large networks management team required.
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. Network, dramatically increases the possibility of unauthorized access to information, information protection requires a complex 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, the use of 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 telephone, but also 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). Average, effective speed work 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. A distinctive feature is that several devices can operate on 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 will print all messages they receive (including those that do not carry any useful information) on 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 amount 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 a huge number of 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 telephony facsimile boards are an integral part of the 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. The use of a fax server minimizes time and material costs when receiving and transmitting fax messages. Fax on Demand allows you to automate the process of providing subscribers with frequently requested documents. Fax distribution greatly simplifies the work of staff when sending a large number of different documents to a large number of recipients.
2.5 Modem connection
A system is unthinkable without a modem electronic communications. This device allows you to get involved in an exciting, and today, using the latest inventions of the world of telecommunications, already and simply vital, the world of information flows, electronic databases, e-mail, electronic directories, bulletin boards and 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 as an external device that 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 as an ordinary printed circuit board that is installed on the computer's common bus. 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
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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
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