1.2.2. Oral Communication Telephone

Except for small office, most systems require the use of a switchboard, so that several incoming and outgoing calls may be handled simultaneously.

Answering machines are connected to the telephone and will answer the call and record any dictated message. These are recorded on magnetic tape and can be played back later by the person or persons interested.

Intercommunication (intercom) systems

These relieve the telephone switchboard. Some permit one-way, others two way, communications. There are two main types:

1. Telephone type installations, independent of regular telephone service.

2. Electronic devices using principles of radio.

Telephone installations usually operate on a battery or transformer and calls can be sent by pressing a button to call in another office, where there is a similar machine which enables the conversation to be heard through a loudspeaker. Conversation may be two-way or one-way. They are direct and private and there are no operator delays. Conferences among any number of executives are possible without anyone leaving his desk.

Staff location or paging systems

• Loudspeakers; messages are relayed over all premises at once. This, though, may be distracting.

• Bells and buzzers.

• Radio paging. The executive carries a small radio connected with the closed circuit of the firm. A call transmitted on an executive's wavelength is made and a buzzer indicates the call; the executive may then go to a telephone or may be able to reply direct into a two-way radio. Alternatively, a message may be displayed.

• Mobile telephones.

Assignments

I. Memorise the following words and phrases:

switchboard	комутатор
to play back	відтворювати (звукозапис)
to relieve the switchboard	зменшувати навантаження на комутатор
transformer	трансформатор
loudspeaker	гучномовець
to relay	транслювати, передавати
buzzer	гудок, сирена

II. Suggest the Ukrainian equivalents of the words and phrases below:

incoming/outgoing calls; answering machine; to record any dictated message; installation; wavelength;

III. Answer the questions:

1. What is intercom system?

2. How does paging system operate?

1.2.3. Other Office Services Filing

Careful thought is needed in determining a system of filing. In all cases local conditions and problems must be examined to decide on the most appropriate system.

Questions to be considered are:

• How valuable is the record?

• How long does the record have to be kept?

• How quickly must a record be produced when required?

• Which departments may need to use the record?

The answers will help to determine the method of classifying files. Generally speaking, those with similar characteristics will be filed together.

The main methods of classification are alphabetical, numerical, geographi­cal, subject, chronological, or combinations of these.The essentials of a good filing system comprise:

• economy ― in money cost, labour and overhead cost;

• simplicity and accessibility ─ simple to understand and operate and sited so that records are easily inserted or extracted;

• compactness and safety ─ it should take up minimum space and important documents given special protection;

• the system should be capable of easy expansion and records should be readily available;

• filing should be kept up to date, cross-references being used where neces­sary, and the most appropriate system of classification used.