RBSE Solutions for Class 11 Business Studies Chapter 7 Office Management

RBSE Solutions for Class 11 Business Studies Chapter 7 Office Management

Rajasthan Board RBSE Class 11 Business Studies Chapter 7 Office Management

RBSE Class 11 Business Studies Chapter 7 Textual Questions and Answers

RBSE Class 11 Business Studies Chapter 7 Multiple Choice Questions

Question 1.
This person is suitable for office operation –
(a) manager
(b) technician
(c) consultant
(d) jurist
Answer:
(a) manager

Question 2.
Incoming and outgoing mail is recorded in –
(a) stock register
(b) inward – outward register
(c) computer
(d) travel register
Answer:
(b) inward – outward register

Question 3.
After receipt of the letters in office, they are arranged and kept for easy availability for reference –
(a) in the file
(b) a special type of packing material
(c) in the cupboard
(d) in the drawer
Answer:
(a) in the file

Question 4.
Use of the reception area of the office is –
(a) to accommodate the guests.
(b) for making different people sit together.
(c) to welcome and provide information to guests.
(d) to have tea, breakfast and read newspapers.
Answer:
(c) to welcome and provide information to guests.

Question 5.
Work capability and efficiency of an office increases by –
(a) appointment of good consultants.
(b) putting air – conditioning.
(c) using office equipment of modern technology.
(d) appointment of the outsourcing agency.
Answer:
(c) using office equipment of modern technology.

Question 6.
Office records should be kept for a minimum period of –
(a) 3 years
(b) 8 years
(c) 18 years
(d) 10 years
Answer:
(a) 3 years

RBSE Class 11 Business Studies Chapter 7 Very Short Answer Type Questions

Question 1.
What is office Management?
Answer:
Using basic principles and practical dimensions of management in office administration is office management.

Question 2.
What is the chief organizer of office known as?
Answer:
Officer Manager.

Question 3.
What is an official record?
Answer:
Various types of records include letters, reports, vouchers, etc.

Question 4.
What are the departments related to mail/correspondence in an office known as?
Answer:

• Letter Department.
• Record Department.

Question 5.
What is the reception area in an office?
Answer:
Anybody who comes to an office is first made to enter the reception area. The area has facilities like ventilation, sitting space and other facilities so that every visitor experiences a pleasant atmosphere.

Question 6.
What is a Computer?
Answer:
the computer is electronic equipment that inputs the data and instructions, processes it and gives result in the form of output.

Question 7.
What is the use of Printer in the office?
Answer:
The making of hard copy is done by the printer.

Question 8.
Who is called the office manager?
Answer:
An office manager is the one serves as a link between the top management and lower-level employees.

Question 9.
Which small machine is used for general calculations in the office?
Answer:
Calculator.

Question 10.
What does a scanner do?
Answer:
The scanner is an input device of the computer which is used to store data.

Question 11.
What is the class of reception area operators?
Answer:
Clerical – class employees.

Question 12.
What does the mail – receiving clerk do?
Answer:
His work is to receive and dispatch and sort and forward mail to concerned departments.

Question 13.
What does a mail sending clerk do?
Answer:
His work is to mail the details and maintain the records of outgoing mail.

Question 14.
Name any two modern equipment used in the office?
Answer:
Modem, Scanner.

Question 15.
Which machine is used to get a copy of a document?
Answer:
Photocopy machine.

RBSE Class 11 Business Studies Chapter 7 Short Answer Type Questions

Question 1.
Describe the reception area.
Answer:
Anybody who comes to an office is first made to visit the reception area. From there, he gets information about the desired office activity, of a person or place. The reception area has facilities like ventilation, sitting space and other facilities so that every visitor experiences a pleasant atmosphere.

Question 2.
What is done in office management?
Answer:
Better adjustment of the employees, equipment, finance and other resources available in the office, proper operation of the desired activities of the office, through which office targets can be achieved is office management. It includes minimum cost and maximum result in minimum time.

Question 3.
What do you mean by the portal system in the office?
Answer:
In every office, there is a section which takes care of the incoming and outgoing mail. One or more employee is appointed to receive/dispatch and sort or forward mail to the concerned department. A separate register is maintained for incoming and outgoing mail, in which date, details of mail and record of these mails is maintained.

Question 4.
What is record protection?
Answer:
Various type of records likes, letters, reports, challans, contracts, vouchers, circulars, minutes of meetings, information, other records, catalogues, etc. are systematically maintained and classified so that any of these records can be accessed immediately if and when required.

Question 5.
Which conventional equipment is used in the office?
Answer:
Conventional equipment used in the office are:

1. Typewriter
2. Telephone
3. Printer
4. Punching Machine
5. Numbering Machine
6. Calculator
7. Almirah

Question 6.
What is the modern equipment used in the office?
Answer:
Modern types of equipment used in the office are:

1. Computer
2. Scanner
3. Printer
4. Web Camera
5. Pen drive
6. Compact Disk
7. E – almirah, etc.

Question 7.
Why is it necessary for the office manager to be an expert in his work?
Answer:
The office manager is an important and responsible person in the office. He has to face several situations and people as well. He needs to get the work done from the employees, play the role of coordinator and controller. He must be effective and efficient enough to perform all these activities.

Question 8.
What are the obligations of an office manager towards top management?
Answer:
To implement the top management’s policies, make efforts to fulfil the business goals of the institution, establishment of discipline in the institute, to bring the organisation’s work environment at the level desired by the top management.

Question 9.
What are the obligations of an office manager towards his/her colleagues?
Answer:
Despite having expertise in his field, with enough knowledge and skills, an office manager cannot succeed until his colleagues are happy. Hence, he should develop a sense of engagement and a better environment through proper consultation, discussion, etc. with his co-workers.

Question 10.
What are the obligations of an office manager towards his subordinates?
Answer:
An office manager is an important person of the office, therefore it becomes his moral duty to take care of his subordinates, by motivating, guiding them, solving their problems, representing them in various spheres, providing better working conditions, etc.

Question 11.
What are the obligations of an office manager towards his office?
Answer:
Following are the obligations of an office manager towards his office:

• To complete the work within the prescribed period.
• To take care of the quality of work.
• To complete the work at a minimum cost and time.
• To properly maintain the various equipment.
• To properly maintain the records.

Question 12.
Which records are maintained in the office?
Answer:
There is various type of records in a business office such as letters, reports, challans, contracts, vouchers, circulars, minutes of meetings, other information, etc. Inefficient office management, all these records are systematically maintained and classified, so that any of these records can be accessed immediately if and when required.

Question 13.
What are the benefits of record maintenance?
Answer:
Following are the benefits of records maintenance:

• Identification and use of records at a low cost in less time.
• Records can be used as a quick reference.
• They are used as a receipt of desired information for efficient control.
• Fulfilling business objectives from the maintained records.
• They can be used as evidence in legal and other matters.
• They are used for inquiry and feedback.

Question 14.
What are the benefits of the postal system?
Answer:
The postal system is the medium through which successful business institutions. official agencies, their divisions and departments coordinate with each other by mutual consent and establish contact. The business objectives are achieved through the postal system, and it also helps in the development of a business.

Question 15.
What is the significance of reception area system?
Answer:
Through the reception area, an outside person gets information about the desired office activity of a person, place, etc. The work of the receptionist is to serve or solve the problem of any incoming person. The reception area has facilities like ventilation, sitting space and other facilities so that every visitor experiences a pleasant atmosphere. In this way, the reception area makes a significant contribution to creating a positive image in the mind of a consumer or any other interested party visiting the office.

RBSE Class 11 Business Studies Chapter 7 Essay Type Questions

Question 1.
Define office management. Describe the tasks included in office management. Describe the phases of effective office management.
Answer:
Using basic principles and practical dimensions of management in office administration is office management. Better adjustment of the employees, equipment, finance and other resources available in the office, proper operation of the desired activities of the office, through which office targets can be achieved is called office management.

Functions of Office Management:

1. To do office planning and orientation.
2. The structure of office organisation is built.
3. After that, furniture and equipment are set up in accordance with the requirement of the office.
4. To control and supervise the employees.
5. All the records related to the sale, purchase, employees, finance, production, etc. are maintained and managed.
6. Office procedures are regulated, employed, controlled and administered under office management.
7. The techniques of control in office management are used to achieve the desired objectives of in-office processes.

Steps of Effective Office Management:

1. Determining the Objectives – Office management is done by keeping the objectives of the office in mind. Attempting to achieve these goals is the first phase of office management.
2. Analysis of various formats and processes – There are different formats of the office, which are selected according to the goals and requirements of the business.
   
3. Selecting the options – After setting the targets, requirements and analysis of various procedures and structures of the office and selection of an appropriate option is done.
4. Implementation of the option – After the option is selected, it is worked upon. and thereupon, the option is implemented.
5. Feedback and Enquiry – The result is evaluated after the completion of the work or the activities of office management. The result is organised in a systematic form, its report is prepared and feedback is taken.
6. Control – The management assures the company about fulfilling its targets. Techniques are used to reduce the difference between the real and desirable in control so that in the future, the remaining targets are achieved.

Question 2.
What tasks does an office manager perform? What qualities should an office manager possess in order to execute these tasks?
Answer:
Functions of Office Manager:
The office manager is a very important part of the business. An office manager serves as a link between the top management and lower-level employees.

Functions and Duties of Office Manager:

1. To establish a sense of discipline in the institute.
2. To complete the work within the given time and at minimum cost.
3. To keep proper maintenance of various equipment.
4. To develop a sense of engagement and a better environment through proper consultation, discussion, etc. with co-workers.
5. To motivate the subordinates.
6. To provide better working conditions to the subordinates.

Qualities of an Office Manager:

1. Professional Knowledge and Decision Making Ability – Office manager should be an effective decision-maker. An office manager should have appropriate professional knowledge and skills.
2. Quality of Leadership – An office manager is the head of the office. Therefore, he should have basic qualities of leadership. The first component of leadership is to influence people and make them work as per the desired goals.
3. Impartiality – An office manager should be neutral and impartial so that his just and authentic behaviour can create a positive impact on office decisions, and the employees may continue to be loyal to him.
4. Technical Knowledge – To find a solution for daily and incidental problems, an office manager must be clever enough and have appropriate technical knowledge.
5. Foresight – He should be visionary in-office procedures, employee management, communication, etc. He should have the ability to face emergent situations and events and to make prudent decisions so as to face various challenges and take full benefit of the opportunities.
6. Outgoing Personality – Outgoing personality is a man’s biggest capital. An office manager must have decency, humility, integrity, transparency, which makes a person secure. This gives prestige and respect to office manager in the office.
7. Experience – Other than having proper managerial skills and technical knowledge, an office manager should also have experience in his field. This experience can work as a boon for the company. With proper experience, a business can reach its top.
8. Risk Capacity – Entrepreneurship implies some boldness. An office manager should be ready to go further and coordinate with new circumstances. A good office manager infuses innovation and enthusiasm in his office

Question 3.
Which equipment is used in the office? What is the importance of these tools for the smooth operation of the office?
Answer:
Various types of equipment have made human activities easier, pleasant, pleasurable and easy in the office.
Types of equipment are:

1. Computer
2. Typewriter
3. Printer
4. Scanner
5. Photostat machine
6. Fax machine
7. Modem
8. Telephone
9. Punching Machine
10. Calculator
11. Filer or Rack or E-almirah
12. Web Camera
13. Pen drive
14. C.D.

Importance of Office Equipment:
Following is the importance of office equipment –

1. Increase in Efficiency and Productivity – The use of modern equipment in the office increases efficiency in the work culture and productivity among the workers and employees. It is very important for the institute.
2. Economy – The use of types of equipment in the office has resulted in enhanced efficiency in the routine work of the office, and the tasks, which were earlier regarded as difficult, are performed by the employees in an easy way today due to the use of this modern equipment.
3. Human labour and Time Saving – Use of various equipment in the office has resulted in less use of labour and it also saves time. The devices work as human assistants and as dependable workers.
4. Reduce the chance of Mistakes – Work is nowadays done by devices as an associate of human beings and so the possibility of mistakes has been minimised.
5. Working Accuracy – It is natural for human beings to commit errors, but these tools generally meet their objectives and do not make mistakes.
6. The decrease in Monotony – When equipment is used in an office, the employees find the task less monotonous, and thus they work with firm determination and motivation.
7. Facilitation and support of personnel – The devices located in the office work as associates of employees, simplify their work and provide convenience.

Question 4.
Explain the phases for the maintenance of records. Explain the benefits of record maintenance and management.
Answer:
There are various types of records used in an office (letter, report, voucher, various other records), these are systematically maintained and classified so that any of these records can be accessed immediately, if and when required.

Steps of Record Maintenance:

1. Creating a list.
2. Classification of the list by time.
3. Selection of the necessary storage space.
4. Building a maintenance department.
5. Composition of desired devices.
6. Appointment and training of employees.
7. Recording, classification and conservation.
8. Investigation and control.

Benefit/Advantage of Record Maintenance and Management:

1. Ease in Reference – The old records can be used, anytime, anywhere, therefore they can be used in the form of a quick reference.
2. Legal Requirement – According to various laws or regulations, it is mandatory for any type of organisation to maintain its records for a certain duration of time (3 years to 8 years), hence proper maintenance of records is essential.
3. Helpful in Future Planning – Future planning needs to be done to fulfil the objectives of a business, and it is only possible when previous records are kept under-hand. A task becomes easier with records.
4. Proof of Dissent Solving – If any dissent or conflict occurs among the workers than with the help of previous records maintained, it becomes easy to solve the issue. It can be used as evidence in such matters.
5. Effective Control – Control is maintained effectively with the help of the records. It is used as a receipt of the desired information for appropriate control.
6. Convenience in Replies – If someone is answerable for something in an office, then records can be of great help. It can easily be done with record maintenance.

Question 5.
Describe the newly-invented devices by creating categories of office equipment.
Answer:
Office Equipment can be divided into two parts:

1. Conventional Equipment.
2. Modern Equipment.

1. Conventional Equipment – Various types of equipment according to the situation and size –

1. Typewriter
2. Telephone
3. Dating Machine
4. Punching machine
5. Numbering Machine
6. Calculator
7. Almirah

2. Modern Equipment – Following modern equipment can be found in an office –

1. Computer
2. Scanner
3. Printer
4. Web Camera
5. Pen Drive
6. Compact disk
7. Modem
8. E – almirah

1. Computer – This is very important equipment in an office. The computer is an electronic device which is used to input the data, process it and give result as output. A computer can process the data one lakh times faster than a normal human and it can also perform various tasks at a single time. Various records can be saved in a computer that can be beneficial for future use.

2. Printer – This is used to make a hard copy in an office. Any type of data such as text or photo which is shown on a computer screen needs a printer to be put on a paper. These are of two types –

• Impact Printer – This type of printer contains the relationship between the printer head and paper. It has some pins which hit as alphabets on the paper present at the back of the ribbon and it gets printed on.
• Non – Impact Printer – This printer works on the basis of thermal, chemical, electronics and uses a spray of colours on technical inkjet.

3. Modem – Modem is modern equipment, which is used to join the internet through computers and telephone lines are used for this. Today, the internet has become an important part of every office, without which, no task can be fulfilled.

4. Scanner – It is office equipment in which any kind of hard copy or photocopy which needs to be sent through the internet or needs to be stored in a computer can be done easily through the Internet. The scanner is an input device of the computer, which is used to insert data in the computer.

5. Photostat Machine – Photostat Machine has become important equipment used in the office. Through this, the owner of the photostat machine can copy the exact version of anything including letter, photo, book, etc. The cameras are fitted in the photocopy machine to get its exact copy. With this, the original copy can be adjusted according to the requirements.

RBSE Class 11 Business Studies Chapter 7 Additional Questions and Answers

RBSE Class 11 Business Studies Chapter 7 Multiple Choice Questions

Question 1.
Using the basic principles and practical dimensions of management in office administration is called –
(a) Office Management
(b) Office Manager
(c) Office Equipment
(d) None of these
Answer:
(a) Office Management

Question 2.
The office is the centre of communication for –
(a) employe personnel
(b) consumers
(c) salesman
(d) All of the above
Answer:
(d) All of the above

Question 3.
In setting up the office, the first thing required is –
(a) Organization
(b) Place
(c) Furniture
(d) Record Maintenance
Answer:
(b) Place

Question 4.
What should be kept in mind while deciding the place for an office?
(a) Protection of Consumers
(b) Enough space
(c) Protection and Ventilation
(d) All of the above
Answer:
(d) All of the above

Question 5.
What should be there in a modern office?
(a) Beautiful Building
(b) Proper furniture
(c) Modern equipment
(d) All of the above
Answer:
(d) All of the above

Question 6.
Maintenance of records related to the sale, purchase, employees, finance, production, etc. is –
(a) Record Maintenance
(b) Production Management
(c) Finance Management
(d) Purchase Management
Answer:
(a) Record Maintenance

Question 7.
The process of filling the difference between the desired and achieved objectives in an office is called –
(a) Employment
(b) Control
(c) Organisation
(d) None of these
Answer:
(b) Control

Question 8.
The process of office management in an office is called –
(a) Regular
(b) Employment
(c) Control
(d) All of the above
Answer:
(d) All of the above

Question 9.
The first step in effective office management is –
(a) Control
(b) Selecting the option
(c) Determining the objectives
(d) Feedback and inquiry
Answer:
(c) Determining the objectives

Question 10.
The main activity of the portal system in an office is –
(a) To record the incoming mail
(b) To record the outgoing mails
(c) Both (a) and (b) are correct
(d) None of these
Answer:
(c) Both (a) and (b) are correct

Question 11.
The outgoing mail is recorded in a sent folder for –
(a) Future use
(b) for the proper consumption of mails
(c) To despatch the mail
(d) All of the above
Answer:
(d) All of the above

Question 12.
When is record register taken for use –
(a) When mails are sent outside
(b) When the mails are received
(c) Both (a) & (b)
(d) None of these
Answer:
(b) When the mails are received

Question 13.
Who serves as a link between the top management and lower-level employees?
(a) Office Manager
(b) Production Manager
(c) Finance Manager
(d) None of them
Answer:
(a) Office Manager

Question 14.
What should be the traits of an office manager?
(a) Leadership Quality
(b) Impartiality
(c) Good Character
(d) All of the above
Answer:
(d) All of the above

Question 15.
The function of an office manager is –
(a) To take care of the equipment
(b) To achieve the business objectives
(c) To support and motivate the subordinates
(d) All of the above
Answer:
(d) All of the above

Question 16.
The final step of record maintenance is –
(a) to create the department
(b) To check and control
(c) To create the list
(d) To coordinate the equipment
Answer:
(b) To check and control

Question 17.
The importance of record maintenance and management is –
(a) Effective Result
(b) Quick Reference
(c) Effective Control
(d) All of the above
Answer:
(d) All of the above

Question 18.
Which is not the merit of office equipment?
(a) Helpful in the efficiency of activities
(b) Helpful in operation
(c) Growth ineffectiveness
(d) Help in increasing employee intelligence
Answer:
(d) Help in increasing employee intelligence

Question 19.
Office equipment help in –
(a) Saving human labour
(b) Saving time
(c) Enhancing the accuracy of work
(d) All of the above
Answer:
(d) All of the above

Question 20.
Equipment to save time and labour in the office is –
(a) Computer
(b) Modem
(c) Punching Machine
(d) All of the above
Answer:
(d) All of the above

RBSE Class 11 Business Studies Chapter 7 Very Short Answer Type Questions

Question 1.
Why managerial work efficiency is essential for management?
Answer:
An office is an essential place of a business, therefore for management of office managerial work efficiency is essential.

Question 2.
What is determined first while establishing a business?
Answer:
The place is determined first while establishing a business.

Question 3.
What do you mean by an organisation in an office?
Answer:
By office organisation, it means the department and employee structure, such as staff, line, project, etc.

Question 4.
What do you mean by record management?
Answer:
All the records related to the sale, purchase, employees, finance, production, etc. associated with the office are maintained and managed under record management.

Question 5.
What do you mean by office control?
Answer:
The process of filling the gap between the desired and achieved objectives is called office control.

Question 6.
Mention two steps in effective office management.
Answer:

• To determine the objectives.
• Analysis of various formats and procedures suitable for the office.

Question 7.
Why does the reception area need facilities like ventilation, sitting space, etc.?
Answer:
To make every visitor experience a pleasant atmosphere and to create a positive image in the mind of a consumer.

Question 8.
Which department is responsible for receiving and dispatching of mails?
Answer:
Postal System.

Question 9.
Which mails are kept in sent folder register?
Answer:
Outgoing mails.

Question 10.
Why do outgoing mails need to be registered in the mail register?
Answer:
For future use.

Question 11.
What is the use of a mail – receiving register?
Answer:
In the mail – receiving register, the record of incoming mails is maintained in which date, details of mail and record of incoming – outgoing mail is done.

Question 12.
State two traits of a successful office manager.
Answer:

• He should have complete knowledge of the entire field.
• He should have proper technical knowledge.

Question 13.
State two foremost functions of an office manager.
Answer:

• To implement the top management’s policies.
• To motivate the subordinate employees.

Question 14.
State two points of importance of record maintenance and management.
Answer:

• It helps in quick reference.
• It establishes proper control.

Question 15.
Records should be managed for how many years?
Answer:
3 years to 8 years.

Question 16.
State the first step of record maintenance.
Answer:
Firstly, the list of received and collected records is created.

Question 17.
Why does the record department regularly check and control the records on a daily basis?
Answer:
For an effective control on records

Question 18.
State two objectives of office equipment.
Answer:

• To save human labour and time.
• To motivate the subordinates.

Question 19.
Why is the use of equipment beneficial?
Answer:
Use of equipment is prominent in terms of saving time and resources.

Question 20.
Name two equipment used to save human labour and time.
Answer:

• Punching Machine.
• Typewriter.

Question 21.
Why is punching machine used in an office?
Answer:
To make the holes in a paper and put it in a file.

RBSE Class 11 Business Studies Chapter 7 Short Answer Type Questions (SA – I)

Question 1.
What do you mean by office management?
Answer:
Using basic principles and practical dimensions of management in office administration is office management. Management skills are required for management in the office because the office is a central place of any business. Organised activities are conceived, planned and coordinated by the organised office of the business which helps in accomplishing the business goals.

Question 2.
“Office is the centre for record maintenance.” Explain.
Answer:
All these records are systematically maintained and classified in an official register. All the records related to the sale, purchase, employees, finance, production, etc., are included in this.

Question 3.
State the steps for effective office management.
Answer:
Steps for effective office management are:

1. The setting of office objectives.
2. Analysis of various formats and procedures suitable for the office.
3. Selection of appropriate alternatives in the office.
4. Implementation of the most appropriate option.
5. Feedback and Inquiry.
6. Control.

Question 4.
What do you mean by “feedback and Inquiry” in context to office management? Explain.
Answer:
Feedback and Enquiry:
The result is evaluated after the completion of the work or the activities of office management. The result is organised in a systematic form, its report is prepared and feedback is taken. Then, the process of further control is initiated.

Question 5.
What traits should an office manager have?
Answer:

1. He should have leadership quality.
2. He should be a strong decision-maker.
3. He should be impartial.
4. He should be clever enough to deal with all kinds of people.
5. He should be courageous, of a good character, and a professional.

Question 6.
Why is office equipment important in office activities. Explain.
Answer:
Various types of traditional and modern equipment, machines, etc. are used for the execution of various tasks in the office. These equipment are very important for the entire process. Their contribution is prominent in terms of saving time and resources.

Question 7.
Comment briefly on the fax machine.
Answer:
The fax machine is used in modern offices. Through this, various things like letters, photos, charts and graphs can be sent. This machine is attached to the telephone. Every phone has its own fax number. The paper that needs to be sent is attached properly. The place, where the fax needs to be sent, is tallied and the button is pressed, by which the paper keeps getting inside the machine, and the copy of that sheet comes out from another machine placed at the recipient’s destination.

RBSE Class 11 Business Studies Chapter 7 Short Answer Type Questions (SA – II)

Question 1.
What do you mean by office management? Explain the activities involved is it.
Answer:
Using basic principles and practical dimensions of management in office administration is called office management.

Functions of office management are:

1. Determination of place for the establishment of an office.
2. To build the organisational structure.
3. To set up furniture and equipment as per requirement.
4. Transmission, communication and correspondence in the office.
5. All the records related to the sale, purchase, employees, finance, production, etc. associated with the office are maintained and managed.
6. To support and supervise the employees.
7. To follow the techniques of control.

Question 2.
Explain the role of an office manager in the organisational structure.
Answer:
An office manager is an important person in the organisational structure. He fulfils the activities of achieving various business objectives. He serves as a link between the top management and lower-level employees. His job is to convey the hopes and expectations of the top management to the lower-level employees, to get the work done from the employees, and to play the role of coordinator and controller. The office manager, by guiding, advising, leading, motivating and coordinating, takes the dignity and efficiency of an office to the highest level.

Question 3.
What is record maintenance? Explain its various steps.
Answer:
There are various types of records in a business office such as letters, reports, challans, contracts, vouchers, circulars, minutes of meetings, information, tax records statistical records, price lists, catalogues, etc. Inefficient office management all these records are systematically maintained and classified so that any of these records can be accessed immediately, if and when required.

Steps of Record Maintenance are:

• Creating a list.
• Classification by time.
• Selection of the necessary storage space.
• Building a maintenance department.
• Composition of desired devices.
• Appointment and training of employees.
• Recording, classification and conservation.
• Investigation and control.

Question 4.
Explain the objectives behind the use of equipment.
Answer:

1. Saving Human labour and Time – Use of various equipment in the office saves human labour and time. Devices work as human assistants and hence save labour.
2. Working Accuracy – Office fulfils a lot of tasks. It is natural for human beings to commit errors, but these tools generally meet their objectives and do not make a mistake.
3. Facilitation and support of personnel – The devices located in the office work as associates of employees, simplify their work and provide convenience.

RBSE Class 11 Business Studies Chapter 7 Essay Type Questions

Question 1.
Explain the extensiveness of office management.
Answer:
The extensiveness of office management includes:

1. Office planning and layout – Firstly, determination of place in the establishment of office, division, according to the appropriate facilities, etc. For this purpose, decisions regarding the establishment of the office are analyzed and taken.
2. Office Organisation – Organisation, here, means the department and employee structure, such as staff, line, project, etc. After office configuration, the structure of the organisation is built. It also includes the departmentalisation of the office staff.
3. Office Furniture and Equipment – These are set up in accordance with the requirements of the office. Various types of shelves, table – chairs, computer tables and appliances which are traditional and non – traditional are installed.
4. Office Communication and Correspondence – An office, is a centre of contact with other offices and workers working in that area, consumers, vendors, etc. Hence, there is contact, communication and correspondence with other related people. Hence, the management of all the communication activities is covered under office management.
5. Record Management – All the records related to the sale, purchase, employees, finance, production, etc. associated with the office is maintained and managed. Thus, the office is the centre of record management.
6. Employees’ Administration – There are various types of works and related procedures in the office. Office procedures are regulated, employed, controlled and administered here.

Question 2.
Explain the various steps of record maintenance.
Answer:
There are various types of records in a business office such as letters, reports, challans, contracts, vouchers, circulars, minutes of meetings, tax records, statistical records, price lists, catalogues, etc. Inefficient office management, all these records are systematically maintained and classified, so that any of these records can be accessed immediately, if and when required.
Steps of Record Maintenance:

Composition of desired devices:

1. Creating a list – Firstly, the list of received and collected records is created. This list can either be maintained in a register or in a soft copy.
2. Classification by time – Scheduled records are classified according to time.
3. Selection of necessary storage space – A place is selected to keep the entire record either in its complete or divided form. This place is as per the required space, where the security of the records is taken care of.
4. Building a Maintenance Department – Record maintenance or archives department is formed in the office.
5. Composition of desired activities – The desired devices are consolidated into archives for their protection, processing and management in hard or soft copy format.
6. Appointment and Training of Employees – Staff is appointed for the maintenance of records and it comprises the employees who are selected on the basis of their qualification.
7. Recording, Classification and Conservation – After the appointment and training of employees, employees are expected to perform classification, protection and processing of regular records, and to provide copies of necessary and original records to the managers, as per the requirement of the company.
8. Investigation and Control – The activity of investigation and control related to the activities of the records department is done at regular intervals for effective record management.

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