Office Equipment and Supplies Flashcards

Office Equipment and Supplies

• Hardware: Physical components of a computer system, essential for operation.
• Cursor: The blinking indicator on the computer screen that shows where the next typed character will appear.
• Operating Systems: Instructions and software that allow computers to operate efficiently.
• Fax Machine: Scans and transmits printed information over telephone lines, creating a replica of the original document upon receipt.
• Random-Access Memory (RAM): Temporary, programmable memory used by the computer for active tasks.
• CD-ROM: Compact disk used to store large amounts of data, functioning like an audio CD.
• Multimedia: Software that incorporates graphics, sound, and text to present information engagingly.
• Hard Copy: Printed version of digital information.
• Ink-Jet Printer: Generates images by spraying small droplets of ink, creating characters through dots.
• Multitasking: Feature that permits running multiple software programs simultaneously.
• Database: Organized collection of data records stored on a computer.
• Electronic Mail (Email): Method for sending and receiving messages via a computer network.
• Internet: A vast global network connecting millions of computers.
• Screen Saver: Software that changes displayed images to prevent screen burn-in during inactivity.
• Scanner: Device that digitizes paper documents for electronic transmission.
• Postage Meter: Machine that applies postage to mail items, automating weight sensing.
• Transcription: The process of converting spoken words into written text.
• Collating: Feature available in copiers for organizing documents in a specified order.
• Paper Shredder: Equipment for ensuring confidentiality by destroying sensitive documents.
• Warranty: Contract that provides service and replacement for equipment within a certain time.
• Backup System: Ensures that essential data is recoverable after a system failure.
• Inventory: A list of office supplies, important for tracking what is available.
• Purchase Order: Official document used to request supplies from a vendor.
• Unit Price: Cost assigned to a single item.
• SDS (Safety Data Sheet): Documents detailing chemical properties and safety precautions required for products.
• Notebook: Alternate term for a laptop, emphasizing portability.
• Mouse: A common input device used alongside the keyboard.
• Read-Only Memory (ROM): Permanent memory that retains data regardless of power source.
• Multitasking Systems: Software allowing multiple simultaneous operations, enhancing productivity.
• Researching Equipment Needs: The initial step in selecting appropriate office technology.
• Computer Password: Security measure to protect sensitive information.
• Central Processing Unit (CPU): The most crucial hardware component of a computer.
• General Supplies: Categorized as everyday items like paper and toiletries.
• Rush Orders: Should only be made when absolutely necessary to avoid extra costs.
• FTC Regulations: Require supply companies to deliver products within 30 days or allow order cancellation with a refund.
• Purchase Requisition: Formal request raised by staff for ordering supplies.
• Storage of Holiday Decorations: Should be stored safely to avoid damage from heat and moisture.
• Shredding Discarded Charts: Necessary for maintaining patient confidentiality.
• Digital Subscriber Line (DSL): Type of modem providing fast internet access over cable television lines.
• Occupational Safety and Health Administration (OSHA): U.S. agency ensuring safe workplace environments.
• Periodic Supplies: Items needed on a less frequent basis, like calendars.
• Narcotics Storage: Must be kept secure in a locked cabinet to maintain safety.
• Sepsis Protocols: Important for storage areas of clinical supplies to prevent contamination.
• Purchasing Groups: Collaboration among physicians for bulk ordering to receive discounts.
• Check Writer: Machine used to print check details such as date and payee.
• Negotiation: Room for discussion if equipment pricing is not firm.
• Equipment Manual: Provides operational guidance and troubleshooting for devices.
• Technical Support: Offered by most software to assist users with unresolved issues.
• Lease Agreement: Option for renting equipment when purchasing outright is not feasible.
• Inventory Card Elements: Includes product details, vendor information, and dates of acquisition.
• Color-Coded Flags for Inventory: Red indicates items needing to be ordered, and yellow signifies items that have already been ordered.
• Types of Input Devices: Includes keyboard, mouse, modem, and scanner for data entry.
• Processing Devices: Key components like the motherboard and CPU that handle data processing.
• Storage Devices: Include RAM, ROM, and hard drives ensuring data retention.
• Output Devices: Devices like monitors and printers that display or produce physical copies of information.
• Vital Supplies: Essential items necessary for daily office operations and maintaining a sterile environment.
• Incidental Supplies: Non-essential supplies that facilitate office tasks but do not significantly impact efficiency.
• Security Mechanisms for Computers: Passwords, encryption, and activity monitoring to protect data integrity.

Test your knowledge of key terms related to office equipment and computer hardware with these flashcards. Learn definitions of essential words from chapter 8, including hardware, cursor, and operating systems. Perfect for students seeking to reinforce their understanding of office technology.