Information and Communication Technology

5.1.3.2 Standard Documents

Documents such as contracts, proposals, financial agreements and customer service letters contain some standard formats and paragraphs of text. In conventional offices, these documents are typed and retyped several time s before a final document is produced. These documents often contain difficult technical (or legal) terms that are frequently misplaced. Word processors can do this job much better and quicker.

Detailed information required for each document prepared and stored in the WP system. This information is in the form of specific paragraphs. For constructing a particular document, the WP operator selects a set of paragraphs and asks the system to arrange them in a particular order (as required). Thus, a document can be prepared by merely make little keystrokes.

The text that contains a collection of paragraphs is known as boilerplate and the process of combining paragraphs to form a document is called document assembly. The advantage of this method is that any number of combinations of paragraphs can be used in a document. Further, it is easy to add any new information to the document.