Differences Between Manual And Automated Information System



An automated information system (AIS) is an assembly of computer hardware, software, firmware, or any combination of these, configured to accomplish specific information-handling operations, such as communication, computation, dissemination, processing, and storage of information.

Also an Automated Information System (AIS) refers to any piece of equipment or interconnected system of equipment utilized in the automated collection, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or receiving of data, and includes computer software, firmware, and hardware. Computers, word processing systems, networks, or other electronic information handling systems, as well as accompanying equipment, are included.

What Are Some Uses Of Automated Information System?

AIS can be used in multitudes of ways. Some of the most common uses are as follows:

  • Incident ManagementMost companies exercise best practices and have regulations in place to avoid incidents. Still, service incidents can happen. AIS assists operations by quickly handling the incident and restoring services, which. can reduce costs due to technical snags.
  • Application DeploymentOne of AIS’ main focuses is to automate tasks. Companies can use AIS to create a series of application deployments to test their systems. This reduces the factor of human errors and allows an analysis of the system to see where the service needs to be configured differently.
  • Security Compliance and Risk ManagementAIS gives IT managers the capability to configure safety regulations and rules into the IT system. Cybersecurity services follow a specific set of rules automatically when any issues are detected. This makes the mitigation effort much faster, without the constant need for human input or human supervision.
  • Data AnalysisSince AIS is much faster at processing information, you can set the system to automatically activate a specific workflow every time there is data input. The AIS can take the data set and store it, retrieve it, communicate it to others, or even accurately make an analysis based on the provided data.

How Does It Work, And What Are Some Automated Information Systems Examples?

After you set up your AIS with a set of rules, conditions and commands, the AIS will follow a workflow triggered by a manual action. For example, when a user clicks on a button to retrieve information about a specific customer service concern, AIS will follow key instructions to find and fetch a report. The AIS will then notify a customer service representative of a solution or a step further in the workflow.

A best practice is to set up a single system so human and machine workflows are synchronized, rather than setting up a separate system for each department. This way employees can make requests all at one time instead of having to go through different channels (e.g., requesting an expense report via email vs. asking someone on their team). If there is any overlap in processes between departments, you’ll need only one automated system that can accomplish both tasks quickly and efficiently while maintaining accuracy.

AIS is adept at not just storing and retrieving data, but it can also manage data transfer between different software. For example, if financial data exists in a separate system instead of the project management tool, AIS can support a connection to assist a user to pull financial reports into the PM software. With this, the workflow reduces the user’s workload of having to pull information from one software system, converting it to a new format, and then importing it into another system.

After an AIS is configured with certain conditions, it is capable of detecting changes to those configurations. An instance might be if a system is set to automatically update a calendar when a certain task is completed, the AIS will detect that it has done so and can then send an email or text message notifying a user. This kind of automation saves time for employees who would otherwise need to manually check their schedule every morning before getting started with work.

Furthermore, AIS is a powerful firmware that can help your organization automate data backup to avoid data loss or corruption. In this case, the program essentially replaces the need for an administrator having to complete numerous series of repetitive actions.

What Are Some Types Of Automated Information Systems?

AIS comes in different forms to support your business’ various operational needs:

  • Transaction Processing SystemsFor example, after a sale is made, the completion of a transaction requires multiple steps. An AIS can ensure all the information related to the transaction and customer relationship is stored and retrieved when necessary. It can also communicate the required information to pertinent resources in order to complete the transaction.
  • Office Automation SystemsBy creating an automated administrative workflow, many office tasks can be accomplished by an AIS. It can be used to create a centralized system to manage office communication for the teams to access.
  • Knowledge Management System (KMS)Very importantly, an AIS can build a structure for your organization to store and export critical information. When you are looking to implement a knowledge management system, make sure that it is easy to use and accessible by the appropriate people within the organization. This solution should also work with any software already in place in order to avoid confusion during implementation.Additionally, an AIS must not only manage information but also facilitate its sharing between authorized users in a manner similar to how social media facilitates digital communication among individuals who share common interests or activities. For instance, when a salesperson is on a call with a potential client, a KMS can find important competitor information to support their sales call. Or, when a customer services representative is troubleshooting a customer concern, they can use KMS to access information about similar customer cases to quickly work through the problem.
  • Management Information SystemsIn conjunction with the KMS, a Management Information System-based AIS can take data management to the next step. MIS does not just store and retrieve data, but it is also responsible for generating reports to allow your teams to quickly analyze data.
  • Decision Support Systems (DSS)Management teams do not just require reports to make decisions. An AIS Decision Support System can find information about trends and corrective actions. Your team can run the DSS to create decision models to support the organization’s decision making.So essentially, a DSS allows users at different levels of an organization to make decisions on their own without having too much knowledge in IT or databases by leveraging big data analytics capabilities. This way they can focus on more important things such as strategy instead of daily operations.
  • Executive Support System (ESS)An Executive Support System can be understood as a more complex DSS. For decisions at the enterprise level, an ESS manages the knowledge needed for company advancements, captures projects’ lesson-learned records, and discovers growth opportunities. It provides executives with better access to higher quality information by enabling easier analysis capabilities using a summary of a company’s performance.

Advantages of automatic data capture system (ADCS)

1. Improved Clarity and Efficiency

Replacing physical documents with digital copies reduces clutter in your workplace. This makes all documents available to authorized personnel at any time, from any device with access. Long are the days of searching for misfiled documents.

2. Faster Turnaround

More work can be done when you’re not waiting on forms to process. Consider how long it takes for an employee to confirm everything on a POD processing form. When everything can be scanned using RFID technology, it can be confirmed instantaneously, cutting hours of work down to seconds. This opens up room for training employees into more profitable roles, allowing you to reinvest for a greater return from your team.

3. Reduces Paperwork, Costs, and Frustration

Every one of the aforementioned benefits will save you time and money, but automating your processes does the same more directly, as well. If you haven’t made the jump to digital yet, you’re probably wading through high volumes of paperwork on a daily basis. It takes a lot of money to keep that all organized. You’re paying for filing cabinets, printers, ink, the labor needed to keep it organized, and if you rent your office space you’re paying for additional square footage so that you have room to store it all. Making the jump to digital eliminates all of that.

4. Reduced Errors

Compared to manual data entry, automatic data entry greatly reduce errors. Company documents can be filled out, stored, retrieved and used more accurately. Fewer errors mean less money wasted. The 1-10-100 rule states:

  • Preventing an error that will affect the company costs $1
  • Correcting an error already made costs $10
  • Allowing an error to stand costs $100

Run the numbers however you like; the longer you allow mistakes to stand the more they hit your company’s pocketbook. 

5. Automated Data Capture Will Save You Money

The more streamlined your processes, the more efficient your business. The more efficient your business, the more money you save on daily operations. Stop needlessly spending money on outdated processes. Collect the difference, reinvest in your business, and get a leg up on the competition.


Manual information system is a system whereby humans are required to perform all the tasks. In manual information systems, no mechanical or electronic devices are used to perform any task, all are done manually.

Components of manual information processing includes:

  • collect – gathering the data
  • collate – combining the data gathered
  • analyse – examine the data and make it useful
  • present – put the data gathered in a useful form in order to gain meaningful output.
  • Disseminate – distribute the output

All tasks can be broken down into three stages: input, process and output.

An example of a manual information system is a telephone directory. Suppose you have a friend whose phone number and surname you know but whose address you need to find. Using the surname and phone number you would have to search through the list of names corresponding with the friend’s surname and try to match the phone number. Once the phone number has been found you can read off the address.


The input data were surname and telephone number; the processing activities were search and locate; and the output was address.


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