The following are the basic functions of an office: I

          The following are the basic functions of an office:I

1. To receive or collect information
2. To prepare a record of such information
3. To process and arrange such information
4. To supply ready made information to the authorities when asked for.

01.To receive or collect information.
                 The primary function of the office is to receive information from the various departments of the organization or from outside through inquiries,reports,orders,circulars,complaints,messages etc.If the information received is not complete,the office tries to collect information by sending out inquiries of clarifications.There may be different types of meeting within or outside the organization and pieces of information will be helpful to the management and therefore the office has to collect it.

02.To prepare records of information.
               Information is usually received in the form of letters,inquiries,pone calls etc.and this information has to be converted into other forms,which an easily be followed by the management.These are orders,quotations,price-list,replies to inquirers and complaints,account books,etc.,within the organization.All these record will be retained for further reference.According to the nature of the information,the record may be retained for many years or they may be safely kept for a few years,after which they can be destroyed.The records of information prepared in the office must be preserved safely,made available to the management within no time and must be easy to understand.These records maintained by the office will be reference for further dealing.Moreover,every business has to keep up-to-date books of accounts which are required to record all business transactions.The books like cash-book,purchase book,sales-book,goods returns book,productive expense and other ledgers are to be kept by ever office.Besides the account-books,other books will have to be maintained by the office in order to have a smooth function of the organization.