TO: Marge Dundas, Director
Personnel Resources
FROM: Leslie Galusha, Manager
Administrative Support Services
SUBJECT: Upgrading from Typewriters to Word Processors
We are receiving an increasing number of requests to prepare direct mailings that involve sending each recipient an original copy, especially from the Advertising, Public Relations, and Employee Relations Departments. The cost of calling in temporary help to get the typing done is very high, and an abnormal workload results from our efforts t get the extra work done. In addition, the pressure causes much confusion and many frayed nerves.
I propose that we purchase a word processor to enable us to handle the increased workload without the cost and disruption of bringing in temporary help. The following details show the savings and efficiency of the Toshiba EW-100 Word Processor as compared with our present method of dealing with the problem.
Efficiency
The Toshiba EW-100 Word Processor has a merge feature that permits the operator to type the basic letter as one file, substituting a special character for any word or words that will change from one letter to the next (such as name and address), and to type the word or words to be substituted for the special character (such as name and address) as a separate file. Then the operator simply sets up the printer for merge printing and presses the MERGE key. The system automatically types all the letters, substituting the indicated word or words from the second file in each consecutive letter. This operation is many times faster than the best human typist, and it is entirely error-free, once programmed.
Keyboard entry on the Toshiba EW-100 Word Processor is much more efficient than it is with typewriter. Instead of having to “paint out” an error or use typewriter correction paper, the operator simply strikes over the error. (The system automatically corrects the error on the diskette.) Because correcting an error is so easy, statistics show that the operator’s typing speed increases.
An additional advantage of upgrading from typewriter to word processor is file storage. Rather than using bulky filing cabinets for 8 1/2 by 11 inch paper, we can store over 600 pages on a single 8-inch diskette. One single 11/2 inch diskette container holds ten diskettes, or more than 6,000 pages (double-spaced), thereby reducing our storage requirements dramatically.
Having a Toshiba EW-100 Word Processor and one trained operator would eliminate the need for temporary typists and the confusion caused by our training these typists while attempting to meet our own deadlines. In short, we could carry on with our normal office routine. A normal routine not only would improve our employee’ morale but would increase their efficiency.
Cost Savings
Purchase of the Toshiba EW-100 Word Processor with a Ricoh 45 characters per second daisy wheel printer would result in a savings of over $3,500 in the first year, as shown below.
Purchase price of Toshiba, EW-100 with Ricoh printer ——— $5,000
Cost of temporary typists from Wilson Secretarial Agency last year ——$7,400
Typewriter rental from World Office Machines last year ———-$1,120
Savings the first year ($7,400 + $1,120 – $5,000 = $3,520) ——- $3,520
Since purchase of the Toshiba EW-100 Word Processor is a one-time cost, the savings would be substantially greater after the first year.
On the basis of these facts, I recommend that we purchase a Toshiba EW-100 Word Processor. Enclosed is a brochure that describes the Toshiba EW-100 Word Processor in detail. I will be happy to provide any additional details about the system, as I understand it, at your request.