Top office technology tools: equipment to streamline your work.Office technology products are getting more powerful and easier to use, providing accountants with the opportunity to work smarter and faster. Listed here are many products that can make CPAs' work more efficient and effective. DESKTOP COMPUTERS New computer technology has made enormous leaps in the past year. The top speed of the electronic chips that run today's computers has soared to as high as 300 megahertz One million cycles per second. See MHz. MegaHertz - (MHz) Millions of cycles per second. The unit of frequency used to measure the clock rate of modern digital logic, including microprocessors. (MHz (MegaHertZ) One million cycles per second. It is used to measure the transmission speed of electronic devices, including channels, buses and the computer's internal clock. A one-megahertz clock (1 MHz) means some number of bits (16, 32, 64, etc. ), although the more affordable products are in the 166- to 233-MHz range. From the average consumer's point of view, the difference in speed, while technically significant, is not easily apparent. To run most of today's software, 166 MHz is sufficiently fast. But as tomorrow's software gets more sophisticated--and therefore fatter and more complicated--the extra speed will be dramatically apparent and much appreciated. So, if your budget allows, go for the higher speed. Economy-minded accountants recognize that many of the bells and whistles A slang English term for exceptional features in some product. In the computer field, it typically refers to functions in software that may be greatly appreciated by some users, even though they may not be necessary most of the time. loaded on new models, while nice, often are not necessary for most tasks. As a result, rather than buying the latest pricey models, an increasing number of accountants are upgrading their current machines. Upgrade options include faster motherboards (the board on which the main computer processor, or chip, is installed), higher capacity hard disks for more storage, faster modems, more RAM and larger monitor screens. In most cases, such upgrades can be a half-hour or so do-it-yourself project; the only tool you'll need is a small screwdriver. But beware: While upgrading can save loads of money, it also can create severe headaches. For example, upgrading an off-brand computer can trigger compatibility problems. So, if you're leaning toward upgrading, consider seeking out a reliable computer vendor or technician to assess the compatibility issue first. Since most desktop computers are customizable (features can be added or subtracted easily), we offer no new product advisories. However, we do suggest that if you're buying computers for the office and don't want to get involved in the technical nitty-gritty of compatibility, aim for a national-brand product and be sure each new machine is compatible with the others in the office and with your network, so, don't settle for less than a 166- MHz machine with at least 32 megabytes (Mb) of RAM and a hard disk of at least 2 gigabytes (Gb). For better viewing, consider at least a 17-inch monitor. LAPTOP COMPUTERS Mobile computers have been benefiting most from recent technological gains. Late last year, Intel introduced a new Pentium chip (Tillamook) designed specifically for laptops. The new chip runs faster and cooler and consumes less electricity, which extends a laptop's battery life. As a result, laptop manufacturers are rushing to market with a wide assortment of models that use the new chip. If power and speed are high on your mobile computer requirements list, be sure your new machine has a Tillamook chip. Depending on how you plan to use a laptop, we suggest you consider these three: 4 Gateway Solo 2300LE Powerful for the price, excellent battery life. www.gateway.com * $2,849 This seven-pound Solo 2300SE is one the most powerful laptops on the market for its price. Its battery life is outstanding: nearly five hours. Highlights: A big (12.1 inches), active-matrix screen, a 200-MHz Pentium processor with MMX (MultiMedia EXtensions) A set of 57 additional instructions built into the Pentium MMX chip for improved multimedia and modem performance by performing mathematical operations on multiple sets of data at the same time (see SIMD). , a 3-Gb removable hard disk (storage) removable hard disk - A type of magnetic disk, or possibly magneto-optical disk which is not permanently attached to the disk drive (not a fixed disk) but which can be taken out and replaced, allowing many disks to be used in the same drive. , 32 Mb of RAM, a built-in sound board and a lithium battery Lithium batteries are primary batteries that have lithium metal or lithium compounds as an anode. Depending on the design and chemical compounds used lithium cells can produce voltages from 1.5V to about 3V, twice the voltage of an ordinary zinc-carbon battery or alkaline cell. pack (the best laptop battery). IBM (International Business Machines Corporation, Armonk, NY, www.ibm.com) The world's largest computer company. IBM's product lines include the S/390 mainframes (zSeries), AS/400 midrange business systems (iSeries), RS/6000 workstations and servers (pSeries), Intel-based servers (xSeries) ThinkPad 770 The laptop to replace your desktop when price is no object. www.pc.ibm.com * $7,540 If you've imagined dumping your desktop computer and replacing it with a laptop but haven't found a worthwhile contender, your search may be over. The ThinkPad, while not cheap, has more power than most desktops and comes in an 8.2-pound package. Highlights: A 5.1-Gb hard disk, a 14.1-inch display, a DVD DVD: see digital versatile disc. DVD in full digital video disc or digital versatile disc Type of optical disc. The DVD represents the second generation of compact-disc (CD) technology. (Digital Versatile Disc digital versatile disc or digital video disc (DVD), a small plastic disc used for the storage of digital data. The successor media to the compact disc (CD), a DVD can have as much as 26 times the storage capacity of a CD. ) drive, room for a 20X CD-ROM drive A device that holds and reads CD-ROM discs. CD-ROM drives generally also play audio CD discs by sending analog sound to the sound card via a 4-pin cable. For specifications of 10x, 20x, etc. drives, see CD-ROM drives. See CD-ROM, CD-ROM changer, CD-ROM server and CD-ROM audio cable. , a full-size keyboard and a new TrackPoint pointing device An input device used to move the pointer (cursor) on screen. The major pointing device is the mouse for the desktop computer and the touchpad for the laptop, although many road warriors bring along a mouse. that in many ways is more nimble than the conventional mouse. Toshiba Libretto libretto (ləbrĕt`ō) [Ital.,=little book], the text of an opera or an oratorio. Although a play usually emphasizes an integrated plot, a libretto is most often a loose plot connecting a series of episodes. 50CT A mini-laptop weighing less than two pounds. www.toshiba.com * $2,000 If weight, not power, is your main concern, consider the Libretto 50CT. Highlights: Unlike most minis, the Libretto is loaded with the full Windows 95 operating system operating system (OS) Software that controls the operation of a computer, directs the input and output of data, keeps track of files, and controls the processing of computer programs. , not the scaled-down Windows CE (Windows Consumer Electronics) Microsoft's version of Windows for handheld devices and embedded systems that use x86, ARM, MIPS and SHx CPUs. Windows CE .NET superseded Windows CE 3.0. , which, in turn, uses scaled-down applications whose files need to be converted before they can be used on another Windows 95 computer. Downside: While the Libretto's chip is a Pentium, its speed is only 75 MHz, and the small keyboard takes getting used to. Also, its hard disk has a limited capacity of only 772 Mb. MULTIMEDIA SYSTEMS Gateway Destination Big Screen PC/TV A hot computer, television, conference-size monitor and wrap-around sound. 800-846-2000 * $4,599 Need a multimedia system with a large (31-inch) monitor in one unit? Gateway's Big Screen PC/TV fills the bill. The system includes TV, hi-fi sound and a 300-MHz Pentium II The successor to the Pentium Pro from Intel. Pentium II refers to the CPU chip or the PC that uses it. Code named "Klamath," the Pentium II was a Pentium Pro with MMX multimedia instructions. with 64 Mb of RAM. The system can display a TV show or a computer-generated multimedia presentation. HANDHELD PC  An editor has expressed concern that this article or section is .Please help improve the article by adding information and sources on neglected viewpoints, or by summarizing and 3 Com PalmPilot Professional Overview The PalmPilot Professional(Pilot Pro) was released March 1, 1997. It was a more up to date version of the original, a compact design, a back-lit display and the ability to quickly connect to a PC or Mac. A computer that fits in the palm of your hand. 800-881-7256 * $379 While there are several heldheld computers on the market, none match the convenience of the PalmPilot Professional. The super portable unit has no keyboard--data are entered via a special pen. PalmPilot comes with the usual PIM (1) (Protocol Independent Multicast) A multicast routing protocol endorsed by the IETF. Used in conjunction with an existing unicast routing protocol, it comes in two flavors: Dense Mode (PIM-DM) is used when recipients in the target group are in a concentrated (personal information manager) applications: address book, calendar, to-do lists, memo pads, event scheduler and expense tracker. All that data can be uploaded to a full-size computer. Extras include wireless capability for e-mail transmission. PERSONAL DATA ASSISTANT (PDA (Personal Digital Assistant) A handheld computer for managing contacts, appointments and tasks. It typically includes a name and address database, calendar, to-do list and note taker, which are the functions in a personal information manager (see PIM). ) Franklin Electronic Publishers Franklin Electronic Publishers (formerly Franklin Computer Corporation) is an American consumer electronics manufacturer based in Burlington, New Jersey, founded in 1981. Today it makes hand-held electronic references. Rex PC Companion Pocket-size replacement for calendar and address book. 888-739-6400 * $179 Instead of carrying a calendar, contact card file, to-do list and memo pad, tuck this 1.4-ounce, credit-card size Rex PC Companion in your pocket or purse. Downside: Its information is read-only; data can be entered and downloaded only from a computer. SCANNERS 4 Visioneer PaperPort 6000 Compact, idiot-proof color scanner. 800-787-7007 * $299 Hewlett-Packard used to be the standard of quality for flat-bed scanners. Now Visioneer's PaperPort is giving H-P some stiff competition. This unit is easy to set up and use and generates excellent images. It comes loaded with useful software: optical character reading (OCR OCR in full optical character recognition Scanning and comparison technique intended to identify printed text or numerical data. It avoids the need to retype already printed material for data entry. ), Quicken ExpensAble (so you can actually scan in an expense report) and photo editing See photo editor. . Storm Technology SmartPage Pro Compact scanner with a detachable head for scanning books. 888-438-3279 * www.stormtech.com * $199 Most scanning jobs involved separate pieces of paper. But every now and then you may want to scan a page of a book or magazine that can't be torn out and fed into the scanner. Enter SmartPage Pro, a device that resembles a sheet-fed scanner--except the scanning head detaches from its base so it can scan anything. It comes bundled with OCR, document handling (for intelligent filing) and photo editor software. Corex Technologies CardScan Plus 300 Business card scanner. www.corex.com * $299 If you typically collect many business cards, link the CardScan Plus 300 to your computer and it will not only scan and store all the cards but also organize the data by name, organization, title and any other subject field you create. Downside: It doesn't always scan accurately--especially when faced with unusual typefaces, which means you have to edit some records. PRINTERS Epson Stylus Color 800 Economical color printer A printer that prints in color using three (CMY) or four (CMYK) colors of ink, toner or dye. Four color ribbons have been used in dot matrix printers, but these are rare today. See color laser printer and printer. . 800-463-7766 * www.epson.com * $399 Without the need for special inks or paper, this Epson provides quality color (or black-and-white) printing at seven pages per minute. Lexmark Optra SC 1275n High-speed network color laser printer A laser printer that prints in color using four toner cartridges (CMYK) of cyan, magenta, yellow and black. The colors are applied one at a time to the drum and are then adhered to the paper. See printer. . 800-539-6275 * $4,450 If you need higher quality color printing “colour separation” redirects here. For other uses, see colour-separation overlay. Color printing is the reproduction of an image or text in color (as opposed to simpler black and white or monochrome printing). , faster throughput and network connectivity, consider this Lexmark. Color resolution is 600 to 1,200 dots per inch (dpi) and speed is 12 pages per minute. MULTIFUNCTION PRINTERS Brother MFC-7000FC Prints (in color), faxes, scans and copies. www.brother.com * $1,000 While we don't like multifunction printers (MFP (MultiFunction Printer, MultiFunction Peripheral) See all-in-one and MFD. ) on principle (because if one function breaks down, the entire system is likely to be out of commission), the MFC-7000FC is almost worth the gamble. If you're satisfied with black-and-white printing only, Brother has a companion MFC-4550 for just $700. CELLULAR TELEPHONE Ericsson LX-100 Very smart cellular phone. 800-374-2776 * $199 This dual-capacity cellular phone works in digital mode when the digital carrier is available. When you're out of range, it automatically switches to analog cellular. Bonus: It provides both e-mail and paging services. MediaCom PhoneMiser Determines the lowest phone rate for every call made. 888-943-6473 or 617-276-8400 $90 plus $4.95 a mouth As competition increases among long-distance phone providers, the consumer is caught in a quandary: Which service has the best rates? PhoneMiser solves the problem; it not only determines which service is cheaper for each call but it also works in the background and places your call without the need to punch in additional numbers. The $4.50 monthly update determines which phone service provides the cheapest call (depending on time of call and location). It handles multiple extensions, modems or fax. DATA STORAGE Iomega Jaz Fast, compact data backup, at 2 Gb, with double the capacity. 800-697-8833 * www.iomega.com $649 external, $549 internal Iomega made removable data storage both easy and affordable. As a result, its products have become the standard for removable data storage. The Jaz drive's capacity has been doubled to 2 Gb, but it maintains backward compatibility with the older 1 Gb model. Also, it's 40% faster than the original Jaz. SyQuest SparQ Very fast, economical removable data storage. 800-245-2278 www.syquest.com * $199 If price is a problem, consider the SparQ. It rivals the Jaz drive's speed and you can use it as an adjunct to your hard disk. Downside: To obtain the outstanding speed, it had to forgo backward compatibility with its earlier models. MOUSE Microsoft InteliMouse Mouse with a scrolling wheel to enhance surfing. 800-4265-9400 * $79 This is the little mouse that can do more than any other mouse around. It has a built-in scrolling wheel, which makes browsing easy. Although it's designed to work only on Windows 95 and NT programs, a $10 shareware program (Flywheel) extends the mouse for use on older programs. To get Flywheel, download it from www.plannetarium.com or call Plannet Crafters at 770-752-5416. MOBILE PERIPHERALS IBM Cordless Computer Connection Your laptop's wireless access to a modem. www.pc.ibm.com * $200 If you roam around your office with your laptop or find yourself in a hotel with no data port on the telephone, this device can handle your connection. It works like a cordless phone--connecting your computer to a base station plugged into the nearest phone jack. Maximum range: 200 feet. VIDEOCONFERENCING PictureTel Live 200 Live videoconferencing system. 800-716-600 * $1,495 Is videoconferencing on your agenda? You can't go wrong with this system. Linked to an ISDN ISDN in full Integrated Services Digital Network Digital telecommunications network that operates over standard copper telephone wires or other media. connection, the PictureTel provides sufficient bandwidth to get good video and audio. It's excellent for face-to-face meetings without leaving your office. ISDN TERMINAL ADAPTOR High-quality ISDN terminal adapter A device that adapts a computer to a digital ISDN line. Like a modem, it plugs into the serial port of the computer or into an expansion slot. Some terminal adapters use the parallel port for higher speed. at a bargain price. 800-255-4101 * www.zyxel.com * $250 Those using an ISDN digital phone line will need a special "modem." For great price and performance, check out the Omni.net. It's a clone of the best-designed product on the market--with no loss of communication quality. MAILING EQUIPMENT Pitney Bowes Personal Post Office For the small office: a desktop "post office." 800-574-8639 * Monthly rental rate: from $24.75 to $48 Personal Post Office weighs envelopes, adds needed metered postage, prints sales messages--and the postage meter can be refilled via phone in less than 30 seconds. The device measures 11.2 x 10 x 6.2 inches. COMPUTER MONITOR NEC (NEC Corporation, Tokyo, www.nec.com, www.necus.com) An electronics conglomerate known in the U.S. for its monitors. In Japan, it had the lion's share of the PC market until the late 1990s (see PC 98). NEC was founded in Tokyo in 1899 as Nippon Electric Company, Ltd. MultiSync LCD2000 Flat-panel monitor with 20 inches of viewable screen area. 800-632-4636 * $7,999 If desk space is a problem--and you can afford it--the flat-screen NEC MultiSync monitor provides plenty of viewable screen area. The image is sharp and the colors are true--even when viewed from the side. If budget is a problem, NEC has a 14-inch flat screen for $2,700. STANLEY ZAROWIN is a senior editor on the Journal. Mr. Zarowin is an employee of the American Institute of CPAs and his views, as expressed in this article, do not necessarily reflect the views of the AICPA AICPA See American Institute of Certified Public Accountants (AICPA). . Official positions are determined through certain specific committee procedures, due process and deliberation. |
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