sirina_e._a._angliyskiy_yazyk_dlya_dokumentovedov_2013

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11.Answer the questions about Ian’s career.

1.What country is Ian from?

2.What education does he have? Where did he study?

3.What did he do before taking the Archives and Records Management course at the University of Liverpool?

4.Why did he have to demonstrate commitment to the profession?

5.How did he demonstrate commitment to the profession?

6.When did he apply for the position of a records management analyst at the United Nations organisation?

7.What was the phone job interview centered around?

8.What contract did he get?

9.What country is he working in now?

10.Who are his team?

11.What project are they doing?

12.What does he do during the day?

13.How long has Ian already been working there?

14.Why does he value his job in Italy?

15.Where would he like to work after his contract in Italy has finished? 16.What neighbouring profession does he want to master?

17.What advice does he give to students?

18.Will you follow his advice?

12.Discuss what skills from ex. 1 does Ian Meldon need for his current job. Say why. Why do you think international work helps stretch and hone professional skills better than work in your own country?

13.As part of his work a records manager must know different types of business letters and how to deal with them. Read the statements. Which of them do you agree with and which of them you disagree with? Discuss as a class.

Today business operations are not restricted to any locality, state or nation. Production takes place in one area but consumption takes place everywhere. Business letters help to carry on business on national and international basis.

Official letters cannot be handwritten, they must be printed.

Business letters can serve as evidence in case of dispute between two parties. It is easy for businessmen to remember all facts without correspondence. The letter should contain only essential information.

Modernization has led to the usage of new means of business correspondence such

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as E-mail and Fax.

Email is the most formal method of business communication. Fax is usually written in a conversational style.

14. Read the information about types of business letters. Copy out new words and check their meaning with a dictionary.

Types of business letters

Communication through exchange of letters is known as correspondence. We communicate our feelings, thoughts, etc. to our friends and relatives through letters that are called personal correspondence. A businessman also writes and receives letters in his day-to-day transactions. They are called business correspondence. Business correspondence or business letter is a written communication between two parties. Businessmen may write letters to suppliers of goods and also receive letters from the suppliers. Customers may write letters to businessmen seeking information about availability of goods, price, quality, sample, etc. or place an order for purchase of goods. Let us learn the details about some important business letters.

The Enquiry (Inquiry) Letter. You send an inquiry when you wish to have some information on a product or its sale (after you have seen the product advertised, or displayed at a fair or exhibition, or you have only heard about it).

The Quotation Letter (a reply to the enquiry) – is a short letter enclosing the required catalogues and price-lists, a brochure, etc. Some 'sales talk', such as 'We are sure our high-quality products will meet your requirements, and we are looking forward to your early order' is generally included.

The Letter of Complaint is sent by the customer when after receiving the goods he finds that they are not up to order. They may be of the wrong size or colour, their quality might be inferior, there might be a shortage of quantity or weight, etc. When you have a complaint, you relay this information in a professional and ethical manner to the person you have the problem with.

The Letter of Apology is a reply to the letter of complaint. The Letter of Apology should be courteous, even if the complainant has abused you. You should be truthful – if you have already been having trouble with the product, say so. Try to sound sincere, and, where necessary, be prepared to take full responsibility.

15. Are the statements true or false? Correct the false ones.

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If you are interested in a product and want some information about it, you write an enquiry letter to the seller.

When the seller receives an enquiry letter about the product a customer is interested in he sends the customer the product.

If the customer is not satisfied with the product he sends the seller the application letter.

If the seller receives a complaint letter he must apologize and settle the problem. The letter of application is a detailed resume.

16. Match the types of the letters (1-5) with the samples (a-e). Underline the words that go with each type of letter.

a)I am writing to apply for the programmer position advertised in the Times Union. As requested, I am enclosing a completed application form, my certificate, my resume and three references.

b)With reference to the above-mentioned order for 5,000 rubberized spindles we regret to advise you that checks have revealed that the rubber at the base of approximately 40% of the spindles is in an unsatisfactory condition.

c)We thank you for your letter dated the 29th September and are pleased to send you our latest catalogue and the current price list. We shall send you a special offer as soon as we have your exact requirements.

d)We are a large music shop in the center of Liverpool and would like to know more about the tapes and cassettes you advertised in this month’s edition of Music Monthly.

e)We must apologize for sending you the cheque for the wrong amount of money. In order to correct this error, we are sending enclosed the cheque for $ 200.

Please rest assured that we shall make every effort not to repeat such mistakes in the future.

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1.Dear Madam Dufrais,

You asked to send you our 1_________ and 2__________ for the new season. I am sure you will find plenty to interest you in it. You will notice that every single one of our 3_________ is made from 100% natural ingredients – we use no artificial additives at all.

2.Dear Sirs

This morning we took delivery of the 50 boards of prime quality teak ordered as per our letter of 1 November (Order No. WW-T1-11).

The quality of 2 of the boards is 4__________, however, as they contain large, unsightly knots rendering them unsuitable for use.

We feel sure that this is an oversight on your part but, owing to the considerable number of 5_______ in hand, we had no alternative but to return the 6________ in question to you, carriage forward, on the assumption that you will arrange for replacements to be sent to us by return to enable us to keep to production schedules.

3.Dear Mr. Schulz:

Thank you for your communication of March 10, in which you state that the semiconductors supplied are not up to standard.

We 7__________ for the inconvenience caused and would suggest that we either take back the consignment, carriage forward with insurance covered by us and replace it by DRT/398s, or reduce the price of the goods you have received to the standard listprice, with a further 8________ of 10% to make up for the 9__________ caused.

4.Dear Mr Zold,

Thank your for your letter of 8 April in which you give details of 10_________ to 3 drums of bitumen delivered by ourselves to your company on April 19th. We 11________ the inconvenience caused and feel you acted correctly by having the damage assessed by your insurance agent.

We have looked into the matter and discovered that our vehicle was involved in a minor accident. The case is currently in the hands of our lawyers and should be 12_________ by the end of the month.

5.Dear Sir or Madam

I am writing in reply to your 13 _____________ in the European News of June l2th for the 14________ of Sales Manager in your European Division.

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I now have a total of 5 years' work 15_________ in freight forwarding, having completed a 2,5 year training course as a freight forwarder with Kuhne & Nagel, Dortmund, where I stayed for a further two years after completing my training period before taking up my current post at Federal Express.

I enclose a full curriculum vitae and two 16__________ as stipulated.

19. How would you complete the Subject Column in the Correspondence Register for each letter 1-5 from ex. 18. Compare with your partner.

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

STOP AND CHECK

1. Can you say this in English? Can you…

…say what skills a records manager must have? …describe the responsibilities of a records manager?

…say why the records management career is exiting, challenging, and rewarding?

2.Can you identify these types of business letters? Can you identify …

…a cover letter?

... a letter of complaint? …a letter of apology? …a letter of enquiry? …a quotation letter?

3.Revise the Wordlist for Module Four for a test. (See the Appendix)

4.Revise the Gerund for a test. (See the Grammar Bank)

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MODULE FIVE

DISPOSAL OF RECORDS

1. Discuss as a class:

What is the last stage of the life cycle of a record? How are records disposed of?

What records are sent to archives? How long are they kept in archives?

Do people have access to materials kept in archives? Why do people need information from archives?

2. a) Watch a video about Nova Scotia18 Archives. Mark the sentences true or false. Check as a class.

Nova Scotia Archives keeps documents created by the government and the private sector over the last 500 years.

When you arrive at the Archives you have to get a special card that allows you access to the research floor.

Every month the Archives helps thousands of people to learn more about their family, their community, and the history of their province.

A reference archivist and a retrieval staff look forward to helping you. The Archives has a C@P site and a hundred of public computers.

The Archives keeps items related to the many ethnic and cultural groups that make up Canada.

The Archives building is custom-built to house fragile pieces of history with humidity and temperature controls.

Watch the video again and complete the sentence with numbers.

The Archives is home for _________ linear meters of textual records, as well as

__________ photographs, over _________ architectural drawings, ___________

maps, _________ sound recordings, over ________ video cassettes, over

_______________ film reels, and __________ paintings and drawings.

3. Choose one of the options to make true statements about the archivist’s work. Compare with your partner.

18 Nova Scotia is a province in Canada

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1. Archivists acquire, manage and maintain documents and other materials that have

__________ importance for individuals, organisations and nations.

government, businesses, academic institutions, museums, charities, professional organisations and hospitals, __________ by individuals and families.

a) and never b) except c) as well as

4. A large part of an archivist's work is related to making information accessible to

__________, increasingly in digital format. _______ include researchers, academics,

10. Archivists must have a demonstrable interest in ___________ and an awareness of the importance of archives as evidence.

a) history b) arts c) law

4.Talk about the work of an archivist.

5.a) Watch a video about an archivist’s work. Answer the questions.

How can you describe the workplace of the archivists from the video? How do they handle fragile records?

Why do they wear gloves?

How long do they keep records in their office?

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What sort of information do they have to find out about a record? What happens to the record afterwards?

Do they consult with each other? Do they use reference books? Why (not)? Do you think it’s an interesting job?

b) Match the columns to find out what an archivist’s duties are. Watch the video again and check your answers.

Archivists …

GRAMMAR FOCUS. INFINITIVE OF PURPOSE 6. Answer the grammar questions.

Which of these are Infinitives: to locate, locates, located, locating, to be located? Which of them is Active Infinitive and which is Passive Infinitive?

What question should be asked for the underlined Infinitive phrases: What? Why? How?

I went out to post a letter. – ________ did you go out?

Record Managers use a filing system to locate a file. – _______ do RMs use a filing system?

What does it mean: result, purpose, or characteristic?

7.Answer the questions, using infinitives of purpose.

1.Why do records managers need vaults? – To keep important records.

2.Why do you need to prepare for a job interview? – ___________________.

3.Why does a mail clerk use a cart? – __________________.

4.Why does a mail clerk have to be physically strong? – ______________.

5.Why does a records manager need communication skills? – ____________.

6.Why does an RM have to know modern technology? – ______________.

7.Why do postgraduate in the UK do volunteer work? – _______________.

8.Why do buyers write letters of enquiry? – __________________.

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8. Read the story. Copy out new words and check their meaning with a dictionary.

THE SAVING OF THE DECLARATION OF INDEPENDENCE

Comparatively few of the present generation know how near to being lost was once the most precious of the US National documents, the Declaration of Independence. It was during the war of 1812. The Declaration of Independence hung for many years in a frame in the State Department, in the room then occupied by Stephen Pleasonton, who moved to Washington in 1800 with the Government.

In August 1812 the State Department received information that the English army and fleet were going to attack Washington. A few days before the enemy entered Washington, Secretary of State Mr. Monroe, James Madison being President, sent a note to Mr. Pleasonton to take the best care of the books and papers of the State Department. Mr. Pleasonton placed the books and other papers into bags. The papers comprised the secret journals of Congress, the correspondence of Gen. Washington, the correspondence of Gen. Greene and other officers of the Revolution, as well as laws, treaties, and correspondence of the Department of State, from the adoption of the Constitution down to that time.

Mr. Pleasonton selected a grist mill as a depository for the papers. The mill was situated on the Virginia side of the Potomac, beyond the Chain Bridge. When the last load of bags had left for the mill, and Mr. Pleasonton was just leaving the vacant rooms, he suddenly saw the Declaration of Independence, which was still hanging on the wall. He hastily cut it out of the frame and carried it away with some other papers.

But Mr. Pleasonton began to be uneasy about the place he had chosen. He therefore conveyed the documents to Leesburg, a distance of thirty-five miles from Washington. There they were deposited in an empty house.

That night Mr. Pleasonton went to bed early and slept soundly. Next morning, on the 24 august, he was informed of a large fire in Washington. The enemy had set on fire the public buildings and burned them to the ground.

9.True or false? Correct the false statements.

1.During the war of 1812 the Declaration of Independence was lost.

2.For many years the Declaration had hung in the State Office.

3.Mr. Pleasonton was Secretary of State.

4.The Government of the USA moved to Washington in 1800.

5.The President of the country was James Madison.