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6.When the English army and fleet occupied Washington James Madison told Mr. Pleasonton to take care of the governmental records.

7.The records were transported to a grist mill, thirty-five miles from Washington.

8.The Declaration of Independence was carried away with the last load of bags.

9.Mr. Pleasonton was not sure that the grist mill was a safe place for the records, so he conveyed them to another place.

10.After all the records had been safely deposited Mr Pleasonton slept very well. 11.Next morning the enemy burnt the grist mill to the ground.

10. Discuss as a class.

Are archivists trained how they must operate in emergency situations or in wartime?

How important is their work in wartime? In peacetime?

11.Discuss as a class.

1.What happens to records that don’t have enduring historical value?

2.How long are they kept? Who determines the retention period?

3.How are they disposed of? By whom?

12.Read the text about the file plan and its elements. Copy out new words and check their meaning with a dictionary.

KEY STEP IN RECORDS MANAGEMENT

There are several steps in records management, each of them is very important and has its role. But the most important part in records management is the file plan. A file plan describes every type of records in the organization, the location where they should be stored, the rules applying to them, the retention schedule and timeline, manner of their disposition, and the person or persons responsible for their management.

At a minimum the records retention schedule notes how long records must be retained along with their ultimate disposition. In addition a retention schedule may indicate:

o a legal or regulatory citation that mandates a specific retention o how long the records should be maintained in active on-site files o how long it may need to be retained in off-site inactive storage o whether it is a vital record

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The final administrative action taken by an organization with regard to records is disposition; these actions typically fall into two categories:

odestruction via disposal in trash or recycling, shredding, macerating, incinerating, pulping, and deleting or other electronic obliteration;

oTransfer to an archives for permanent preservation

13.Answer the questions.

What information does the file plan contain?

What information does the retention schedule include?

How are records destroyed? Does it involve any equipment?

14. Look at the retention schedule and mark the statements true or false. Look up new words in a dictionary.

LOCAL GOVERNMENT – RECORDS RETENTION GUIDELINES

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1.The schedule shows how long the records must be retained.

2.The legend CU means the record must be disposed of in the current year.

3.The citations are used to classify records.

4.Record series is a collection of related files that result from the same function, the same activity, have the same or a similar form.

5.Administration series records are retained permanently in accordance with GC 12946.

6.Departmental and staff reports are retained for two years.

7.Departmental policies and procedures are retained for five years after creation.

8.Classifications and Appointments series includes supplemental Personnel records and wage rate tables.

9.Travel records retention period is regulated by the Code of Federal

Regulations.

10.To supersede a record means to replace it with a revised and improved version.

15. Match a-e with 1-5 and f-j with 6-10 to complete the retention schedule with

19 CL – closed

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16. Read the text, copy out new words and check their meaning with a dictionary.

ORGANISING BUSINESS INFORMATION

Classifying records and business information by functions and activities moves away from traditional classification based on organisational structure or subject. The structure of an organisation may change many times, but the functions an organisation carries out usually remain much the same over time.

A business classification scheme has three components, or levels:

•a broad, encompassing category, called a function

•a narrower subset of the function, called an activity

•a narrower and more specific subset of the activity, called a transaction.

These terms can be used singularly or as a string, for example, Occupational Health and Safety – Risk Management – Workplace Assessment – Criteria – Manual Handling.

17. Answer the questions.

What is the traditional classification of records based on? What is the new classification system based on?

Why is the new system better? How many levels does it consist of?

What is the first / second / third level?

GRAMMAR FOCUS. NOUN+NOUN STRUCTURES

18. See the word combination in the box and answer the grammar questions.

Risk assessment

What part of speech are the words in the word combination: noun(s), adjective(s), verb(s)?

Are there any linking words between them?

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Which word is the main one in the combination?

How will you translate these into Russian: risk assessment, risk assessment methodology, production risk assessment methodology, oil production risk assessment methodology?

19.Read Module Five and do exercises 1-2 in the Grammar Bank.

20.Complete the Possible Topics Column by analogy.

Report on treatment of risk

Report on monitoring risks

Report on assessment of risks

STOP AND CHECK

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

…say when and how records are disposed of? …say what kind of records are kept in archives? …say what the job of an archivist involves?

…say how the Declaration of Independence was saved in 1812? …say what information a file plan includes?

…say what information a retention schedule include?

2.Can you write this in English? Can you…

…write titles for records?

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

4.Revise the Infinitive of Purpose and Noun phrases for a test. (See the Grammar Bank for Module Five)

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MODULE SIX

PAPERLESS OFFICE 1. Match the pictures with the words.

2. a) Watch a video. Tick the office machinery that the administrative assistant

b) Watch the video again. Complete the sentences with verbs from the box. Check your answers as a class.

I _____________ secretarial, clerical, and administrative duties.

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I ____________ the mail to co-workers.

I _____________ my e-mail very frequently. I _____________ on various projects.

I ____________ survey results from customers and send them to managers for handling.

I ____________ files both manually and on the computer.

I ____________ manila folders and organize them in the filing system. I ___________, I can _________ a copy of a letter.

I ___________ various documents for spelling and formatting.

I ___________ weekly staff meetings, __________ notes and transcribe them. I __________ track of inventory.

I __________ sure all the equipment is working properly.

3.Compare the duties of an administrative assistant with the duties of a records manager. What do they have in common? What is the difference between them?

4.a) Read the text. Copy out new words and check their meaning with a dictionary.

PAPERLESS OFFICE

A paperless office is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form. Proponents claim that "going paperless" can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment.

The "paperless office" was a publicist's slogan, intended to describe the office of the future. The idea was that office automation would make paper redundant for routine tasks such as record-keeping and bookkeeping, and it came to prominence with the introduction of the personal computer. While the prediction of a PC on every desk was remarkably prophetic, the "paperless office" was not. Improvements in printers and photocopiers have made it much easier to reproduce documents in bulk, causing the worldwide use of office paper to more than double from 1980 to 2000. This has been attributed to the increased ease of document production and widespread use of electronic communication, which has resulted in users receiving large numbers of documents that are often printed out. However, since about 2000, the global use of office paper has leveled off and is now decreasing, which has been attributed to a generation shift; younger people print out less documents, and prefer to read them on a full-color interactive display screen.

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The key aspect of the paperless office philosophy is the conversion of paper documents, photos, engineering plans, microfiche and all the other paper based systems to digital documents. Technologies that may be used for this include scanners, digital mail solutions, book copiers, wide format scanners (for engineering drawings), microfiche scanners, fax to PDF conversion, online post offices, multifunction printers and document management systems.

A major difficulty in "going paperless" is that much of a business's communication is with other businesses and individuals, as opposed to just being internal. Electronic communication requires both the sender and the recipient to have easy access to appropriate software and hardware.

There may be costs and temporary productivity losses when converting to a paperless office. Government regulations and business policy may also slow down the change. Businesses may encounter technological difficulties such as file format compatibility, longevity of digital documents, system stability, and employees and clients not having appropriate technological skills.

b) True or false? Correct the false statements.

A paperless office is an office that has paper-based filing systems, which may include filing cabinets, folders, shelves, all of which require maintenance, equipment, and considerable space.

"Going paperless" means converting paper documents, photos, engineering plans, microfiche and all the other paper based systems to digital documents.

The conversion of paper documents to digital documents requires different scanners, copiers, printers, and document management systems.

Improvements in printers and photocopiers have helped make paper redundant. The idea of the "paperless office" was introduced by scientists.

The idea of the "paperless office" came with the introduction of the personal computer.

Technological difficulties such as file format compatibility, longevity of digital documents, system stability boost the paperless office idea.

The "paperless office" requires that employees and clients should have appropriate technological skills.

Converting to a paperless office can save money, boost productivity, save space. "Going paperless" is easy, as it requires that communicating businesses should

have easy access to appropriate software and hardware.

The widespread use of electronic communication reduced the use of office paper from 1980 to 2000 worldwide.

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Younger people print out less documents than the older generation, they prefer to read them on a full-color interactive display screen.

c) Give subtitles for each paragraph. Identify the main idea of each paragraph. Then compare with the classmates. Discuss which are the best ones.

e.g. Paragraph 1.

Subhead: The advantages of a paperless office.

Main idea: A paperless office greatly reduces the use of paper, thus saving the environment and money, boosting productivity, and saving space.

e) Identify the main idea of the text. Compare with the classmates. Discuss which is the best one.

5. a) Read the text. Check the meaning of the new words with a dictionary. ELECTRONIC DOCUMENT MANAGEMENT

History. Beginning in the 1980s, a number of sellers began developing software systems to manage paper-based documents. These systems dealt with paper documents, which included not only printed and published documents, but also photographs, prints, etc. Later developers began to write a second type of system which could manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on users' local file-systems. The earliest electronic document management (EDM) systems managed a limited number of file formats. Later EDM systems evolved to a point where systems could manage any type of file format that could be stored on the network.

Storage. While many EDM systems store documents in their native file format (Microsoft Word or Excel, PDF), some web-based document management systems are beginning to store content in the form of html. These policy management systems require content to be imported into the system. However, once content is imported, the software acts like a search engine so users can find what they are looking for faster. The html format allows for better application of search capabilities such as full-text searching and stemming.

Enterprise-level Document Management. An organisation is made up of different departments, each performing specific functions. Each department carries out its own work and often has to work with other departments. Many EDMS solutions allow the organisation to co-ordinate and integrate these various departments' records stores to allow the sharing of information across the whole company. An enterprise-level EDMS provide:

Efficient communication within and between departments

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Removing the need to physically move documents between areas Automatic routing of electronic documents to the appropriate people

Document management process. Documents are scanned into the system. The document management system stores them somewhere on a hard drive or optical disk. The documents then get indexed. When a person later wants to read a document, he or she uses the retrieval tools available in the document management system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document management system.

b)Answer the questions.

What is the EDM system?

What did the first type of EDM systems deal with? What did the second type of the EDM systems deal with? What was the disadvantage of the earliest EDM systems? How did the EDM systems evolve?

Where do the EDM systems store documents? Why do organizations use the EDMS?

c)Describe the five elements of the EDMS: scanning, storage, indexing, retrieval, access.

6. a) Watch a video. It’s an advertisement of an EDM system. While watching the video number these items in the order they appear in the video.

b) Mark the sentences true or false. Watch the video again to check your answers. Correct the false statements.

Manual data entry is a costly and inefficient use of valuable work time. ABBYY FlexiCapture involves manual data entry.

FlexiCapture increases efficiency and streamlines business processes. FlexiCapture automated flexible workflow grows with the needs of a company. Scanning is the second step of automated document processing.

The operator separates the mix of scanned images manually. Captured information is indexed and archived automatically.