Vocabulary focus

Ex. 1. Match the words on the left with their definitions on the right.

to cater for to encompass to diminish to facilitate premise to utilize to process

house, building with its belongings to make use of to make easy, help to cover, contain, encircle to decrease to serve, to provide what is required or desired prepare by special method

Ex. 2. Find the words in the text which mean the following.

1. managing, dealing with records;

2. a specially designed room for storing valuables;

3. a formal examination or settlement of account;

4. a place for keeping goods or records;

5. to perform any business.

Ex. 3. Look at the words given in the chart below and fill in the appropriate boxes with their derivatives.

Verbs	Nouns	Adjectives
1. to retire
2. to record
3.	Storage
4.	processing
5.		archival
6.		creating

Ex. 4. Fill the gaps in the sentences with suitable words or prepositions from the text.

1. Records management is concerned ___ the generation, processing, storage, ___ usage and ___ of records.

2. Records exist because of the need to keep a ___ of transactions carried ___.

3. Records are created in the transactional processes of Government as laws are ___, surveys ___, statistics ___.

4. Decision makers rely ___ being able to receive information timeously so that they can respond ___ the issues.

5. A mistake is often made by equating non-current records ___ archives.

6. As the records become semi-current they should be retired ___ the office ___ some storage area.

7. Many archival institutions indicated that records were ___ in the creating agencies for many years.

COMPREHENSION

Ex. 1. Mark the following statements as true or false. Correct the false ones.

1. Records management is an old discipline whose beginnings can be traced back to the ancient times.

2. Records exist primarily because of the need to keep a record of transactions carried out.

3. No Government can function without records.

4. A basic principle of records management is that information should be distinguished and separated as if moves though two phases of its life cycle.

5. Non-current records are equal to archives.

6. The retirement of records from the office to the storeroom is not always necessary.

7. It is necessary to have a transitional period between active use and storage of records in offices and their transfer to Records Centres.

Ex. 2. Complete the sentences using information from the text.

1. Records management is concerned with …

2. It encompasses a wide variety of activities and sub-disciplines each of which has arisen to cater for a specific need such as … .

3. It is difficult to describe records management on a world basis because … .

4. For records to be grouped together however it implies that there is … .

5. At its creation and through its active usage the records are said … .

6. As the records become semi-current they should be retired from the office and registry into … .

7. The main problem that is faced however is knowing … .

Ex. 3. Find information to prove the following statements.

1. Records management is multimedia.

2. Records management encompasses several main elements.

3. There are three distinct phases of the life cycle of any information.

4. There is a transitional period between active use and storage of records in offices and their transfer to Records Centres.

Ex. 4. Answer the following questions.

1. Is records management a new or an old discipline?

2. What is it concerned with?

3. What activities does it encompass?

4. What are the reasons for keeping records?

5. What is the efficiency of the government machinery closely tied to?

6. What are the main elements of records management?

7. Why do we need filing systems?

8. What’s the basic principle of records management?

9. What mistake is often made speaking about archives and records?

10. What is an absolute must for better functioning of any system?

11. In what way can we decide at what point to retire records from the office or registry to the storeroom or strong room?

12. When should the records be transferred to a Records Centre?

13. What are the basic concepts related to Records Centres?

T E X T 2