sirina_e._a._angliyskiy_yazyk_dlya_dokumentovedov_2013

b) Discuss the questions:

Should a records manager know the structure of his/her company? Why (not)? What departments can an RM work in?

What positions can he/she have?

17.Writing a memo. Read Memo 3 in 16a again. Imagine you are Eric Ford. Answer Helen Wong’s memo.

18.a) Read the text and order the following levels of education from the highest

(1) to the lowest (5).

Education and Training Opportunities in Records Management

Records management is an interesting and rewarding occupation. Many people in Canada want to get a job in records management. If you want to join this field, you will need a certain level of knowledge and skill. There are a number of routes that you can take to get an education in records management.

Degree in information management, archival studies, or library studies - these are usually graduate degree programs. You must have a bachelor degree in order to enroll in these programs. They are offered at universities across Canada.

Diploma in information management, records management, or archival studies - these diplomas are offered by technical and community colleges. You usually need a high school diploma to enroll in these programs. Some programs are offered through correspondence or distance learning.

ARMA International correspondence courses - ARMA is the professional association for records managers in Canada and the United States. It offers

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correspondence courses in records management: http://www.arma.org. Some on-line information sessions are available free of charge to members.

Institute of Certified Records Managers - If you have the required level of education and experience, you can take the Certified Records Manager examinations. The people who pass the exams can call themselves a Certified Records Manager (CRM). http://www.icrm.org/

On the job training - Many people learn records management on the job. If you take this route, find a good mentor and take as many records management courses and seminars as you can find.

b) Read the text again and mark sentences true or false. Correct the false sentences.

Records management is an interesting and rewarding occupation in Canada. Records management requires a very high level of knowledge and skill.

You can get an education in records management at university or college, as well as through correspondence or distance learning.

ARMA offers Certified Records Manager examinations.

ARMA is the international professional association for records managers all over the world.

On the job training is the shortest route to become a records manager.

19. a) There are many records management jobs in the government of Canada. A few of them are listed in the table (the first one is the highest, the last one is the lowest position). Complete the Education / Experience Column with a-f (1 requires the highest level, 6 – the lowest).

Diploma in records management, and four years of experience or equivalent experience.

Diploma in records management and 3-5 years of experience or equivalent experience.

Master degree in records management, information management, or archival studies, and 7 years of experience or equivalent experience.

Diploma in records management, and one year of experience or equivalent experience.

No specific education requirements. Familiarity with records management is an asset.

Degree in records management, information management, or archival studies, and 4 years of experience or equivalent experience.

b) These are the qualifications for the positions 1-6. Whose responsibilities are they? Underline the words that helped you make the decision. Copy out new words and check their meanings with a dictionary.

11public works – building projects such as schools, roads and railways that are built and paid for by the government

12public services – services that the government pays for such as education or health care

13PWS – Public Works and Services

14GNWT – Government of the Northwest Territories

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oDevelops and implements government-wide policies, standards, guidelines, and procedures.

c) Match the words from the Responsibilities column with their definitions. Then cover the definitions and try to tell them from memory.

1Administrative Records

2Classification

3Disposal

4Record Centre

5Records Management

6Records Management Programme

7Recordkeeping

8Transfer

Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records.

It is the programme conducted on an organization-wide basis for the management of records, recordkeeping activities and recordkeeping systems.

The process of identifying the category or categories of business activities and the records they generate and grouping them into files.

The transfer of records, especially inactive records, to their final state, either destruction or transfer to an archives.

A facility used for low-cost storage of inactive and semi-active records before those records are destroyed or transferred to an archives.

The process of moving records as part of their life cycle.

These are common to most organizations. Examples include routine correspondence or inter-office communications; records relating to human

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resources, equipment and supplies, and facilities; reference materials, routine activity reports, work assignments, appointment books, and telephone logs.

The making and maintaining of complete, accurate and reliable evidence of business transactions in the form of recorded information.

20. Look at the four pictures showing the lifecycle of a record. Which of them shows the life cycle best of all? Match the text below with one of the pictures. Complete the text with the words from the picture. Translate the italicized words.

There are five key steps involved in managing records:

1.___________ – you should create and record accurate, complete information.

2.___________ – you should always use records carefully, particularly if they contain personal data. For instance, make sure you don't leave records containing personal data (such as CVs) on your desk overnight or share documents that contain personal data unless it is necessary to your work.

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3.___________ – after the record is no longer needed for your work, records should be kept and managed in line with recommended time periods (known as retention periods) that depend on the type of record and its contents.

4.___________ – an appraisal review enables you to decide whether a record should be preserved or destroyed.

5.___________ – dispose of records carefully, following the appropriate guidance on authorization and methodology – some records have permanent or archival value; others can be destroyed when their 'retention period' expires.

21. Describe the five steps of a record life cycle.

STOP AND CHECK

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

…describe the duties of a records manager?

…describe the life cycle of a record?

…say what a record is?

…name the types of records?

…say what kind of information a record includes?

…say what departments an organization can consist of?

…say what departments an RM can work at and what positions s/he can hold?

Can you write this in English? Can you… a) …write a memo?

Revise the Wordlist for Module 1 for a test. (See the Appendix)

Revise the Modal verbs for a test. (See the Grammar Bank for Module One)

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MODULE TWO

JOB HUNTING

1. Answer the questions:

What is a CV (resume)?

What kind of information does it contain? Who writes a CV? Why?

Is it easy to write a CV?

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

As soon as students pass their graduation examinations, they start looking for a job. The first job in a graduate's life determines the course of his career. The applicant can get the best job only when he uses a professionally drafted resume for his job search.

Since graduates have no work experience, most of them end up making mistakes in job search. Resume writing is one of such mistakes. Drafting a resume for a student is far different from drafting a resume for an

experienced candidate. Experienced candidates have years of experience to support their claims of being confident at handling responsibilities. So, unlike an experienced candidate's resume, qualifications and key skills are the highlights of a graduate’s resume. Secondly, student candidates need to be zealous in their approach. It’s not experience but the ambition that helps them move ahead in their career. Remember these points when you develop a resume.

Tips for graduates to draft a CV:

Use A4 size paper that is bright white in color Use a formal font of size 12

Keep the CV length restricted to 2 pages Make categories for writing information Start the CV with career objective

Qualifications and Skills section must appear below the career objective.

Give details of internship and project work under Experience Section and highlight the key responsibilities handled during this course of time

Include details of hobbies and volunteering work undertaken during your studies End with reference

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3. Answer the questions.

Why is the first job important for people?

What does a job applicant send to the organization where he wants to work? How does an experienced candidate’s CV differ from a graduate’s one? What should the graduate highlight in his CV?

What helps graduates move ahead in their career?

4. True or false? Correct the false statements.

A resume should be printed on bright white A4 size paper. A resume must be as long as possible.

The information must be organized in categories.

The career objective must follow Qualifications and Skills section. Experience section must include details of internship and hobbies. The reference section is the last section of a CV.

5.Study the resume on page 19 and fill in the application form on page 20 with the information from the resume. Invent any other information to complete the form.

6.Choose the correct option for the information from the CV:

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APPLICATION FOR EMPLOYMENT

PERSONAL INFORMATION DATE OF APPLICATION _____________

Name:_______________________________________________________________

Last First Middle

Address: ___________________________________________________________

Street (Apt) City, State Zip

Alternate Address: ___________________________________________________

Street (Apt) City, State Zip

Contact Information: (__)__________________(__)________________________

Home Telephone Mobile Email

How did you learn about our company? __________________________________

POSITION SOUGHT __________________ Available Start Date __________

Desired Pay Range _______________ Are you currently employed? __________

By Hour or Salary

EDUCATION

Please list your areas of highest proficiency, special skills or other items that may contribute to your abilities in performing the above mentioned position_____________________________

________________________________________________________________________________

________________________________________________________________________________