Unit 7 Filing Management

Unit 7 Filing ManagementUnit 7 Filing

Management

Secretary English

Objectives

To grasp the words and expressions in this unit.

To practice the situational dialogues skillfully.

To be able to write memos, bills and forms as well as notices according to the given information.

To know some cultural background knowledge

about filing management.

Contents

Ⅰ. Lead-in Ⅱ. Language Points Ⅲ. Classroom Activities Ⅳ. Practical Writing Ⅴ. Exercises Ⅵ. Key to Exercises Ⅶ. Assignments

Ⅰ. Lead-in

As a secretary, you need to be able to operate at your desk swiftly and easily. Though setting up a filing system sounds difficult, it is a relatively easy task that can be made easier by a few filing tips and tricks.

(1) Sit at your desk for a few minutes and figure out where you will instinctively look for things.

(2) Now that you know where you will naturally look for information, you must determine whether an alphabetical, numerical or subject filing system will work best for you.

(3) Next, roughly determine your storage needs. (4) Invest in a good labeling system for clarity and easy

access. (5) Now you are ready to purchase file folders. .

Ⅱ. Language Points

1. correspondence [k ris‘p nd ns] n. ɔ ɔ ə （信函）通信 corresponding adj. 相应的 correspond …with 　与…通信，　与…一致 All the correspondence between he and me are preserved in the s

afe.我和他之间的所有信件都保存在保险柜里 .What he does doesn’t correspond with what he says.

他言行不一致 .2. transfer [træns‘fə:] v. 转移He has transferred from Guangzhou Branch to Bejing

Head Office.

他已从广州分公司调入了北京的总部。

Ⅱ. Language Points ３ . issue [‘isju:] v. 发布 An important piece of news was issued in

the conference press the day before yesterday.

前天在新闻记者发布会上发布了一条重要消息。

4.consistent [kən‘sistənt] a. 一致的

This statement is not consistent with what yoo said yesterday.

这个说法与你昨天说的不一致。

Ⅱ. Language Points 5. advantage [əd‘vɑ:ntidʒ] n. 有利因素 , 优势 ;

益处 , 利益 Do you think the advantages of TV outweigh the

disadvantages? 你认为电视的好处多于坏处吗？ 6. traditional [trə‘diʃənl] adj. 传统的 , 惯

例的 Setting fireworks to celebrate the new year is our t

raditional custom. 燃放爆竹迎接新年是我们的传统习惯。


7. in vain 徒劳无功 He tried to persuade his father to stop smo

king, but in vain. 他试图劝说他父亲不要抽烟，却无功而返。 8. have difficulty (in) doing 做…有困难 The little boy still has some difficulty in co

mmunicating with foreigners. 这个小男孩在跟外国人就交流方面还是有点

困难。


9. benefit….. from 从……受益 We benefit a lot from his lecture. 听了他的讲座，我们受益匪浅。

10. for the sake of 由于……缘故 She married the millionaire just for the sake of mo

ney. 她嫁给那位百万富翁纯粹是为了钱。


11. be likely to 很有可能… . He is likely to attend the meeting this

afternoon. 他很有可能去参加今天下午的会议。 12. tend to 趋向于，往往会 Boys tend to be physically stronger than gi

rls. 男孩子往往会比女孩身体健壮些。

Additional Knowledge

1. desktop 桌面 2. original document 原件 3. administrative archives 文书档案 4. copy; duplicated document 复制件 5. draft; manuscript 文稿 6. text; version 文本 7. manuscripts 手稿 8. record office 档案室 9. transfer 移交 10. entry 条目

Additional Knowledge 11. A card index is a most valuable friend to a secretary,

so it must be kept handy and up to date. 卡片索引是秘书最宝贵的朋友，因此它要保持方便、时

新。 12. If individual papers must be removed from the files,

markers should be used for all absent files so that one can know where the papers are. 　

如果个别的资料要从档案中去掉的话，所有缺少的档案材料要用标签标明以便于了解这些文件在什么地方。

13. There are four basic methods of classifying materials for filing: alphabetical, numerical and alphanumerical, geographical and by the subject.

有四种将文件分类的方法：按字母、数字、字母排列加数字、地理位置和主题。

Additional Knowledge

14. The most important thing about filing is to bring together in a single folder all papers relating to a particular subject.

档案管理最重要的是要归存于单独的档案夹，或者把与某一特定主题有关的所有文件存档。

15. Do not delete business related files unless you are absolutely certain that you will never need the file again.

不要轻易删除贸易往来的文件，除非你非常肯定再也用不着这个文件了。

16. Place all documents in the My Documents folder and no where else. So whether it’s a spreadsheet, a letter or a PowerPoint presentation, it goes here. This will make it easier to find things and to run backups.

把所有的文件都存在“我的文档”里而不要放到其他地方。所以不管是一张空白表格、一封信或 PPT演示文稿，你都能在这儿找到。这样的话能轻而易举地找到你所需要的东西和备份。

Ⅲ. Classroom Activities

Work in pairs. One of you is an experienced secretary, the other is a newcomer to the office. The newcomer wants to ask something about filing management. Please make a dialogue

Ⅳ. Practical Writing

Memo （备忘录）1

Bills and forms （单据与表格）2

Notices （启事）33


1. Memorandum or Memo （备忘录）

备忘录的定义：备忘录是一种录以备忘的公文，它

是组织内部沟通的一种非常有效的工具。在公文函件中，它主要用来提醒、督促对方，或就某个问题提出看法或意见。在业务上，它一般多用来补充正式文件的不足。


备忘录的基本结构：书端（ Heading）；收文人的姓名、头衔、地址（ Addressee‘s Nam

e ， Title ， Address）称呼（ Salutation）；事由（ Subject）；正文（ Body）；结束语（ Closing）；署名（ Signature）

Sample

To: The leader of student service department From: Li Ming Date: August 16, 2007 Subject: Telephone Dear sir, I would like to remind you that we are in want of a telephone for each

dormitory. As university students, we need to cope with the daily increasing communications with teachers, friends and people outside the campus.

We need a telephone to get and send messages, which is important for us. Though most of us have mobile phones and e-mail addresses, a telephone in the dormitory is after all the most convenient and cheapest tool of communication. I hope that you will pay attention to this problem and solve it as soon as possible.

Regards. Yours, Li Ming


2. Bill and Form( 单据和表格 ) 单据和表格的定义：单据和表格是一种凭证，起书面证据作用。单据的种类繁多，常用的有借条、收条、发票、定货单、委托单等。有些单据系印好了的表格，用时只要填写就可以了。另有一些单据则采用便条、书信等形式。


1.What is an IOU? An IOU, which can be in written or verbal form, is an informal acknowledgement of a small debt,

usually between friends, co-workers or family members.

debtor debtee IOU I owe you… 2 What is a receipt? A receipt is a written acknowledgement that a

specified article or sum of money has been received as

an exchange.


3. Notices （启事）启事的定义：启事 (Notice) 是一种公告性的应用。机关团体或个人如有什么事要向群众公开说明，可以把要说的意思简单地写成启事，张贴于布告栏、公共场所等地方。启事的种类繁多，日常生活中常用的有遗失启事、招领启事、搬迁启事等。


1 Lost & Found This kind of public announcement is so

brief in language that it is enough to state clearly the lost and the found thing, such as its characteristics, its size and quantity, its color and so on.

Sample 　　　　　　 A Jacket Lost

Sept. 11th, 2007 I was careless and lost a jacket on th

e playground on June 6th. It is blue in color and with a zipper in the collar. Will the finder please return it to the owner, Jack? Room 203, Dormitory 7. Thanks very much!

Loser, Li Wei Tel. 11223344

Sample

Found

I happened to find a wallet, inside of which there is money and other things. Loser is expected to come to our class-room to claim it.

Finder Yuejun Class 3,Senior 1

Sample

REMOVAL Oct. 25th,

2007 Owing to the increasing expansion of our

business, we inform you that we shall on the first February remove to a more convenient office at 7 5th Ave., New York.

The name of our company and fax number remains the same, we’ll appreciate the confidence you have placed in us in the past and look forward to your continued support and cooperation.

East Import ＆ Export Company

Ⅴ. Exercises

Ⅰ.Fill in the blanks with the words or expressions given below. Change the form where necessary.

1. The chick finally broke through the shell and _____ out of it. 2. My grandmother is a(an)____woman, who can always make both ends meet. 3. You’ve grown up and you can make your decision _____. 4. Little John has____ watching TV while eating. 5. The girl married the old millionaire only _____ money. 6. If only he_____ the water in the desert last month. 7. Though the teacher had explained many times, Tom was still___. 8. What you said now is not ____with what you said just now. 9. In order to improve the ____ of the staff, the company introduced a lot of new equip

ment. 10. The boy tried his best to persuade his parents into accepting his proposal, but ___

_. 11. Mrs. Smith spent the whole morning _____the missing papers in the filing cabinet. 12. Though the police had collected a lot of evidence _____to the case, the suspects

were still not found.

economical consistent for the sake of on one’s ownefficiency relevant be in the habit of search forconfused struggle in vain make use of

Ⅴ. Exercises

II. Translate the following into Chinese or English.

1. 我们得向全体职工下达一份立卷须知。（ issue） 2. Linda 是一位羽毛球高手。 (master-hand) 3. 电子档案由于容易受到其他用户的非法使用而使人们没有安全感。 (safet

y) 4. 如果你对这个问题还弄不清楚的话，你最好去问下老师。 (be confused a

bout) 5. 我肯定他去过欧洲很多国家。 (bet) 6. 发出和收到的信函都存在那个档案里了。 (correspondence) 7. 卡片索引非常有用，它能帮助人们迅速地找到相关文件。 (relevant) 8. Please look through the instructions before taking these medicines. 9. The key to keeping your filing system up to date is to file things right away

and transfer old material in time. 10. We must take some effective measures to protect our environment.

Ⅴ. Exercises

III. Fill in the table below by giving the corresponding Chinese or English equivalents.promote employee productivity

draft the Declaration of Independence

obey traffic rules

lock the filing cabinets

相互参照条

采取安全措施

传统的档案管理方式

立卷须知

jet-black typed capitals

按职称存档

Ⅴ. Exercises IV. Practical writing Suppose you are Jerry. Brown who works for a

company which produces mobile phones. You are visiting another company, Mike Doll, to buy some computer software for your department. They have expressed an interest in your company’s mobile phones and you would like to take forty brochures and three mobile phones samples with you.

*Write a short memo to Mr. King Jack, the sales manager.

*Ask for his permission to take these items. *Explain why you want them. *Mention the time and date when you want to collect

them

Ⅵ. Key to Exercises I. Fill in the blanks with the words or expressions given below.

Change the form where necessary. 1. struggled 2. economical 3. on your own 4. been in the habit of 5. for the sake of 6. had made use of 7. confused 8. consistent 9. efficiency 10. in vain 11. searching for 12. relevant

Ⅵ. Key to Exercises II. Translate the following into Chinese or English. 1.We have to issue a list of instructions to all the staff on fi

ling routine. 2.Linda is a master-hand in badminton. 3.E-files can’t bring safety to people because they can be

easily used illegally by other users. 4.If you are still confused about this problem, you’d better

consult the teacher. 5.I bet he has been to many European countries. 6.He is not popular with people because his actions are n

ot consistent with his words. 7. A card index is very useful in the filing system. It can he

lp us find the relevant document quickly and easily. 8.请在服用这些药之前浏览一遍说明书。 9.使档案系统不过时的关键是有了材料马上存档并及时转

移旧档案。 10. 我们必须采取有效措施来保护我们的环境。

Ⅵ. Key to Exercises 10. 会议通知受文者 : 所有的销售人员发文者 : 秘书 Jerry Kane 事由 : 2007 年销售计划会我公司定于 2007 年 9月 20日上午 8:30 在厦门长城宾馆举行销售年会 , 为了保证足够的房间和午餐供应 , 如能告知是否参加会议 , 我们将不胜感激。

为方便起见，随函附上一张回执卡，敬请在 9月 11日之前把回执用已付邮资的信封寄过来。

回执 ---- 是的，我打算来参加这次销售会议。 ----很遗憾，我不能来参加这次销售会议。签名公司名称

Ⅵ. Key to Exercises III. Fill in the table below by giving the corresponding Chinese or E

nglish equivalents. promote employee productivity提高员工生产效率 cross-reference slips相互参照条 draft the Declaration of Independence起草独立宣言 take some safe measures采取安全措施 obey traffic rules遵守交通规则 traditional way of filing management 传统的档案管理方式 lock the filing cabinets锁文件柜 filing instructions立卷须知 jet-black typed capitals黑体大写字母 file by the job title 按职称存档

Ⅵ. Key to Exercises

IV． Practical Writing To: Mr. King Jack, the sales manager From: Jerry. Brown Date: May18, 2008

Subject: ask for permissionDear sir,

May I have you permission to take forty brochures and three mobile phones samples with me when visiting Mike Doll who have expressed an interest in our mobile phones. I will come to collect them at 8 am Wednesday morning.

Ⅶ. Assignments

Write a removal according to the following information. 搬迁启事

本公司之写字楼谨定于 2006 年 11月 21日 (星期二 )起迁往下列地址，正常营业。写字楼地址 :

香港九龙新蒲岗六合街 29号宏辉工业大廈 12楼 -写字楼电话 : (852) 2384 0005 或 (852) 2384 3299 - 传真 : (852) 2385 6298 - 电子邮箱 : [email protected] ( 不变 ) - 公司网址 : www.waigohobby.com ( 不变 ) 零售店地址 ( 不变 ) : 香港九龙油麻地东方街 7-8及 5号地下 - 零售店电话号码 : (852) 2384 0003 或 (852) 2384 0004 - 零售店传真号码 : (852) 2710 8861 （参考答案见下页）

Key 答案： REMOVAL NOTICE Please be informed that our office will move to the following new address with effect f

rom 21 November 2006 (Tuesday). OFFICE ADDRESS : 12/F WANG FAI INDUSTRIAL BUILDING, 29 LOK HOP STREET, SANPOKONG, KOWLOON, HONG KONG - Office Telephone No. : (852) 2384 0005 or (852) 2384 3299 - Office Fax No. : (852) 2385 6298 - E-mail address : [email protected] (remain unchanged) - Web site : www.waigohobby.com (remain unchanged) RETAIL SHOP ADDRESS (remain unchanged) : G/F, No. 7-8 & 5 TUNG FONG STREET, YAUMATEI, KOWLOON, HONG KONG - Shop Telephone No. : (852) 2384 0003 or (852) 2384 0004 - Shop Fax No. : (852) 2710 8861