English for Records Managers and Archivists

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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

ДЕПАРТАМЕНТ ОБРАЗОВАНИЯ И МОЛОДЕЖНОЙ ПОЛИТИКИ ХАНТЫ-МАНСИЙСКОГО АВТОНОМНОГО ОКУРГА – ЮГРЫ БЮДЖЕТНОЕ УЧРЕЖДЕНИЕ ВЫСШЕГО ОБРАЗОВАНИЯ ХАНТЫ-МАНСИЙСКОГО АВТОНОМНОГО ОКУРГА – ЮГРЫ «СУРГУТСКИЙ ГОСУДАРСТВЕННЫЙ ПЕДАГОГИЧЕСКИЙ УНИВЕРСИТЕТ»

Кафедра лингвистического образования и межкультурной коммуникации

ENGLISH FOR RECORDS MANAGERS AND ARCHIVISTS У ЧЕБНО - МЕТОДИЧЕСКОЕ ПОСОБИЕ Направление подготовки 46.03.02 Документоведение и архивоведение Направленность Документационный менеджмент

Сургут, 2017

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

УДК 811.111(07) ББК 81.432.1я81 E 56

Печатается по решению Редакционно-издательского совета СурГПУ

Учебно-методическое пособие утверждено на заседании кафедры лингвистического образования и межкультурной коммуникации 15 февраля 2017 года, протокол № 9 Рецензенты: Карнюшина В.В., кандидат филологических наук, доцент кафедры лингвистики и межкультурной коммуникации Сургутского государственного университета. Коваленко А.В., кандидат педагогических наук, доцент кафедры лингвистического образования и межкультурной коммуникации Сургутского государственного педагогического университета Е 56

English for Records Managers and Archivists : учеб.-метод. пособие: Направление подгот. 46.03.02 Документоведение и архивоведение / Направленность: Документационный менеджмент / Бюджет. учреждение высш. образования ХантыМанс. авт. округа – Югры "Сургут. гос. пед. ун-т" ; авт.-сост : С. В. Овчаренко. – Сургут : РИО СурГПУ, 2017. – 163, [1] с. Представленное пособие подготовлено в рамках изучения дисциплины "Иноязычная терминология" и составлено в соответствии с требованиями федерального государственного образовательного стандарта высшего образования по направлению подготовки 46.03.02 Документоведение и архивоведение / Направленность: Документационный менеджмент. Пособие ориентирует обучающихся на формирование навыков чтения текстов профессиональной направленности, овладение специальной терминологией, расширение кругозора и повышение общей культуры. Данное учебно-методическое пособие содержит два тематических модуля "Records and Archives Management" и "Employment and Business Documents", отражающих профессиональную сферу общения, а также включает англо-русский словарь документоведческой терминологии, библиографический список источников для самостоятельного чтения и приложения. Тексты и задания пособия могут быть также использованы учителями иностранного языка, студентами очной и заочной форм обучения. УДК 811.111(07) ББК 81.432.1я81

© Сургутский государственный педагогический университет, 2017 –2–

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

ОГЛАВЛЕНИЕ

Предисловие .......................................................................................................

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MODULE I. RECORDS AND ARCHIVES MANAGEMENT .................................. 10 Unit 1. Records Management System ................................................................... 12 Unit 2. Records Manager Job Description ............................................................. 19 Unit 3. The Value of Archives ................................................................................ 27 Unit 4. The Mission of an Archivist ........................................................................ 35 Unit 5. Iron Mountain – a World Leader in Information Management Services ..... 45 MODULE II. EMPLOYMENT AND BUSINESS DOCUMENTS ............................. 52 Unit 6. Physical Appearance of Documents …....................................................... 54 Unit 7. How to Write a Good CV (Resume) ............................................................ 62 Unit 8. Effective Cover Letters ............................................................................... 73 Unit 9. Successful Interviews.................................................................................. 86 Unit 10. Business Letters ....................................................................................... 100 Англо-русский словарь документоведческой терминологии ................... 122 Учебно-методическое и программное обеспечение ................................... 142 APPENDIX. USEFUL LANGUAGE ....................................................................... 147 Appendix 1. Preparing to Apply ............................................................................. 148 Appendix 2. CVs .................................................................................................... 150 Appendix 3. Cover Letters ..................................................................................... 152 Appendix 4. Going Through the Interview ............................................................. 154 Appendix 5. Common Interview Questions ............................................................ 158 Appendix 6. Business Letters Vocabulary ............................................................. 160 Appendix 7. Abbreviations in Correspondence ...................................................... 163

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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

ПРЕДИСЛОВИЕ Предлагаемое учебно-методическое пособие “English for Records Managers and Archivists“ является состовной частью учебно-методического комплекса по дисциплине: “Иноязычная терминология“ для студентов II курса по направлению подготовки 46.03.02 Документоведение и архивоведение / Направленность: Документационный менеджмент. Место дисциплины в структуре ОПОП ВО Дисциплина "Иноязычная терминология" относится к базовой части цикла дисциплин Б1. Б.26 "Гуманитарные, социальные и экономические дисциплины", имеющие тесную связь с дисциплинами профессионального цикла. Для освоения дисциплины студенты используют знания, умения, навыки, сформированные в процессе изучения дисциплины "Иностранный язык". Программа дисциплины составлена с учетом компетентностного подхода и отвечает требованиям ФГОС ВО по данному направлению подготовки. Цель дисциплины – формирование у студентов-документоведов концептуальной деловой картины мира и иноязычной профессиональной компетенции в устном и письменном деловом общении. Задачи дисциплины: 1. Овладеть определенным минимумом лексических единиц иноязычной терминологии по профилю направления подготовки, эквивалентами основных слов и выражений профессиональной речи на английском языке. 2. Овладеть навыками восприятия, узнавания и понимания предъявляемых иноязычных терминов в их аутентичном окружении. 3. Способствовать формированию навыков активного оперирования приобретенными сведениями о профессионально-ориентированной специфике терминологической лексики изучаемого языка. 4. Способствовать формированию умения активно использовать межпредметные связи в процессе систематизации знаний. 5. Освоить способы делового (устного и письменного) общения на английском языке. Компетенция обучающегося, формируемая в результате освоения дисциплины:  способность к коммуникации в устной и письменной формах на русском и иностранном языках для решения задач межличностного и межкультурного взаимодействия (ОК-5). знать:

В результате изучения дисциплины обучающийся должен:

 языковые нормы английского языка (произносительную, графическую, грамматическую, лексическую);  иноязычные специальные термины и терминологические словосочетания, связанные с приобретаемой профессией, в иноязычном тексте по направлению подготовки;  нормы и формы официально-деловой письменной речи, международные и национальные стандарты видов и разновидностей служебных документов;  функциональные стили и особенности их взаимодействия на английском языке в области межкультурной и профессионально-ориентированной коммуникации;  правила речевого (устного и письменного) этикета в соответствии с ситуацией общения.

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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

уметь:

 осуществлять качественную устную и письменную коммуникацию в современном поликультурном пространстве;  распознавать литературные нормы языка, приемы устной и письменной коммуникации на английском языке;  читать на английском языке литературу по профилю направления подготовки с целью поиска информации из зарубежных источников;  переводить тексты по профилю направления подготовки со словарем.

владеть:

 навыками использования основной иноязычной терминологии по направлению подготовки (знать русские эквиваленты основных слов и выражений профессиональной речи);  навыками извлечения информации из прослушанного или прочитанного иноязычного текста;  схемами просмотрового, поискового, изучающего и ознакомительного видов чтения;  методами поиска и использования источников информации на английском языке;  основами реферирования, аннотирования литературы по направлению подготовки;  навыками подготовки текстовых документов в профессиональной деятельности;  навыками речевого (устного и письменного) этикета в области межличностной, межкультурной и профессиональной коммуникации на английском языке.

иметь опыт:  использования различных форм, видов устной и письменной коммуникации на английском языке в учебной и профессиональной деятельности;  осуществления устной и письменной коммуникации на английском языке в процессе обучения и участия в научно-исследовательской работе;  поиска специальной информации в области профессиональной деятельности на английском языке из зарубежных источников (работа с иностранными сайтами);  распознавания деловой документации на английском языке;  потребления основных норм официально-деловой письменной речи, международные и национальные стандарты видов и разновидностей служебных документов;  ведения деловой переписки (читать и понимать документацию и информационные материалы на английском языке);  самостоятельно вести деловое общение по телефону и с помощью других видов голосовой связи;  владения набором действий для осуществления делового общения и переписки на английском языке с учетом правил и традиций страны изучаемого языка;  употребления формул речевого этикета в соответствии с ситуацией общения. Структура и содержание дисциплины Дисциплина “Иноязычная терминология“ изучается на 2 курсе (4 семестр). Общая трудоемкость дисциплины составляет 2 зачетные единицы, 72 часа, из них: 36 часов – аудиторные занятия, 36 часов – самостоятельная работа, 2 часа – промежуточная аттестация. Поскольку дисциплина носит практический характер, соотношение аудиторной и самостоятельной работы предлагается в объеме 50% на 50%. Основными формами организации учебного процесса являются практические занятия, которые требуют домашней подготовки в объеме не менее двух часов. Самостоятельная ра–5–

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

бота студентов предполагает чтение иноязычных профессионально-направленных текстов, работу по расширению индивидуального словарного запаса, а также закреплению умений и навыков, приобретенных в ходе практических занятий (лексикограмматические упражнения, тесты, кроссворды). Индивидуальные занятия предусматривают отчет по самостоятельной работе студентов, работу с дополнительными дидактическими материалами, выполнение тестовых заданий, консультирование студентов по интересующим их проблемам в рамках учебной дисциплины. Текущий контроль включает в себя – вопросно-ответные упражнения в устной и письменной форме; микродоклады и сообщения; презентации и тестовые задания на аудирование и чтение; лексико-грамматические трансформации; проектные задания, выполняемые в устной и письменных формах на практических занятиях. Промежуточная аттестация – зачет в виде компьютерного тестирования, который выставляется по результатам освоения двух модулей. В качестве средств обучения используются учебная литература, дидактический материал, Интернет-ресурсы. Образовательные и информационно-коммуникационные технологии Образовательный процесс по дисциплине строится на основе комбинации образовательных технологий, как традиционных, так и новых, направленных на развитие у обучающихся способностей к самостоятельному мышлению (анализу, интерпретации, оценке и др.), творческому решению проблем, самообразованию: технология критического мышления, организация дискуссий и т.д. Интерактивные формы учебных занятий включают дискуссию, деловую игру, мозговой штурм, метод “кейсстади“ и т.д. Информационные технологии – образовательный портал. Технические средства обучения и оборудование – компьютер, мультимедийный проектор, экспозиционный экран. Предлагаемое учебно-методическое пособие “English for Records Managers and Archivists” является состовной частью учебно-методического комплекса по дисциплине: “Иноязычная терминология“ для студентов II курса по направлению подготовки 46.03.02 Документоведение и архивоведение / Направленность: Документационный менеджмент. Учебный материал пособия отрабатывается во всех видах речевой деятельности: чтение, говорение, аудирование и письмо и построен на основе таких тем, как “Документовед, его обязанности и квалификация“, “Организация документооборота“, “Хранение документов. Номенклатура дел“, “Архивное дело“, “Устройство на работу. Собеседование. Резюме“, “Типы документов и деловых писем“. Подбор текстов настоящего пособия обусловлен задачами выработки навыков просмотрового, поискового, изучающего и ознакомительного видов чтения, расширения словарного запаса у обучающихся и постепенного формирования у них базового понятийного аппарата документоведчиских терминов, необходимого для чтения и реферирования специальной профессионально-ориентированной литературы. Цель пособия “English for Records Managers and Archivists”, состоит в совершенствовании коммуникативных умений обучающихся в области межличностного, межкультурного и профессионально-ориентированного взаимодействия. Цель реализуется в следующих задачах: 1) освоить лексический и терминологический минимум профессиональной сферы общения, а также социокультурные особенности, связынные с приобретаемой профессией; 2) освоить коммуникативные стратегии и способы делового (устного и письменного) иноязычного общения, связанные с процессом трудоустройства и приобретаемой профессией. Пособие содержит два модуля (учебных элемента): УЭ I “Records and Archives Management”, УЭ II “Employment and Business Documents”, которые строятся по тематическому принципу. Распределение учебной нагрузки представлено в таблице 1. –6–

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Таблица 1

Индивидуальная работа

Самостоятельная работа

Формы текущего контроля успеваемости и промежуточной аттестации

Интерактивные формы занятий

Семинарские, практические занятия

Лабораторные занятия

Лекционные занятия

Учебные элементы

Всего

Трудоемкость

Всего часов Аудиторные занятия – из них

Учебный элемент I. Records and Archives Management УЭ 1.1 Records Management System УЭ 1.2 Records Manager Job Description УЭ 1.3 The Value of Archives УЭ 1.4 The Mission of an Archivist УЭ 1.5 Iron Mountain – a World Leader in Information Management Services Рубежный контроль – эссе Всего: УЭ I

6

4

2

2

2

8

4

2

2

4

4

2

2

8

4

2

4

2

2

6 36

2 18

10

2 2

4 2

6

2 2

4 18

Учебный элемент II. Employment and Business Documents УЭ 2.1 Physical Appearance of Documents. УЭ 2.2 How to Write a Good CV (Resume). УЭ 2.3 Effective Cover Letters. УЭ 2.4 Successful Interviews. УЭ 2.5 Business Letters. Рубежный контроль – деловая игра Всего: УЭ II Промежуточная аттестация ВСЕГО:

4

2

2

8

4

2

2

4

4 8 4

2 4 2

2 2 2

2 2

2 4 2

6

2

36

18

27 72

36

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10 20

2

2

4

6

2

18

12

зачет 4

36

0,5

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Учебный элемент I “Records and Archives Management” (Module I) состоит из пяти тематических блоков, в рамках которых отрабатывается лексико-грамматический материал на основе таких тем как, “Организация документооборота“, “Докуентовед, его обязанности и квалификация“, “Архивоведение“, “Профессия архивоведа“, “Айрон Маунтен – известный мировой лидер по организации документооборота, внеофисному хранению и архивной обработке документов“. Здесь проводится работа по снятию фонетических трудностей основных лексических единиц, дифференциации производных и изучению терминологии профессиональной сферы общения; изучаются слова и фразы, описывающие работу в коллективе, профессиональные обязанности документоведа и архивоведа; рассматриваются социокультурные особенности взаимодействия в области профессионально-ориентированной коммуникации. Учебный элемент II “Employment and Business Documents” (Module II) также содержит пять тематических блоков, в рамках которых отрабатывается лексикограмматический материал на основе таких тем как, “Внешний вид документов: история возникновения“, “Резюме“, “Сопроводительное письмо“, “Интервью“, “Деловые письма“. В этом модуле осуществляется работа по снятию фонетических трудностей иноязычных терминов, дифференциации производных и изучению идиоматики деловой сферы общения. Студенты учаться работать с текстами обьявлений о трудоустройстве, составлять резюме и сопроводительное письмо, осваивают особенности речевого и неречевого поведения во время собеседования с работодателем, знакомятся с различными типами деловой документации на английском языке, изучают структуру и нормы официально-деловой устной и письменной речи. Структурный состав каждого раздела (УЭ I и УЭ II) включает ряд блоков (Units), имеющих свои части (Part I-II). Первая часть (Part I) блока содержит основной оригинальный текст и систему упражнений (Vocabulary Exercises and Comprehension Exercises). На первом этапе осуществляется предьявление новой тематической лексики или ее выделение из текста, далее происходит анализ и семантизация лексики (снятие фонетических трудностей, выявление многозначности, производных и т.д.). Следующий блок заданий нацелен на закрепление новой лексики с помощью различных типов лексико-грамматических упражнений (лексические игры, установление соответствия, подстановка, замена слова / фразы и т.д.). Далее предполагается включение новой лексики во все виды речевой деятельности: чтение, говорение, аудирование и письмо. Вторая часть (Part II) блока представляет собой дальнейшую разработку соответствующей темы и расчитана на расширение запаса речевых образцов и лексических единиц терминологического характера. Задания, входящие в состав второй части направлены на проверку понимания прочитанного и контролируют степень сформированности умений использования полученной информации. Изучение материала завершается созданием итогового творческого задания, предполагающего как аудиторную, так и самостоятельную работу обучающихся (подготовку презентаций, докладов, проектных работ и т.д.). Такое чередование материала имеет преимущества как психологического, так и методического порядка, так как позволяет внести разнообразие в подачу материала и использовать разные виды работы для его закрепления и активизации в речи. –8–

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Все блоки построены по единой схеме, хотя и отличаются разнообразием содержания и иллюстративного наполнения. Тексты, включенные в данное пособие, являются оригинальными и неадаптированными. Они были подвергнуты некоторым сокращениям, что продиктовано учебными целями пособия. На освоение каждого блока (Unit) рекомендуется отводить 2 занятия (4 часа), хотя в зависимости от уровня подготовленности обучающихся программа может меняться. Работу на занятиях рекомендуется строить в соответствии с общей схемой: 1) выполнение упражнений, служащих для активизации фонетического и лексического материала; 2) работа с основным текстом и глоссарием: чтение и перевод текста; 3) речевая тренировка с помощью подстановочных лексических таблиц; 4) выполнение упражнений, направленных на проверку понимания рочитанного текста; 5) решение учебных ситуаций и творческих заданий (подготовка презентаций, докладов, проектных работ). Апробация материалов данного пособия проводилась в 2016 году в учебном процессе СурГПУ на занятиях по английскому языку для студентов II курса по направлению подготовки 46.03.02 Документоведение и архивоведение / Направленность: Документационный менеджмент. Настоящее пособие соответствует основным требованиям ФГОС ВО по направлению подготовки 46.03.02 Документоведение и архивоведение / Направленность: Документационный менеджмент.

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Module I

RECORDS AND ARCHIVES MANAGEMENT

Цель: освоение языковых и социокультурных особенностей, связынных с приобретаемой профессией. Задачи: 1) освоить основную иноязычную лексику и терминологические единицы, связанные с профессиональной сферой документоведа и архивоведа; 2) ознакомиться с национально-культурной спецификой профессионального поведения жителей изучаемого языка; 3) совершенствовать умения просмотрового, поискового, изучающего и ознакомительного видов чтения профессионально-ориентированных текстов. Учебные результаты:  знать языковые нормы английского языка (произносительную, графическую, грамматическую, лексическую);  знать иноязычные специальные термины и терминологические словосочетания, связанные с приобретаемой профессией;  уметь строить монологические и диалогические высказывания в рамках профессиональной сферы общения;  владеть способами работы с аутентичными текстами по профилю направления подготовки – понимать основное содержание прочитанного и находить в тексте конкретную информацию. Структура учебного элемента: учебный элемент состоит из пяти тематических блоков, в рамках которых отрабатывается лексико-грамматический материал на основе таких тем как, "Организация документооборота", "Докуентовед, его обязанности и квалификация", "Архивоведение", "Профессия архивоведа", "Айрон Маунтен – известный мировой лидер по организации документооборота, внеофисному хранению и архивной обработке докумен– 10 –

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тов". Проводится работа по снятию фонетических трудностей и техникой чтения, дифференциации производных и изучению идиоматики профессиональной сферы общения; изучаются слова и фразы, описывающие работу в коллективе, профессиональные обязанности документоведа и архивоведа; рассматриваются межкультурные особенности взаимодействия в области профессионально-ориентированной коммуникации. Форма контроля текущей успеваемости: устный ответ, моделирование ситуаций речевого общения, составление и презентация рассказа, ролевая игра. Рубежный контроль – эссе. Критерии оценки выполненных заданий: адекватная реализация коммуникативного намерения, соответствие языковым нормам речи носителей языка (произносительные, грамматические, лексические, стилистические нормы), логичность, содержательность, связность, смысловая и структурная завершенность, выразительность, соблюдение естественного темпа говорения, графических норм для письменных работ, соответствие социокультурным особенностям речи носителей языка, аутентичность лексического наполнения речи, субъектное взаимодействие и обратная связь (для диалогической речи), эстетичность оформления (для письменных работ).

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UNIT 1 УЭ 1.1 RECORDS MANAGEMENT SYSTEM

PART I What is Records Management? Before reading answer the following questions: What is records management? What does records management start with? Why is records management important? Read the text to find out if your predictions are correct. Records Management is the practice of identifying, classifying, archiving, preserving, and sometimes destroying records. There is an International Standard on records management, ISO 15489: 2001. This defines records management as, “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”. The ISO defines a record as “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business”. It is a distinct piece of recorded information derived, accumulated or received in the preliminary, execution or completion of an activity and that constitutes sufficient composition, significance and structure to provide an attestation of that activity. While the definition of a record is often identified strongly with a document, a record can be either a tangible object or digital information which has value to an organization. Often, a records management system helps to aid in the capture, classification, and ongoing management of records throughout their life cycle. Such a system may be paper based (such as index cards as used in a library), or may be a computer system, such as an electronic records management application. – 12 –

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A records management system is a computer program (or set of programs) used to track and store records. The term is distinguished from imaging and document management systems that specialize in paper capture and document management respectively. Records management systems commonly provide specialized security and auditing functionalities tailored to the needs of record managers. As processed, records management starts with creating, approving, and enforcing records policies, including a classification system and a records retention policy. The next activity would be developing a records storage plan, which includes the short and long-term housing of physical records and digital information. In putting this plan into action, it is necessary to identify existing and newly created records, classify them, and then store them according to standard operating procedures. Next step is to coordinate the access and circulation of records within and even outside of an organization. And finally, to execute a retention policy to archive and destroy records according to operational needs, operating procedures, statutes, and regulations. It is apparent that records management is an essential activity to ensure and certify the authenticity of many business transactions and government activities. The propagation and advancement of electronic documents and their probable litigation exposure have led to issues regarding privacy, data protection, and identity theft, posing some problems in record management. Managing records involves a variety of diverse disciplines. At the simplest, records must be organized and indexed. In more complex settings, record management demands expertise in forensics, history, engineering, and law. In a business environment, this is usually a matter of filing business documents and making them available for retrieval. However, in many domains, records must be identified and handled much more carefully. Records management then needs a coordination of many experts to build and maintain the system. Records Management [Электронный ресурс]. – Режим доступа: http://www.simplysearch4it.com/ article/52057.html

VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: efficient [ɪˈfɪʃənt], disposition [ˌdɪspəˈzɪʃən], capture [ˈkæpʧə], evidence [ˈɛvɪdəns], transaction [trænˈzækʃən], execution [ˌɛksɪˈkjuːʃən], distinguish [dɪsˈtɪŋgwɪʃ], specialize [ˈspɛʃəlaɪz], approve [əˈpruːv], enforce [ɪnˈfɔːs], procedure [prəˈsiːʤə], access [ˈæksɛs], diverse [daɪˈvɜːs], litigation [ˌlɪtɪˈgeɪʃən], exposure [ɪksˈpəʊʒə]. Exercise 2. Find the correct pronunciation of following words in the dictionary, read and translate them into Russian: receipt, maintenance, pursuance, obligation, preliminary, tangible, digital, security, audit, tailored, process, retention, authenticity, domain, expertise, forensics, retrieval. – 13 –

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Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the text "What is Records Management?" and try to remember. Verb to enforce

Noun

Verb to receipt

approvement

to obligate

identification

to operate

advancement

to execute

Noun

transaction

to coordinate

specialization

regulation

Exercise 4. Match the words with their definitions. 1) to identify 2) to classify 3) to archive 4) to accumulate 5) to preserve 6) to destroy

a) to carry on or conduct (business, negotiations, activities, etc.) to a conclusion or settlement b) to keep safe from harm or injury; protect or spare c) to recognize or establish as being a particular person or thing d) to reduce (an object) to useless fragments, as by rending, burning, or dissolving; injure beyond repair or renewal; demolish; ruin; annihilate e) to gather or collect, often in gradual degrees; heap up f) to place or store in an archive g) to arrange or organize by classes; order according to class

7) to transact

Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

7)

COMPREHENSION EXERCISES Exercise 5. Read and translate the text "What is Records Management?". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

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Exercise 6. the sentences using the following words, word combination and expressions from the box. a) to ensure and certify e) provide

b) starts with f) to track and store

c) a coordination of many experts g) involves

d) within and even outside h) to the needs

1. Records management systems commonly … specialized security and auditing functionalities tailored … of record managers. 2. A records management system is a computer program (or set of programs) used … records. 3. Record management then needs … to build and maintain the system. 4. Managing records … a variety of diverse disciplines. 5. Records management is an essential activity … the authenticity of many business transactions and government activities. 6. Records management … creating, approving, and enforcing records policies, including a classification system and a records retention policy. 7. Next step is to coordinate the access and circulation of records … of an organization. Exercise 7. In pairs, discuss the following questions. Check the answer with the text "What is Records Management?". 1. What is the field of records management responsible for? 2. How does the ISO define a record as? 3. What do records management systems commonly provide? 4. What does records management start with? 5. What kind of activity does records management include? 6. Managing records involves a variety of diverse disciplines, doesn’t it? What are these disciplines? 7. What has led to issues regarding privacy, data protection, and identity theft? Exercise 8. Below is a list of activities in records management (A-E) which have been put in the wrong order. Put them in the correct order (1-5) according to the plan in the text. A. Develop a records storage plan, which includes the short and long-term housing of physical records and digital information. B. Coordinate the access and circulation of records within and even outside of an organization. C. Identify existing and newly created records, classify them, and then store them according to standard operating procedures. D. Execute a retention policy to archive and destroy records according to operational needs, operating procedures, statutes, and regulations. E. Create, approve, and enforce records policies, including a classification system and a records retention policy. – 15 –

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Exercise 9. Using the text, draw a scheme to gather the information about records management.

Records Management

PART II Education and Training for 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 correspondence courses in records management: http://www.arma.org. Some online 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. Education and Training Opportunities in Records Management [Электронный ресурс]. – Режим доступа: http://www.informationr.net/ir/9-3/paper179.html

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Exercise 1. Read the text above and order the following levels of education from the highest (1) to the lowest (5). Diploma _________ Certified Records Manager _________ Degree _________ On-the-job training _________ ARMA correspondence courses _________ Exercise 2. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. Records management is an interesting and rewarding occupation in Canada. 2. Records management requires a very high level of knowledge and skill. 3. You can get an education in records management at university or college, as well as through correspondence or distance learning. 4. ARMA offers Certified Records Manager examinations. 5. ARMA is the international professional association for records managers all over the world. 6. On the job training is the shortest route to become a records manager.

T

F

D

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀ ฀

฀ ฀

฀ ฀

฀

฀

฀

Exercise 3. 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). A. Diploma in records management, and four years of experience or equivalent experience. B. Diploma in records management and 3-5 years of experience or equivalent experience. C. Master degree in records management, information management, or archival studies, and 7 years of experience or equivalent experience. D. Diploma in records management, and one year of experience or equivalent experience. E. No specific education requirements. Familiarity with records management is an asset. F. Degree in records management, information management, or archival studies, and 4 years of experience or equivalent experience. – 17 –

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Title 1. Records Manager 2. 3. 4. 5. 6.

Senior Records Analyst Records Analyst Junior Records Analyst Records Coordinator Records Clerk

Department 1

2

Public Works and Services (central agency) Public Works and Services Public Works and Services Public Works and Services All departments All departments

Education/ Experience

Exercise 4. Discuss the following:  Do many people in Russia want to get a job in records management?  What are the ways to get an education in records management in Russia?  What level of knowledge and skill will you need to join this field? Exercise 5. Match the words from the Responsibilities column (1-8) with their definitions (A-H). Then cover the definitions and try to tell them from memory.

1. 2. 3. 4. 5. 6. 7. 8.

Administrative Records Classification Disposal Record Centre Records Management Records Management Programme Recordkeeping Transfer

A. Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. B. It is the programme conducted on an organization-wide basis for the management of records, recordkeeping activities and recordkeeping systems. C. The process of identifying the category or categories of business activities and the records they generate and grouping them into files. D. The transfer of records, especially inactive records, to their final state, either destruction or transfer to an archives. E. A facility used for low-cost storage of inactive and semi-active records before those records are destroyed or transferred to the archives. F. The process of moving records as part of their life cycle. G. These are common to most organizations. Examples include routine correspondence or inter-office communications; records relating to human resources, equipment and supplies, and facilities; reference materials, routine activity reports, work assignments, appointment books, and telephone logs. H. The making and maintaining of complete, accurate and reliable evidence of business transactions in the form of recorded information. 1

public works – building projects such as schools, roads and railways that are built and paid for by the government 2 public services – services that the government pays for such as education or health care

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UNIT 2 УЭ 1.2 RECORDS MANAGER JOB DISCRIPTION

PART I Job Description Before reading answer the following questions: What do you know about the job of a records manager? What does a records manager do? What is a records manager responsible for? Read the text to find out if your predictions are correct. A. A records manager (an RM) is in charge of the organization and storage of a variety of records for a company or business. One of the most common forms of records management comes in the medical field where charts and doctors notes are kept in a patient’s file to be examined at a later date. But records can be kept in any kind of business, physically or electronically. B. A records manager must be a great organizer. A manager will be asked at any time to locate a specific record and must be able to do so promptly. To do so, the manager must have a filing system in place that will allow them to locate the file. Sometimes that is an alphabetic system, while other companies utilize a numbers-based system. Still others use a combination of the two. The important aspect is that the records manager understands the system in place. C. A records manager must keep files stored in a safe place. Depending on the importance of the records, they could be kept in anything from a fire-proof vault to simply a large bookshelf. Records should also be stored in a way they are easy to get to. In most cases, this means storing records side-by-side vertically rather than horizontally, one on top of the other. D. Certain records are allowed to circulate through the business that they belong to. For example, patients’ charts circulate throughout the hospital or clinic the patients currently are, as the doctors will need to see them. A records manager is in charge of allowing the circulation of records in a way that the manager will be able to locate them later, through some kind of bar code check-out system or by strictly memory. – 19 –

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E. Following circulation, the records manager is in charge of getting the records back into storage. Whether this means calling up the person who claimed the records and having them bring it back, or physically walking to where the record is and retrieving it, depends entirely on the business. F. In certain cases, a records manager may be in charge of physically putting together the initial record. For example, if a new patient is admitted into a hospital, the records manager may have to physically put the patient’s chart into a record before the initial filing. The reason the records manager controls this is because that person has the most experience for what information must be included on the actual record to help store it most effectively. Records manager job description [Электронный ресурс]. – Режим доступа: http://www.ehow. com/about_6085880_records-manager-job-description.html

VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: variety [vəˈraɪəti], patient [ˈpeɪʃənt], organizer [ˈɔːgənaɪzə], circulate [ˈsɜːkjʊleɪt], business [ˈbɪznɪs], chart [ʧɑːt], examine [ɪgˈzæmɪn], specific [spɪˈsɪfɪk], alphabetic [ˌælfəˈbɛtɪk], companies [ˈkʌmpəniz], through [θruː], whether [ˈwɛðə]. Exercise 2. Find the correct pronunciation of following words in the dictionary, read and translate them into Russian: store, in charge, promptly, utilize, fire-proof vault, initial, experience, include, actual, calling up, claim, entirely, eventual. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the text "Job description" and try to remember. Verb to experience to locate to examine

Noun organizer

Verb to utilize

circulation

to admit

storage

to control

Noun walking backing meaning

Exercise 4. Match the words with their definitions. 1) to retrieve 2) to circulate 3) 4) 5) 6)

to organize to utilize to store to examine

a) to put to use b) to recover or regain; to bring back to a former and better state c) to supply or stock with something, as for future use d) to inspect or scrutinize carefully e) to systematize f) to move in a circuit; move or pass through a circuit back to the starting point – 20 –

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Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

COMPREHENSION EXERCISES Exercise 5. Read and translate the text "Job description". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Look through the text and find a proper heading to each part of the text "Job description". Match the letters (A-F) with the numbers (1-6). 1. Retrieval 2. Circulation 3. Organization Skills 4. Creation 5. Storage 6. Core Duties Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

Exercise 7. Complete the sentences using the following words, word combination and expressions from the box. a) depending e) in charge

b) keep f) at any time

c) in certain cases g) understands

d) medical field h) fire-proof vault

1. One of the most common forms of records management comes in the … where charts and doctors’ notes are kept in a patient’s file to be examined at a later date. 2. A manager will be asked … to locate a specific record and must be able to do so promptly. 3. … on the importance of the records, they could be kept in anything from a … to simply a large bookshelf. – 21 –

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4. A records manager must … files stored in a safe place. 5. …, a records manager may be … of physically putting together the initial record. 6. The important aspect is that the records manager … the system in place. Exercise 8. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. Records should also be stored side-by-side horizontally rather than vertically, one on top of the other. 2. After the circulation records must be retrieved. 3. The index system creates an organized document filing system and makes future retrieval simple and efficient. 4. A filing system helps a records manager to create a record. 5. Records should also be stored in a way they are hard to get to. 6. A records manager must keep files in a safe location.

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Exercise 9. Choose the answer to the question: Why does the records manager have to create a record himself in some cases? 1. Because he must protect records containing confidential information such as personal information. 2. Because he knows better than others what information must be included on the record to help store it most effectively. 3. Because he must improve records management within his organization. 4. Because he must control the number of records created and stored. Exercise 10. What is the main idea of the text? Choose from the following: 1. A records manager has to decide what filing system will be used in his company: an alphabetic system, a numbers-based system, or a combination of the two. 2. An RM must identify the importance of the records and save them either in a fireproof vault or in a large bookshelf. 3. An RM must retrieve the documents after their circulation. 4. An RM, who is in charge of the organization and storage of a variety of records for a company or business, must be able to locate a specific record at any time and to do so quickly.

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Exercise 11. Records managers are typically employed by large public and private organizations that need support with the management of a vast range of records and records system. Make a list of typical employers of records managers. Exercise 12. Using the text, draw a scheme to gather the information about records manager.

Records Management

PART II Ian Meldon’s Career I have a BA Hons in History and Archaeology from the University of Leicester. After working for sixteen years in a range of jobs in areas as diverse as archaeology and retail I was ready for a change, so I chose to study for the Archives and Records Management at the University of Liverpool. Due to competition for places, I was required to demonstrate commitment to the profession through appropriate voluntary work and visits to archives, alongside with independent research and reading about the profession. It was great to be studying with new people with similar interests, yet difficult to write essays after so many years. I started looking for work while still on the course. I sent my CV for a job posted on a professional mailing list seeking records management analysts for a project at the Food and Agricultural Organization of the United Nations in Rome. I was shortlisted for a phone interview that was mostly a discussion of current trends in records management, which were still fresh in my mind from studying. One week later, I was offered an initial six-month contract. On my first day, I found a diverse team of co-workers, including records managers and archivists from all over the world with career histories similar to my own. I have now been here 18 months and during this time we have been preparing and rolling out the new records management system. For the remainder of my contract we will fully deploy and test the new system. The job is challenging, – 23 –

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although satisfying, and there is no typical day. On some days I am at my desk writing papers or analysing folder structures, and on others I am in meetings, giving presentations or training staff. All my skills are being stretched and honed, and I am also gaining a broader view of the issues and challenges archivists and records managers face than I would have if I had taken a job in the UK. I would like to build upon this experience, hopefully through working for other international organisations where I can broaden my expertise into neighbouring professions such as information and knowledge management. For students who want a career in archives and records management, I recommend trying to get the best understanding of the profession before beginning to study. I also think it is important to realise that job opportunities are worldwide, especially if you are flexible and adaptable. Finally, never think a job advertisement is not applicable to you – take a chance and apply, you never know where you might end up. Ian Meldon’s Career [Электронный ресурс]. – Режим доступа: http://www.studfiles.ru/ preview/5171948/page:5/

Exercise 1. Read the story of Ian Meldon’s career. Now he works as a records management analyst for the United Nations. Copy out new words and check their meaning with a dictionary. Exercise 2. In pairs, discuss the following questions. Check the answer with the text "Ian Meldon’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? 19. What skills does Ian Meldon need for his current job? Say why. 20. Why do you think international work helps stretch and hone professional skills better than work in your own country? – 24 –

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Exercise 3. Records management is an interesting and rewarding occupation. If you want to join this field, you will need certain skills. See the list of skills and discuss why a records manager needs them. a) strong oral and written communication skills to deal with senior colleagues, suppliers and contractors; b) confidence to liaise with a range of staff at all levels within an organization; c) negotiation skills and the ability to persuade colleagues to follow agreed record storing guidelines; d) problem-solving and analytical skills to develop an understanding of how your organisation works and build integrated records systems; e) project management and organisational skills; f) the ability to gain a clear overview of an organisation and its activities; g) being comfortable with new technology and adapting rapidly to new trends; h) a high level of awareness of information management principles and familiarity with information systems and archives; i) flexibility and adaptability to get involved in all aspects of information provision; j) meticulousness, patience and attention to detail; k) capable of prioritising. Exercise 4. Match the skills from Еx. 4 with a records manager’s responsibilities: 1) recording, storing, and analyzing data of the organization; 2) developing organisational policies and strategies for records management; 3) creating records retention schedules, which act as guides on the length of time records should be kept; 4) carrying out a record-keeping audit; 5) monitoring for material that should be transferred to the archives; 6) ensuring that the records meet the legal and administrative requirements; 7) monitoring the legal and regulatory environment affecting record keeping; 8) devising new record-keeping systems and filing plans to improve records management; 9) coordinates, approves, and monitors the release of information and records to authorized departments; 10) training supervisor staff; 11) liaising and working with related departments, including computing services and special collections and archives; 12) researches and responds to requests for information; 13) managing electronic records.

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Exercise 5. a) Complete the sentences with a verb from Ex. 4. 1. A records manager is responsible for __________ organisational policies and strategies for records management. 2. A records manager is in charge of __________ the legal and regulatory environment affecting record keeping. 3. The job involves __________ new record-keeping systems and filing plans to improve records management 4. A records manager is involved in _________ records retention schedules. b) Change the sentences as shown in the model. Model: A records manager must locate records. – An RM is responsible for l ocating records. 1. A records manager must keep files stored in a safe place. – An RM is in charge of __________. 2. A records manager must get the records back into storage after their circulation. An RM is in charge of __________. 3. An RM must develop a records management programme. – An RM is involved in __________. 4. An RM must deliver training programmes. – An RM is in charge of __________. 5. An RM must transfer records into storage. – An RM is responsible for __________. 6. An RM must dispose of records. – The job involves __________. Exercise 6. In order to become an effective records manager you need to possess a certain set of personality traits, as well as soft and hard skills. These traits and skills will help you perform job duties with competence, and will help you negotiate the challenges of this career. Fill in the table with skills needed by records manager from Еx. 4 or you may add your own ones. Discuss your option in groups of 3-4. Skills Needed to Become a Records Manager Soft Skills Hard Skills

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UNIT 3 УЭ 1.3 THE VALUE OF ARCHIVES

PART I What’s an Archives? Before reading answer the following questions: What do you know about archives? What records are sent to archives? Why do people need information from archives? Read the text to find out if your predictions are correct. A. The word archives can be used in three different ways: The word archives (usually written with a lower case a and sometimes referred to in the singular, as archive) refers to the permanently valuable records – such as letters, reports, accounts, minute books, draft and final manuscripts, and photographs – of people, businesses, and government. These records are kept because they have continuing value to the creating agency and to other potential users. They are the documentary evidence of past events. They are the facts we use to interpret and understand history. An Archives (often written with a capital A and usually, but not always, in the plural) is an organization dedicated to preserving the documentary heritage of a particular group: a city, a province or state, a business, a university, or a community. For example, the National Archives and Records Administration in the United States, Bentley Historical Library at the University of Michigan, The Coca-Cola Company Archives, and The Archives of the Episcopal Church are all responsible for the preservation and management of archives. The word archives is also used to refer to the building or part of a building in which archival materials are kept, i.e., the archival repository itself.

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B. An archives is a place where people can go to gather firsthand facts, data, and evidence from letters, reports, notes, memos, photographs, and other primary sources. The National Archives is the U.S. Government’s collection of documents that records important events in American history. The National Archives and Records Administration (NARA) is the Government agency that preserves and maintains these materials and makes them available for research. C. Whether or not you realize it, you probably have an archives in your home. It might be in a filing cabinet in your study, a box in the basement, a chest in the attic. It is your personal archives: a collection of material that records important events from your family’s history. D. Both a family’s archives and the nation’s archives save items to serve as proof that an event occurred; explain how something happened, whether for personal, financial, or sentimental reasons; may be located in more than one place. There are ways that your family archives and the National Archives, together, tell your family’s story. For example, your family’s archives might contain the final certificate for your great-great-grandfather’s homestead; the National Archives may hold the original applications for the homestead. Your family’s archives may include a photograph from the day your grandmother became a U.S. citizen; the National Archives contains the Government applications for naturalization of persons wishing to become U.S. citizens. E. Whereas your family’s archives is personal, those held by the National Archives are official. Your family’s archives might include your birth certificate. The National Archives holds the original, signed “birth certificate” for the nation – the Declaration of Independence. Your family’s archives are available only to you and family members. The holdings in the National Archives are available to almost everyone. F. More than 95 percent of the records in the National Archives are declassified, meaning they are available to all researchers. NARA employs approximately 3,000 full- and part-time employees to help facilitate the use of its holdings. Many of the records in the National Archives are available on microfilm, and more than 1.8 million digital images of documents can be seen through NARA’s online catalog. G. To help preserve material, NARA stores archives records in acid-free folders within acid free boxes that are placed in dark spaces with consistent temperature and humidity. For many years Federal records were created on paper and stored in files and boxes. These days electronic records are created by government agencies at an astounding rate. What’s an Archives? [Электронный ресурс]. – Режим доступа: http://www.archives.gov/about/ info/whats-an-archives.html

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VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: naturalization [nætʃrəlaɪˈzeɪʃn̩], birth [bɜːθ], original [əˈrɪdʒn̩əl], available [əˈveɪləbl̩], percent [pəˈsent], record [rɪˈkɔːd], approximately [əˈprɒksɪmətli], digital [ˈdɪdʒɪtl̩], material [məˈtɪərɪəl], humidity [hjuːˈmɪdɪti]. Exercise 2. Find the correct pronunciation of following words in the dictionary, read and translate them into Russian: archives, archivist, homestead, research, whereas, holding, source, employee, through, event, item, astounding, acid, folder, full- and part-time. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the text "What’s an Archives?" and try to remember. Verb to realize to hold to create to use

Noun

Verb to store to contain

application researcher

to gather to explain

usage

Noun collection reason

Exercise 4. Match the words with their definitions. 1) homestead 2) holdings 3) folder 4) data 5) document 6) attic 7) archives

a) individual facts, statistics, or items of information b) the part of a building, especially of a house, directly under a roof; garret c) a written or printed paper furnishing information or evidence, as a passport, deed, bill of sale, or bill of lading; a legal or official paper d) documents or records relating to the activities, business dealings, etc., of a person, family, corporation, association, community, or nation e) a folded sheet of light cardboard used to cover or hold papers, letters, etc., as in a file f) any dwelling with its land and buildings where a family makes its home g) legally owned property, especially stocks, bonds, or real estate

Put your answers in this table. Model: 1)

2)

3)

4)

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5)

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COMPREHENSION EXERCISES Exercise 5. Read and translate the text "What’s an Archives?". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Look through the text and find a proper heading to each part of the text "What’s an Archives". Match the letters (A-G) with the numbers (1-7). 1. The availability of the personal and national archives to other people. 2. The storage of records in NARA. 3. Your personal archives. 4. NARA’s professionals. 5. Your family story through the personal and national archives. 6. The National Archives and Records Administration. 7. The usage of the word archives. Put your answers in this table. Model: 1)

2)

3)

4)

5)

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Exercise 7. Complete the sentences using the following words, word combination and expressions from the box. a) hold e) realize

b) contains f) employees

c) birth certificate g) available

d) electronic records h) files and boxes

1. Your family’s archives are … only to you and family members. 2. NARA employs approximately 3,000 full- and part-time … to help facilitate the use of its holdings. 3. The National Archives may … the original applications for the homestead. 4. The National Archives … the Government applications for naturalization of persons wishing to become U.S. citizens. 5. For many years Federal records were created on paper and stored in … . 6. Whether or not you … it, you probably have an archives in your home. 7. These days … are created by government agencies at an astounding rate. 8. The National Archives holds the original, signed “…” for our nation – the Declaration of Independence. – 30 –

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Exercise 8. Choose a, b, or c. 1. Letters, reports, notes, memos, photographs, and other records serve as ________ of important events in the history of a country. a) declaration b) evidence c) collection 2. You can go to the archives if you want to know how an event ________. a) explained b) created c) happened 3. Both your family archives and the nation’s archives can help ________ how something happened. a) explain b) preserve c) store 4. The birth certificate for the American nation is the Declaration of ________. a) Remembrance b) Dependence c) Independence 5. The holdings of NARA are ________ for research. a) available b) financial c) sentimental 6. Your family archives can be kept in a filing ________ in your study. a) box b) chest c) cabinet 7. _________ folders and boxes help preserve records in the archives. a) acid b) acid-free c) sugar-free 8. The nation’s archives can be ________ in several different places. a) located b) occurred c) declassified 9. Full- and part-time ________ work in the archives. a) members b) citizens c) employees 10. Records are kept in dark spaces with consistent temperature and ________. a) radiation b) humidity c) ionization Exercise 9. In pairs, discuss the following questions. Check the answer with the text "What’s an Archives?". 1. What’s an archives? 2. What kind of records are kept in the archives? 3. Who are the archival records available to? 4. How many records in NARA are declassified? 5. In what form are declassified records available to the users? 6. How are the archival records preserved? 7. What is a family archive? 8. Who has personal archives? 9. Where do people keep their personal archives? 10. What records does a personal archives consist of? 11. Why do people need to use archival records?

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Exercise 10. Using the text, draw a scheme to gather the information about archives.

Archives

PART II Nova Scotia Archives 3

Exercise 1. Watch a video about Nova Scotia Archives. Read the statements and mark them as true (T) or false (F). If the information is not given in the video choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. T

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

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

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1. Nova Scotia Archives keeps documents created by the government and the private sector over the last 500 years. 2. When you arrive at the Archives you have to get a special card that allows you access to the research floor. 3. Every month the Archives helps thousands of people to learn more about their family, their community, and the history of their province. 4. A reference archivist and a retrieval staff look forward to helping you. 5. The Archives has a C@P site and a hundred of public computers.

3

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Exercise 2. 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. Exercise 3. Choose one of the options to make true statements about the archivist’s work. Compare with your partner. 1. Archivists acquire, manage and maintain documents and other materials that have __________ importance for individuals, organisations and nations. a) administrative b) financial c) historical 2. Archivists serve as __________ of the memories and records that shape the identity of various groups and societies. a) creators b) guardians c) destructors 3. Archives are held by all sorts of organisations, including local and national 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, other professional staff and the general public. a) users b) buyers c) sellers 5. Many archivists are responsible for other related areas of work, such as __________. a) mapmaking b) records management c) photography 6. The roles of archivist and __________ overlap and are combined in some organisations, especially smaller businesses. a) records manager b) IT specialist c) personnel manager 7. ____________ of archivists are women. a) 70% b) 50%

c) 30%

8. Many archivists spend a large proportion of their time __________. a) lifting boxes b) working at a computer c) climbing the ladders 9. Archivists may have to work in __________ conditions, particularly when rescuing records from basements or disused buildings. a) dirty b) dangerous c) comfortable 10. Archivists must have a demonstrable interest in __________ and an awareness of the importance of archives as evidence. a) history b) arts c) law – 33 –

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Exercise 4. Search the Internet and find as much information as possible about other famous archives abroad (E.g. – about Vatican Archives). Be ready to make a computer presentation. Exercise 5. Search a website http://www.osgrm.com/about-osg-recordsmanagement/ and study the information about the leading Archive company in Russia "OSG Records Management". What does "OSG" stand for? Comment on its basic principles and services. Brainstorm your ideas, thoughts and make a computer presentation.

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UNIT 4 УЭ 1.4 THE MISSION OF AN ARCHIVIST

PART I What’s an Archivist? Before reading answer the following questions: What is an archivist? What does an archivist do? What is the workplace of an archivist like? Read the text to find out if your predictions are correct. In the course of everyday life, individuals, organizations, and governments create and keep information about their activities. These records may be personal and unplanned – a photograph, a letter to a friend, notes toward a manuscript – or they may be official and widely shared – financial and legal documents, recordings of public speeches, medical files, and electronic records. These records, and the places in which they are kept, are called archives, and archivists are the professionals who assess, collect, organize, preserve, and provide access to these records. Archivists hold professional positions requiring adherence to national and international standards of practice and conduct in accordance with a professional code of ethics. The majority of professional archivists hold a baccalaureate degree, and many have one or more advanced degrees related to the profession. Archivists typically, though not exclusively, possess graduate degrees in either history or library science. A number of colleges and universities offer courses in archival administration, usually within their graduate history or library science offerings, and some employers will look for such courses in the background of candidates. Most archival institutions welcome volunteers. The National Archives and Records Administration offers a wide range of voluntary student internships at their facilities around the country. Not every record has enduring value, and archivists don’t keep every record that comes their way. Instead, archivists select records, a process that requires an understanding of the historical context in which the records were created, the uses for which they were intended, and their relationships to other sources. – 35 –

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Archivists arrange and describe the collection of records, in accordance with national and international standards of practice. Because materials in archival collections are unique, specialized, or rare, archivists strive to protect records from physical damage and theft so that they can be used today and in the future. Increasingly archivists play a key role in ensuring that digital records, which may quickly grow obsolete, will be available when needed in the future. Archivists identify the essential evidence of our society and ensure its availability for use by students, teachers, researchers, organization leaders, historians, and a wide range of individuals with information needs. Many archivists also plan and direct exhibitions, publications, and other outreach programs to broaden the use of collections, helping people find and understand the information they need. Archivists are sometimes confused with other closely related professionals, such as librarians, records managers, curators, and historians. This is not surprising, as many archivists share a location, materials, or goals with these professions. Although some work is related, distinct differences exist in the work of the archivist. Librarians and Archivists: Both professionals collect, preserve, and make accessible materials for research, but they differ significantly in the way they arrange, describe, and use the materials in their collections. Materials in archival collections are unique and often irreplaceable, whereas libraries can usually obtain new copies of worn-out or lost books. Records Managers and Archivists: The records manager controls vast quantities of institutional records, most of which are needed in the short term and will eventually be destroyed. The archivist is concerned with relatively small quantities of records deemed important enough to be retained for an extended period. Museum Curators and Archivists: Although their materials sometimes overlap, the museum curator collects, studies, and interprets mostly threedimensional objects, while the archivist works primarily with paper, film, audio, and electronic records. Selections from an archives may be exhibited in a museum. Historians and Archivists: These two professions have a longstanding partnership. The archivist identifies, preserves, and makes records accessible for use; the historian uses archival records for research. Archivists work for all types of museums and organizations, including public and private art galleries, auction houses, history and culture centers, and zoos and aquariums. Archival records serve to strengthen collective memory and protect people’s rights, property, and identity. For example, historians and genealogists rely on archival sources to analyze past events and reconstruct family histories; businesses use the records to improve their public relations and promote new products; medical researchers utilize records to study patterns of diseases; Native Americans may use archival records to establish legal claims to land and privileges guaranteed by federal and state governments; and authors use – 36 –

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archives to acquire a feel for the people and times about which they are writing. In short, archives benefit nearly everyone – even those who have not used them directly. Essentially, through their work, archivists ensure that the records of today are preserved for future generations. The records can then be used to show the life, ideas and thoughts of their original creators, linking the past, present and future. What’s an Archivist? [Электронный ресурс]. – Режим доступа: http://www2.archivists.org/ profession#.V5mxVvxkjIU

VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: archives [ˈɑːkaɪvz], archivist [ˈɑːkɪvɪst], curator [kjʊəˈreɪtə], creator [kriːˈeɪtə], financial [faɪˈnænʃl̩], identity [aɪˈdentɪti], eventually [ɪˈventʃʊəli], quantities [ˈkwɒntɪtɪz]. Exercise 2. Find the correct pronunciation of these words in the dictionary, read and translate them into Russian: legal, archival, adherence, exhibited, disease, ensure, privilege, overlap, utilize, partnership, irreplaceable, vast, heritage, value, dedicate. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the text "What’s an Archivist?" and try to remember. Verb to collect to establish to differ

Noun assessment

Verb to preserve

dedication

to protect

management

to use

Noun promotion location confusion

Exercise 4. Match the words with their definitions. 1) archivist 2) museum curator 3) secretary 4) records manager

a) a person who writes or studies history, esp. one who is an authority on it b) a person who handles correspondence, keeps records, and does general clerical work for an individual, organization, etc c) a person responsible for preserving, organizing, or servicing archival material d) a person who keeps official records

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5) registrar

e) a person trained in library science and engaged in library service f) a person responsible for records management in an organization g) a person responsible for the collection, preservation and display of objects of historic, cultural and artistic value for private and public museums, nature centers and historic sites

6) historian 7) librarian

Put your answers in this table. Model: 1)

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COMPREHENSION EXERCISES Exercise 5. Read and translate the text "What’s an Archivist?". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Look through the text "What’s an Archivist?" and divide it into logical parts; give a headline for each logical part in the form of a keyword and the shortest possible summary of the text. Exercise 7. Complete the sentences using the following words, word combination and expressions from the box. a) a key role

b) small quantities

e) archival collections

f) the collection of records

c) future generations g) vast quantities

d) past events h) collective memory

1. Archivists arrange and describe …, in accordance with national and international standards of practice. 2. The records manager controls … of institutional records. 3. Increasingly archivists play … in ensuring that digital records, which may quickly grow obsolete, will be available when needed in the future. 4. Materials in … are unique and often irreplaceable. 5. The archivist is concerned with relatively … of records. – 38 –

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6. Archival records serve to strengthen … and protect people’s rights, property, and identity. 7. Archivists ensure that the records of today are preserved for … . 8. Historians and genealogists rely on archival sources to analyze … and reconstruct family histories. Exercise 8. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. The word archives is also used to refer to the building or part of a building in which archival materials are kept, i.e., the archival repository itself. 2. Some colleges and universities offer courses in archival science as part of their history or library science major. 3. The historian identifies, preserves, and makes records accessible for use; the archivist uses archival records for research. 4. The U.S. Bureau of Labor Statistics reports that archivists earned an average yearly salary of $50,140 in 2017. 5. Every record has enduring value, and archivists should keep every record that comes their way. 6. Government economists expect jobs for archivists to grow about as fast as the average for all careers through 2020. Jobs should increase because organizations need people to manage their information, especially electronic records. 7. Historians and genealogists rely on archival sources to analyze past events and reconstruct family histories.

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Exercise 9. In pairs, discuss the following questions. Check the answer with the text "What’s an Archivist?". 1. Where do some individuals, organizations, and governments keep information about their activities in the course of everyday life? 2. What kind of records are kept in the archives? 3. What kind of training do you need to become an archivist? 4. What does an archivist usually do? 5. What is the difference between an archivist and a librarian or other closely related professional? 6. What is the workplace of an archivist like? 7. Why do people need to use archival records? 8. Are there any benefits to use archival records even for those who have not used them directly? – 39 –

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Exercise 10. Using the text, draw a scheme to gather the information about an archivist.

Archives

PART II A. Archivists appraise records to determine if they have enduring value and should be preserved in the long-term. While archival records may be worth money, archival appraisal is not concerned with monetary value but the value of the record’s content. Appraisal is subjective because part of the selection process looks to see if records fit within the archives’ mission and purpose. If an archivist decides that a collection should be part of the archival institution, the materials are acquired and transferred through a process called accessioning. B. Archivists arrange the archival materials in order to provide access to researchers. In arrangement, archivists intellectually organize the records and make sure the physical organization reflects that intellectual arrangement. Especially important to archivists during this process are the concepts of provenance and original order. Provenance is the relationship between a record and the individuals or organizations who created, maintained, or used it. To maintain provenance, archivists try to ensure that records are kept according to their origin and not mixed in with other collections. Original order is keeping records in the same order in which the creator arranged them. Maintaining both provenance and original order is necessary to preserve the records’ context. This context can be crucial to a researcher, which is why archivists try so hard to maintain it. C. In the description process, archivists try to create an accurate representation of an archival collection’s content and how it is arranged physically. In addition, archivists provide information about the creator and the context of the records’ creation. This description information is generally brought together in a finding aid, which serves as a researcher’s guide to the collection. In most archival collections, materials are not described at the item level. – 40 –

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D. Archivists also facilitate the physical preservation of archival records. This often happens during the arrangement process. For example, to ensure paper records don’t deteriorate, they are stored in acid-free folders and placed in acid-free boxes. Metal items such as paper clips and staples may be removed because they will rust, damaging the paper. The facility where archival records are stored usually have temperature and humidity controls. E. All the steps described before this – appraisal, acquisition, arrangement, description, and preservation – are all for the purpose of archives being used in the present and future. In order for researchers to use archives to their fullest potential, they often need reference assistance from archivists. Reference assistance can include how to interpret finding aids, how to properly handle archival material, and if there are archival collections other than the one the researcher is reviewing that would be relevant or helpful. So, what exactly does an archivist do [Электронный ресурс]. – Режим доступа: https://anthroarchivist.wordpress.com/2011/09/27/so-what-exactly-does-an-archivist-do/

Exercise 1. Read and translate the text above. Entitle the text and express its main idea in several sentences. Discuss as a class. Exercise 2. Look through the text and find a proper heading to each part of the text. Match the letters (A-E) with the numbers (1-5). 1. Arrangement. 2. Appraisal and Acquisition. 3. Preservation. 4. Reference and Outreach. 5. Description. Put your answers in this table. Model: 1)

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Exercise 3. Put ten questions to the text above and ask your partner to answer them. Exercise 4. Watch a video about an archivist’s work. Answer the questions. 1. How can you describe the workplace of the archivists from the video? 2. How do they handle fragile records? 3. Why do they wear gloves? 4. How long do they keep records in their office? – 41 –

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(not)?

5. What sort of information do they have to find out about a record? 6. What happens to the record afterwards? 7. Do they consult with each other? Do they use reference books? Why 8. Do you think it’s an interesting job?

Exercise 5. Match the columns to find out what an archivist’s duties are. Watch the video again and check your answers. Archivists … 1. …research the items … 2. …have to climb the ladders … 3. …catalogue records … 4. …have to bend … 5. …sort records … 6. …use computers …

a) b) c) d) e) f)

… to reach high shelves. … to verify their origin and value. … to store and exhibit archival records. … to locate them easily. … to lift heavy boxes. … to decide what’s worth keeping, what’s not.

Exercise 6. Archive management is an interesting and rewarding occupation. If you want to join this field, you will need certain skills. See the list of skills and discuss why an archivist needs them: a) inquisitive; b) methodical and logical; c) organised, with excellent administrative skills; d) highly IT-literate; e) able to work in a team; f) friendly and able to relate well to a wide range of users; g) excellent verbal communicators; h) able to carry out independent research; i) forward-thinking, with an ability to anticipate and prepare for changing; demands for and uses of archived information. Exercise 7 Match the skills from Еx. 6 (a-i) with an archivist’s responsibilities (1-9): 1) evaluating, selecting, retrieving and arranging materials; 2) answering enquiries; 3) organising publicity events such as talks and exhibitions; 4) making the archives accessible to a wide range of users; 5) storing and preserving perishable documents; 6) producing teaching materials; 7) identifying and bidding for funding; 8) negotiating the acquisition of new collections; 9) supervising staff and budgets. – 42 –

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Exercise 8. In order to become an effective archivist you need to possess a certain set of personality traits, as well as soft and hard skills. These traits and skills will help you perform job duties with competence, and will help you negotiate the challenges of this career. Fill in the table with skills needed by archivist from Еx. 6 or you may add your own ones. Discuss your option in groups of 3-4. Skills Needed to Become an Effective Archivist Soft Skills Hard Skills

Exercise 9. Read the following requirements to archivist’s work and decide whether you fit the bill. Do you think you have what it takes to become an archivist? Are you reаdy to … ?  Protect materials.  Maintain records and databases.  Copy records into accessible, often electronic, formats.  Determine the authenticity and value of historical documents and other archival materials.  Research the historic significance of archival materials.  Find new materials and supervise their purchase and display.  Help people access archival materials.  Coordinate tours, lectures, and other educational programs.  Lift heavy record containers.  Get a good foundation in history, art, and another area -- such as music or biology -- in which you might want to specialize.  Make the most of class research assignments to build good library and online research skills.  Build strong computer skills.  Volunteer with local historical societies, art galleries, museums, or zoos, and get to know the ins and outs of these places.  Work in a library to get familiar with information management techniques. Exercise 10. Archivists are typically employed by large public and private organizations that need support with the management of a vast range of records and records system. Make a list of typical employers of archivists.

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Exercise 11. Search a website http://www.archives.gov/preservation/ professionals/archivist-code.html and study the information about "The Archivist’s Code". Comment on its basic principles. Exercise 12. Make a report "I want to become an archivist / a records manager". Use the following expressions: I think…; Speaking for myself…; I believe/consider (that)…; I suppose…; I’m sure; In my opinion…; To my mind…; As far as I know… It seems to me…; I’m not sure/certain about…

Follow these questions: 1. Where do you study? (University / Faculty / Chair) 2. What course of student are you? 3. Who do you want to become? Why? 4. When and why did you decide to become an archivist/a records manager? 5. What made you decide to become an archivist/a records manager? 6. What do the archivists / records managers do? Where do they work? What are their duties / responsibilities? 7. How to become an archivist/a records manager? 8. What are the essential qualities (skills / knowledge / experience / training / qualifications) to become a successful archivist or records manager? 9. What qualities do you obtain? 10. What qualities are the basic ones?

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UNIT 5

УЭ 1.5 IRON MOUNTAIN – A WORLD LEADER IN INFORMATION MANAGEMENT SERVICES

PART I Iron Mountain Before reading answer the following questions: What is Iron Mountain? What company is this? What industry does it work in? Read the text to find out if your predictions are correct. A. Iron Mountain was founded by Herman Knaust in 1951 in Livingston, NY. Hailed as the “Mushroom King” by his Hudson River Valley neighbors, Knaust first made his fortune by growing and marketing mushrooms. In 1936, he paid $9,000 for a depleted iron ore mine and 100 acres of land so that he could have more space to grow his product. But by 1950, the mushroom market had shifted, so Mr. Knaust decided upon a new business venture – one that would make good use of his mine, which he named “Iron Mountain”. After World War II, Mr. Knaust sponsored the relocation to the United States of many Jewish immigrants who had lost their identities because their personal records had been destroyed during the war. At this time, the world was also embroiled in Cold War apprehension regarding atomic security. Both factors caused Mr. Knaust to focus on protecting vital information from wars or other disasters.

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B. Iron Mountain continued to grow in the New York City market, expanding beyond the original facility into a depleted limestone mine closer to the city. Iron Mountain was now the premier vital records protection company. Clients soon wanted storage for their high volume of paper records as well. In 1978, Iron Mountain opened its first above-ground records storage facility in New York. In 1983, Iron Mountain expanded further in New England with the purchase of New England Storage Warehouse in Boston. By the mid-1980s, Iron Mountain had accumulated all the product lines that comprise the foundation of the current company. It offered paper records storage and management services (including major operations in the medical and legal vertical markets), offsite data protection services and vital records protection services in the New York and New England markets. Expansion continued to increase; by 1995, Iron Mountain had grown to exceed $100 million in annual revenue. Company leaders felt the time was right for the records management industry to consolidate. In February 1996, Iron Mountain became a public company, raising capital, in part, to initiate this consolidation. C. Today, Iron Mountain is a world leader in information management services, assisting more than 156,000 organizations in 35 countries on five continents with storing, protecting and managing their information. Organizations in every major industry and of all sizes rely on Iron Mountain as their information management partner. Iron Mountain safely stores some of the world’s most valuable historical artifacts, cultural treasures, business documents and medical records, including the wills of Princess Diana, Charles Dickens and Charles Darwin, and the original recordings of Frank Sinatra. To properly protect and render this information, Iron Mountain employs almost 20,000 professionals and has the infrastructure that includes more than 1,000 facilities, 10 data centers and 3,500 vehicles. D. Iron Mountain provides the following services:  Information Management (including scanning and digitizing services)  Data Protection and Recovery  Information Storage and Destruction Iron Mountain helps organizations develop and manage a secure, fully integrated document management program and fully automate the business process, which allows to eliminate paper from the process. With a 2016 revenue of $3.0 billion and the broadest service platform serving the most global markets, Iron Mountain is the world’s trusted partner for storage and information management services. Herman Knaust displayed great foresight in 1952 when he said, “This business will mushroom…” Iron Mountain History[Электронный ресурс]. – Режим доступа: http://www.ironmountain.com/ Company/About-Us.aspx

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VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: Hudson [ˈhədsən], Valley [ˈvæli], relocation [ˌriːləʊˈkeɪʃn̩], Jewish [ˈdʒuːɪʃ], disaster [dɪˈzɑːstə], limestone [ˈlaɪmstəʊn], vital [ˈvaɪtl̩], current [ˈkʌrənt], valuable [ˈvæljʊəbl̩], automate [ˈɔːtəmeɪt]. Exercise 2. Find the correct pronunciation of following words in the dictionary, read and translate them into Russian: fortune, venture, identity, apprehension, embroil, facility, treasures, will, employ, foresight, eliminate, secure, revenue. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the text "Iron Mountain" and try to remember. Verb to expand to develop to include

Noun

Verb to consolidate

storage

to accumulate

destruction

to employ to automate

purchase

Noun recovery foundation

Exercise 4. Match the words with their definitions.

4) recovery

a) an amount of money regularly coming in b) any object made by human beings, especially with a view to subsequent use c) a conveyance moving on wheels, runners, tracks, or the like, as a cart, sled, automobile, or tractor d) the act or power of foreseeing; prevision; prescience

5) artifact

e) greater in size, extent, or importance

1) storage 2) major 3) revenue

f) the regaining of or possibility of regaining something lost or taken away g) capacity or space for storing

6) foresight 7) vehicle

Put your answers in this table. Model: 1)

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COMPREHENSION EXERCISES Exercise 5. Read and translate the text "Iron Mountain". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Look through the text and find a proper heading to each part of the text "Iron Mountain". Match the letters (1-4) with the numbers (A-D). 1. Iron Mountain’s services. 2. Iron Mountain’s growing and expansion. 3. The Beginnings of Iron Mountain. 4. Iron Mountain’s activities. Put your answers in this table. Model: 1)

2)

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Exercise 7. Complete the sentences using the following words from the box. a) immigrants e) facilities

b) vehicles f) insurance

c) medical g) organizations

d) historical h) storage

1. There are over 1,000 … to safely store valuable records. 2. Special … are used to deliver original records to the customer. 3. Iron Mountain helps … develop and manage a secure, fully integrated document management program. 4. Mr. Knaust sponsored the relocation to the United States of many Jewish … who had lost their identities. 5. The company also provides information … services. 6. Iron Mountain is the world’s trusted partner for … and information management services. 7. Iron Mountain safely stores some of the world’s most valuable … artifacts, cultural treasures, business documents and … records. Exercise 8. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. – 48 –

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1. Iron Mountain was founded by Herman Knaust in 1961 in Livingston, NY. 2. Princess Diana, Charles Dickens, Charles Darwin, and Frank Sinatra chose Iron Mountains to store their wills. 3. Iron Mountain is a world leader in information management services, assisting more than 200,000 organizations in 40 countries on four continents with storing, protecting and managing their information. 4. Iron Mountain finds and sells valuable historical artifacts and cultural treasures. 5. About 20,000 professionals work for Iron Mountain. 6. Iron Mountain’s first customer was East River Savings Bank, who brought microfilm copies of deposit records and duplicate signature cards in armored cars for storage in the mountain facility. 7. It is here Bill Gates stores his Corbis photographic collection in a refrigerated cave 220 feet (67 m) underground.

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Exercise 9. In pairs, discuss the following questions. Check the answer with the text "Iron Mountain". 1. Who was founded Iron Mountain? 2. Why did Mr. Knaust sponsor the relocation to the United States of many Jewish immigrants? 3. What services does Iron Mountain provide? 4. How many organizations do they assist with information management? 5. How many countries do their services cover? 6. How many people work for Iron Mountain? 7. What does their infrastructure include? 8. What foresight did Herman Knaust display in 1952?

PART II Swiss Life is one of Europe’s leading providers of life insurance and pensions to both private and business customers. In Germany the company manages over one million life insurance policies, while some 100,000 companies have Swiss Life corporate pension solutions. Insurance companies in general have huge holdings of paper-based records, with retention periods of as much as ten years. A large number still manage the archiving process themselves. To find individual documents they require expensive management systems, while the space used for storage could be used more profitably. – 49 –

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Swiss Life decided to outsource the storage of its vast quantities of paperwork to Iron Mountain. Their files are stored safely and securely in Iron Mountain archive centres in Markt Schwaben and Fürstenfeldbruck. Climate control ensures optimum temperature and humidity levels. Smoke detectors, fireproof walls, and steel doors guard against fires. Zone access controls and video surveillance keep unauthorized persons out. Regular independent inspections ensure the archives comply with current German regulations. Swiss Life explains the choice of Iron Mountain: “We had already had very good past experience with Iron Mountain in the area of paper archiving. In addition, we were convinced that the company could supply all the services associated with archiving, scanning, transporting files, and data exchange from one source. And last but not least, the good price.” Over a period of four months Iron Mountain scanned around 80,000 files full of paper, at an average of 4,500 per week. The scans were electronically transferred into the Swiss Life digital archive daily. Authorised Swiss Life employees can now easily access them direct from their desktops. Iron Mountain continues to manage around 20,000 archive boxes for Swiss Life, and some 2,700 new documents are added every day. If the insurer still needs the original paper files, Iron Mountain offers a 24/7 online service to find and order them. To facilitate that process, Iron Mountain has indexed the documents with individual bar codes. Original documents are delivered to Swiss Life within 24 hours. To ensure they do not fall into the wrong hands while in transit, Iron Mountain uses its own secure vehicle fleet with additional safety devices such as GPS tracking. Prior to signing the outsourcing contract with Iron Mountain, Swiss Life conducted a return on investment (ROI) analysis. Those calculations showed that the investment for the external archive service would pay back in just over three years. The analysis also showed that significant benefits would result from the digitization exercise. Swiss Life – Iron Mountain [Электронный ресурс]. – Режим доступа: http://www.ironmountain.sk/ Knowledge-Center/ Reference-Library/View-by-Document-Type/Case-Studies/S/Swiss-Life.aspx

Exercise 1. Read and translate the text above. Entitle the text and express its main idea in several sentences. Discuss as a class. Exercise 2. Choose one of the options to make true statements about the company’s work. Compare with your partner. 1. Swiss Life provides life _______ to millions of customers. a) insurance b) services c) protection 2. Insurance companies in general have huge holdings of paper-based records, with retention periods of as much as _______ . a) three years b) five years c) ten years 3. Swiss Life decided to outsource the _______ of its vast quantities of paperwork to Iron Mountain. a) protection b) storage c) retention – 50 –

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4. The scans were electronically transferred into the Swiss Life digital archive _______. a) monthly b) daily c) yearly 5. Climate control provides optimum temperature and humidity _______. a) regulations b) levels c) surveillance 6. Original documents are _______ to Swiss Life within 24 hours. a) delivered b) needed c) managed 7. Iron Mountain uses its own secure ________ with additional safety devices such as GPS tracking. a) mobile fleet b) vehicle fleet c) bus fleet 8. Investment analysis also showed that significant _______ would result from the digitization exercise. a) benefits b) advantages c) profits Exercise 3. Put the words or word combinations in the right order to make interrogative sentences and ask your partner to answer them. Check the answers with the article which is given in Ex. 9. 1. Does, Swiss Life, have to store, how long, its records? 2. Choose, why, they, did to store, with Iron Mountain, their records? 3. Over a period, did, how many files, Iron Mountain, scan for Swiss Life, of four months? 4. Every day, new documents, how many, are added? 5. Are, original documents, to Swiss Life, delivered, if, needs them, the insurer, how fast? 6. GPS tracking devices, why, use, Iron Mountain, does? 7. Show, what, ROI analysis, did? Exercise 4. Watch a video about one of Iron Mountain’s services. What service is it? Tick the answer. 1) records management service; 2) scanning and digitizing service; 3) archival service. Exercise 5. Using the texts in this Unit, draw a scheme to gather the information about Iron Mountain’s services.

Iron Mountain

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Module II

EMPLOYMENT AND BUSINESS DOCUMENTS

Цель: освоение коммуникативных стратегий и способов делового (устного и письменного) иноязычного общения, связынных с приобретаемой профессией. Задачи: 1) научиться анализировать и интерпретировать аутентичные тексты (обьявления и деловые письма), связанные с различными процессами трудоустройства; 2) освоить коммуникативные стратегии, связанные с различными процессами трудоустройства; 3) научиться составлять резюме, сопроводительное письмо и узнавать различные типы деловых документов на английском языке. Учебные результаты:  знать структуру резюме и сопроводительного письма, а также клише при их составлении;  знать коммуникативные стратегии, используемые при приеме на работу;  знать нормы и формы официально-деловой письменной речи, международные и национальные стандарты видов и разновидностей служебных документов;  уметь составлять резюме и сопроводительное письмо;  уметь вести беседу с работодателем по поводу трудоустройства;  владеть коммуникативными стратегиями самопрезентации;  владеть схемой анализа и интерпретации международных и национальных стандартов видов и разновидностей служебных документов. Структура учебного элемента: учебный элемент состоит из пяти тематических блоков, в рамках которых отрабатывается лексико-грамматический материал на основе таких тем как, "Внешний вид документов: история возникновения", "Резюме", "Сопроводительное письмо", "Интервью", "Деловые – 52 –

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письма". Проводится работа по снятию фонетических трудностей и техникой чтения, дифференциации производных и изучению идиоматики деловой сферы общения. Студенты учаться работать с текстами обьявлений о трудоустройстве, составлять резюме и сопроводительное письмо, осваивают особенности речевого и неречевого поведения во время собеседования с работодателем, знакомятся с различными типами деловой документации на английском языке, изучают структуру и нормы официально-деловой письменной речи. Форма контроля текущей успеваемости: устный ответ, моделирование ситуаций речевого общения, составление и презентация резюме и сопроводительного письма, ролевая игра. Рубежный контроль – деловая игра. Критерии оценки выполненных заданий: адекватная реализация коммуникативного намерения, соответствие языковым нормам речи носителей языка (произносительные, грамматические, лексические, стилистические нормы), логичность, содержательность, связность, смысловая и структурная завершенность, выразительность, соблюдение естественного темпа говорения, графических норм для письменных работ, соответствие социокультурным особенностям речи носителей языка, аутентичность лексического наполнения речи, субъектное взаимодействие и обратная связь (для диалогической речи), эстетичность оформления (для письменных работ).

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UNIT 6 УЭ 2.1 PHYSICAL APPEARANCE OF DOCUMENTS

PART I History of the Study of Documents Before reading answer the following questions: What do you know about ancient documents? How did they look like? What were ancient documents made of? What languages were used in documents? Read the text to find out if your predictions are correct. A. Documents were written on a variety of material. In antiquity there were documents of stone, metal, wax, papyrus, and, occasionally, of parchment, but only papyrus and parchment (and, very occasionally, wax) were used during the Middle Ages. From the 12th to the 13th centuries, paper also was sometimes available. Papyrus, made from the stem of the papyrus plant, was produced mainly in Egypt; after the Arab conquest of Egypt in the 7th century, the import of papyrus to Europe became difficult. North of the Alps papyrus had finally disappeared by the 8th century, when it was replaced by parchment. Parchment was made from animal hides and was thus easier to obtain. In southern Europe it was made mainly from sheep and goat hides. Paper came originally from China. In the West the use of paper, most common at first in southern Italy and Spain, had begun to spread by the beginning of the 12th century. Germany and southern France began to import paper from Spain and Italy in the 13th century, and soon afterward it had reached England. But paper did not altogether replace parchment, which long remained in use, especially for solemn documents.

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B. Throughout the entire Roman Empire, the language used in documents was primarily Latin. Greek was also used, and, during the latter part of the 6th century AD, it slowly superseded Latin in the East. From then onward, Greek was the language of Byzantine documents until the end of the Byzantine Empire (1453). In the West, the collapse of the empire and the establishment of barbarian kingdoms led to a vulgarization of Latin, written as well as spoken. Norman Conquest (1066), use of Anglo-Saxon in English documents soon stopped, and no more vernacular was used there until some Norman French was introduced in the 13th century, and Middle English in the 15th century. There was an increasing use of the vernacular in Italian and French documents from the 12th century and in Germany from the 13th; but in medieval times Latin was never outstripped by the vernacular. Thus, the knowledge of paleography, different styles of ancient writing, is a skill essential to diplomatics. The broad basis of such knowledge begins with acquaintance with the general styles of writing current at particular times and places. Latin has always been used for papal documents and for most public and private charters. In public and private documents, use of the vernacular alongside Latin gradually developed. Abbreviations were used in both documents and books. Again, their particular characteristics would contribute to a correct assessment of the probable date and provenance of a document. Roughly two types were used: the suspension, involving the writing of only the first letter or syllable of a word; and the contraction, used first for Hebrew and Christian sacred names, the writing of only the first and last letter or letters of a word or syllable. С. From Roman times the two most important methods of validating documents were by appending the signature or the seal of the sender. The practice of using seals for this purpose (and not merely to close a document) was carried over from imperial usage and, by the 8th century, was current among the Lombards and other Germanic tribes in western Europe. Until about the 8th century, the signature of the Merovingian ruler or his delegate was also required for the validation of public documents, but thereafter the seal alone, together with the recognition by a high chancery official, was held sufficient, the king’s signature dwindling into a monogram or mere stroke (the “stroke of execution”). This change was probably accelerated because many medieval kings could not write. Thus, in England, King John sealed, and did not sign. Seals were made of wax or of metal. The Byzantine emperors used gold seals for their documents; Byzantine officials and ecclesiastics used lead and silver for their bulls. Papal seals were of lead or gold. Wax seals were increasingly used from about the 11th and 12th centuries, and wax was also used for the impression when, later, less formal documents were validated by use of the signet or privy seal. Seals could be two-sided, suspended from the document, or impressed upon it. – 55 –

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D. Today, documents are classified in various ways, including public and private, and evidentiary and dispositive. A document may be either original (drawn up on the order of the sender or donor and designated as evidence of the transaction) or a copy (made before or after the deed was actually sealed; copies made before are technically rough drafts). Certification of a copy by a notary can provide it with the same legal value as an original. To gauge the authenticity of a document, the diplomatic scholar studies the ink used and material on which it was written, the language and abbreviations used therein, its script style, its form and content, its date, and finally the material composition of its seal. Finally, authenticity of a document can be judged by analyzing the appropriateness of the seal. Byzantine emperors, for instance, used gold seals, whereas ecclesiastics and officials of the realm used lead and silver. History of the Study of Documents [Электронный ресурс]. – Режим доступа: http://universalium. academic.ru/104218/diplomatics

VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: antiquity [ænˈtɪkwɪti], papyrus [pəˈpaɪərəs], parchment [ˈpɑːʧmənt], Egypt [ˈiːʤɪpt], Germany [ˈʤɜːməni], France [ˈfrɑːns], throughout [θru(ː)ˈaʊt], Byzantine Empire [bɪˈzæntaɪn ˈɛmpaɪə], vulgarization [ˌvʌlgəraɪˈzeɪʃən], charter [ˈʧɑːtə], assessment [əˈsɛsmənt], roughly [ˈrʌfli], Hebrew [ˈhiːbruː], Merovingian [ˌmɛrəʊˈvɪnʤɪən], accelerate [əkˈsɛləreɪt], gauge [geɪʤ], appropriateness [əˈprəʊprɪɪtnəs]. Exercise 2. Find the correct pronunciation of these words in the dictionary, read and translate them into Russian: conquest, solemn document, supersede, collapse, barbarian, vernacular, outstrip, acquaintance, provenance, suspension, sacred, append, seal, validation, ecclesiastic, bull, signet, authenticity, realm. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the text "History of the Study of Documents?" and try to remember. Verb to accelerate to replace to develop

Noun supersedure

Verb to contribute

acquaintance

to assess

establishment

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Noun vulgarization abbreviation validation

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Exercise 4. Match the words with their definitions.

4) to gauge

a) to give legal force to; legalize b) to determine the exact dimensions, capacity, quantity, or force of; measure c) to show appreciation of (achievement, service, merit, etc.), as by some reward, public honor, or the like d) to become smaller and smaller; shrink; waste away

5) to recognize

e) to make coarse; lower; debase

6) to dwindle

f) to cease to be seen; vanish from sight

7) to disappear

g) to replace in power, authority, effectiveness, acceptance, use, etc., as by another person or thing

1) to vulgarize 2) to validate 3) to supersede

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COMPREHENSION EXERCISES Exercise 5. Read and translate the text "History of the Study of Documents". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Look through the text "History of the Study of Documents" and find a proper heading to each part of it. Match the letters (A-D) with the numbers (1-4). 1. Language of ancient and medieval documents in Europe 2. Materials for documents 3. Modern classification of documents and evaluation of their authenticity 4. Ways of validating documents in Europe Put your answers in this table. Model: 1)

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Exercise 7. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. In ancient times documents were written mainly on papyrus and parchment. th 2. Papyrus was made in Egypt till the 8 century. 3. When the import of paper from China began, parchment was no more used in making European documents. 4. Since the times of the Roman Empire Latin was used in all European documents. 5. Suspension and contraction were the main types of abbreviation used in papal documents. 6. In the past only seals were used for validating documents. 7. The kings’ signature were very complicated or avoid faking. 8. The seals were made of wax and iron. 9. If you want to make a copy legal, it should be certified by a secretary. 10. To gauge the authenticity of a document it is enough to study its signature.

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Exercise 8. Put ten questions to the text "History of the Study of Documents" and ask your partner to answer them. Exercise 9. Using the text, draw a scheme to gather the information about ancient documents.

Ancient documents

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PART II 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 had hung for many years in a frame in the State Department, in the room then occupied by Stephen Pleasanton, 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. Pleasanton to take the best care of the books and papers of the State Department. Mr. Pleasanton 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. Pleasanton 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. Pleasanton 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. Pleasanton 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. Pleasanton 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. The Declaration of Independence: A History | National Archives [Электронный ресурс]. – Режим доступа: https://www.archives.gov/founding-docs/declaration-history

Exercise 1. Read and translate the story "The Saving of the Declaration of Independence". Copy out new words and check their meaning with a dictionary. Exercise 2. Put the sentences (A-G) in the right order (1-7) according to the text. A. Mr. Pleasanton therefore conveyed the documents to Leesburg, a distance of thirty-five miles from Washington. B. A few days before the enemy entered Washington, Mr. Pleasanton was sent a note to take the best care of the books and papers of the State Department. – 59 –

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C. But Mr. Pleasanton began to be uneasy about the place he had chosen. D. The enemy had set on fire the public buildings and burned them to the ground. E. Next morning, on the 24 August, he was informed of a large fire in Washington. F. In August 1812 the State Department received information that the English army and fleet were going to attack Washington. G. Mr. Pleasanton selected a grist mill as a depository for the papers. Put your answers in this table. Model: 1)

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Exercise 3. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. T

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5. The President of the country was James Madison.

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6. When the English army and fleet occupied Washington James Madison told Mr. Pleasanton 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. Pleasanton 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. Pleasanton slept very well. 11. Next morning the enemy burnt the grist mill to the ground.

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1. During the war of 1812 the Declaration of Independence was lost. 2. For many years the Declaration had hung in the State Office.

1800.

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Exercise 4. Make up 10 questions to the text. Use them as your plan for retelling the text. Exercise 5. In pairs, discuss the following questions. 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? 4. Are archivists trained how they must operate in emergency situations or in wartime? 5. How important is their work in wartime? In peacetime?

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UNIT 7 УЭ 2.2 HOW TO WRITE A GOOD CV (RESUME)

PART I Curriculum Vitae (UK)/ Resume (US) Before reading answer the following 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? Read the text to find out if your predictions are correct. 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. An excellent resume may help you get the job of your dreams and a poor resume may mean a lost opportunity. Since this is the first piece of information a company will receive about you, it is critically important that your resume be well-written. It should be presented at the beginning of any interview that you have with a company. Ideally, resume should not be longer than one page. Although resumes are personal documents there are some basic areas of information that most resumes include: – 62 –

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1) PERSONAL INFORMATION (address and telephone number); 2) JOB OBJECTIVE; 3) EDUCATION; 4) EXPERIENCE; 5) ACTIVITIES AND/OR PROFESSIONAL AFFILIATIONS; 6) SPECIAL INTERESTS AND SKILLS; 7) REFERENCES. The resume begins with PERSONAL INFORMATION, name, address, telephone number centered at the top page. After your address, a statement of intent or JOB OBJECTIVE should be written. This objective should be well thought out from the very beginning since it will influence the way you will write the rest of the resume. It should not be too general, eg: “To obtain a managerial position in a western company”. Think about your job search and career goals carefully, write them down in a way that shows you have given them much thought. For example: “Objective: To obtain a position in telecommunication that will allow me to use my knowledge of engineering and take advantage of my desire to work in sales”. Never include your desire to have a well-paid job in this statement. A focus on money in your resume’s first sentence will not make the best impression anywhere in the world, not just in Russia. After the statement of intent, describe your EDUCATION. List the universities, institutes and colleges you have attended in reverse chronological order. Any studying you have done abroad should be included and courses that you have taken that are relevant. If you graduated with honors, you should definitely include this. A “red diploma” can be called “graduated with high honors” in English. Do not include your high school. Your working EXPERIENCE is the next section. List you experience starting with your most recent place of employment, your position, and the name of the company you worked for. Provide information about your responsibilities, emphasizing important activities by listing the most relevant to your objective. Do not use complete sentences! List your responsibilities in short statements that do not include the words “my” or “I”. Following experience, consider including COMMUNITY, COLLEGE and PROFESSIONAL ACTIVITIES being sure to indicate leadership positions held (i. e. committee chair person, vice president). You might briefly describe major projects undertaken, presentations given or special skills/knowledge you gained from your involvement. SPECIAL INTERESTS/SKILLS include foreign languages and specific computer knowledge, your favourite leisure activities and travel experiences. They can provide employer with a sense of your personality. When describing your language abilities, it is best to be honest about assessing your level, “fluent English”, “native Russian”, “intermediate German”, and “beginning French” are all ways to describe your language abilities. – 63 –

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The last section of your resume is the REFERENCE section. List at least two people, not related to you, who can describe your qualification for the job. Their names, titles, places of work, and telephone numbers should be included. If you do not have space on your resume for this, write “Available upon request”. You will then be expected to give this information to a prospective employer if it is requested. The style and format of a resume are extremely important. Your resume must be typed, preferably on a computer in order to format it most effectively. A neat and well-written resume with no spelling mistakes will give an employer the impression that you are accurate and take care of details. A resume will not get you a job. An interview with a company will get you a job. In order to have the opportunity of interviewing with a company you should send your resume with a cover letter. RESUME [Электронный ресурс]. – Режим доступа: http://lingualeo.com/ru/jungle/resume101028 #/page/1

How to Avoid Common Resume Mistakes If you’re writing your resume on your own, the first thing you’ll have to do is make some mental shifts. You need to rethink the goals of a resume, and rethink the rules of a resume in order to approach the project like the best of the resume professionals. That means not making the most common resume mistakes, and not breaking a few key rules. STEP 1. Don’t focus on your responsibilities, focus on what you achieved. The only things that should be on your resume are achievements. Anyone can do their job, but only a small percentage of the population can do their job well, wherever they go.  The best achievement is a promotion because it’s an objective way to show that you impressed the people you work for.  Present quantified achievements. Most people do not think in terms of quantified achievements when they are in the job, but on the resume, that’s the only part of the job that matters. Give evidence to show how you made a difference in your past roles.  Steer clear of expressions like “Duties included”, “Responsibilities included”, or “Responsible for”. That’s job-description language, and not what employers are looking for. Use action verbs instead, but minimize the use of “I” and articles (the, an, a).  Write a self evaluation and for each achievement, ask yourself: “What does this accomplishment say about me, and what I can do for this employer I want to work for?”

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STEP 2. Remember your resume is a marketing document. Avoid being too modest. Don’t be afraid to talk proudly about your accomplishments, just remember to avoid mentioning and bragging about every accomplishment you’ve ever had. STEP 3. Don’t include too much information. An interviewer spends about 30 seconds reading through your resume; hence it is important to highlight the most important information on your resume. A resume should contain information relevant to the job opportunity. Your resume should not exceed 1-2 pages.  If you have a long job history behind you, beware of age discrimination. Employers might think you’re too expensive if you have loads of experience. If you’re at the senior level, list about 15 years of job history (no more) and don’t provide the date of your college graduation if it was more than about 10 years ago.  When your resume gets you a chance to be interviewed, then you can elaborate on your hard work. STEP 4. Ditch the line about references on request. It’s implied. Of course, if someone wants a reference, you will give one. No one presumes that you will not.  Don’t list references on your resume; if they are requested along with your resume, list them on a separate sheet.  If you have an excellent reference, like a CEO of a company, have the reference call before you even go to the interview. Sets the tone for the employer to think you are amazing. STEP 5. Tread lightly on the personal interests line. Only list personal interests that reveal a quality that will help you meet the employer’s needs. If you are in sports marketing, then by all means, list that you kayak. If you are a dedicated and/or successful athlete, put it down because it shows focus and achievement. If you are a mediocre hobbyist, leave it off. Personal interests that don’t make you stand out as an achiever do not help you. STEP 6. Keep the design simple. Stay away from overused templates (like those in Microsoft Word) because it makes you look completely generic, but don’t use more than three different fonts and try to stick to two different text sizes. You want it to look smart but not generic.

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STEP 7. Check for misspellings and grammatical errors. This is a very common mistake. It’s always good to have a spell check done once you have finished preparing your resume. It can be difficult to catch or identify your own mistakes, the best way to identify your mistakes is to have your resume reviewed by someone else or by reading aloud. STEP 8. Include keywords that match the job position. Your resume should include the same keywords that appear in the job listing. If your resume lacks the right keywords, your resume is unlikely to get noticed as it will not appear to be a fit for that particular job opportunity. STEP 9. Keep your resume updated. Be sure to read and update your resume for every job you apply for. Updating your skills section, contact number, address details, current location etc. is very important. STEP 10. Be sure your resume objective matches the job you’re applying for. Writing an objective statement is important to let an interviewer know what your focus is. An objective needs to be clear and has to focus on the target job opportunity. Ensure it is short and emphasizes on your interest in the type of work for which you are applying. STEP 11. Write position descriptions that show what you have accomplished. It is good to write active statements which showcase your relevant skills and accomplishments, if you have made significant contributions and improvements in this positions include a quick note stating this, you can elaborate in the interview. This will help a potential employer easily identify how you added value to your role. STEP 12. Mention the most relevant duties & skill sets for the job you are applying for. Remember you need to show that you have the key skills required for the particular job opportunity. If your resume lacks this point; there is a chance that your resume will be overlooked. How to Avoid Common Resume Mistakes: 12 Steps... [Электронный ресурс]. – Режим доступа: http://www.wikihow.com/Avoid-Common-Resume-Mistakes

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VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: resume [rɪˈzjuːm], highlights [ˈhaɪˌlaɪts], desire [dɪˈzaɪə], reverse [rɪˈvɜːs], honors [ˈɒnəz], employment [ɪmˈplɔɪmənt], assess [əˈsɛs], modest [ˈmɒdɪst], quantified [ˈkwɒntɪfaɪd], achievements [əˈʧiːvmənts], accomplishment [əˈkɒmplɪʃmənt], presume [prɪˈzjuːm], reveal [rɪˈviːl], kayak[ˈkaɪæk], stand out [stænd aʊt], generic [ʤɪˈnɛrɪk], font [fɒnt], updated [ʌpˈdeɪtɪd], interviewer [ˈɪntəvjuːə], interviewee [ˌɪntəvju(ː)ˈiː], target [ˈtɑːgɪt]. Exercise 2. Find the correct pronunciation of these words and word combinations in the dictionary, read and translate them into Russian: draft a resume, zealous, statement of intent, career goals, high school, leisure activities, prospective employer, key employee, language ability, mental shift, steer clear, self evaluation, brag about, tread lightly, mediocre hobbyist, be overlooked. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the texts above and try to remember. Verb to employ to interview to accomplish

Noun achievement

Verb

Noun evaluation

to contribute

graduation

promotion

to dedicate

assessment

impression

to elaborate

Exercise 4. Match the words with their definitions. 1) employee 2) job hunter 3) chair person 4) interviewee 5) employer 6) candidate 7) interviewer

a) a person who presides over a meeting, committee, board, etc. b) a person or business that employs one or more people, especially for wages or salary c) a person who interviews d) a person who is selected by others as a contestant for an office, honor, etc. e) a person working for another person or a business firm for pay f) a person who is interviewed g) a person who looks for a job

Put your answers in this table. Model: 1)

2)

3)

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5)

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COMPREHENSION EXERCISES Exercise 5. Read and translate the texts "Curriculum Vitae (UK) / Resume (US)" and "How to Avoid Common Resume Mistakes". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. T

F

D

1. A resume should be printed on bright white A4 size

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2. A resume must be as long as possible. 3. The career objective must follow Qualifications and Skills section. 4. Experience section must include details of internship and hobbies. 5. The reference section is the last section of a CV. 6. The only things that should be on your resume are responsibilities. 7. Your CV should be laid out in reverse chronological order (most recent items first). 8. A CV should be word-processed and never handwritten. 9. You should always give your tutor as a referee. 10. You should avoid putting anything about your political or religious beliefs on a CV.

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paper.

Exercise 7. Complete the sentences using the following words, word combination and expressions from the box. a) on your own e) to identify your mistakes

b) needs to be clear f) drafted resume

c) the same keywords g) job objective

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d) need to show h) years of experience

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1. The applicant can get the best job only when he uses a professionally … for his job search. 2. Experienced candidates have … to support their claims of being confident at handling responsibilities. 3. After your address, a statement of intent or … should be written. 4. Your resume should include … that appear in the job listing. 5. An objective … and has to focus on the target job opportunity. 6. Remember you … that you have the key skills required for the particular job opportunity. 7. The best way … is to have your resume reviewed by someone else or by reading aloud. 8. If you’re writing your resume …, the first thing you’ll have to do is make some mental shifts. Exercise 8. Put the parts of the resume in the correct order. Job objective Experience Personal information Special interests and skills References Education Activities and/or professional affiliations Exercise 9. In pairs, discuss the following questions. Check the answer with the texts "Curriculum Vitae (UK) / Resume (US)" and "How to Avoid Common Resume Mistakes". 1. Why is the first job important for people? 2. What does a job applicant send to the organization where he wants to work? 3. How does an experienced candidate’s CV differ from a graduate’s one? 4. Are there any basic areas of information that most resumes include? What are they? 5. Why do you need to rethink the goals and rules of a resume? 6. Should you include your desire to have a well-paid job in a statement of intent? 7. What order should you describe your education? 8. Why is it important to highlight the most important information on your resume? 9. Do you need to list references on your resume? 10. What should you send your resume with? Exercise 10. Tell your friend who is looking for a job how to write an impressive resume (CV). – 69 –

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Exercise 11. Using the text, draw a scheme to gather the information about the resume (CV).

Resume (СV)

PART II Exercise 1. Search a website http://www.curriculumvitaepro.com/europeancv-resume/ and fill in the following table. CV versus Résumé CV

Audience Goal Length Focus Essential information High school information Paper size for printed versions Photo References

Resume

Exercise 2. Listen to Silvia and her friend, Sophie, discussing CVs. In pairs, discuss the following questions. 1. What are the most popular ways of structuring a CV? 2. What are the key differences between the most popular ways of structuring CVs? 3. Does any of Sophie’s advice surprise you?

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Exercise 3. Listen again and complete the following CV structures. Chronological CV 1. YOUR NAME in large letters 2. ____________ details 3. (____________ ____________) 4. ____________ / Academic qualifications 5. ____________ ____________ 6. Activities and ____________ 7. Additional ____________ 8. ____________

Skills-based CV 9. ____________ in large letters 10. ____________ 11. ____________ / Career profile 12. Key ____________ 13. ____________ details 14. ____________ Professional qualifications 15. ____________ 16. ____________

Exercise 4. Study the resume (CV) which is given below and choose the correct option for the information from it: 1. The job applicant is seeking … a) a junior position b) a senior position c) an entry-level position 2. The job applicant is … a) a graduate b) an undergraduate

c) an expert

3. The applicant’s experience includes … a) fieldwork b) summer placement c) 5-year experience 4. The applicant’s experience includes …… a) dealing with documents b) business trips

c) attending meetings

5. The applicant ……. a) has a driving licence

c) knows WordPerfect

b) likes travelling CURRICULUM VITAE

Personal Details:

Objective:

EXPERIENCE: May – Sept 2001

Shannon D. Blank 4830 Richland Avenue Sugar Land, TX 77487 Phone: 281-313-4733 Email ID: [email protected] To secure an entry-level position as a documentation assistant in an organization where my skills are utilized to their maximum potential and benefit me as well as the company. Quincy Diagnostics, Quincy, MA Summer Placement Assisted with the filing, printing, issuing and copying of documents for the department and the manufacturing areas. Assisted in the completion of urgent change requests, retrieving data or signatures Released new documents to the production areas. – 71 –

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June – Sept 2000

EDUCATION: 2001 – Present 1998-2001 ADDITIONAL INFORMATION:

South Boston Medical Inc., South Boston, MA Summer Placement Assisted with the correction and typing of documents required for use within the production, quality and engineering departments. Processed incoming change requests in order of priority. Reviewed each document for completeness or errors. Filed and maintained technical files, change orders, validations and protocols within the department. Boston College, Boston, MA BS in Computer Science Boston University, Boston BS in Business and Communications, Graduated with Honors Proficient in Microsoft Word, Excel and Access Fluent in French and Italian Hobbies include Swimming, Tennis, Reading, Travel

Exercise 5. Using the above-mentioned information in this Unit try make up your own resume (CV).

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UNIT 8 УЭ 2.3 EFFECTIVE COVER LETTERS

PART I How to Write a Cover Letter for Research Jobs Before reading answer the following questions: What is a cover letter? What is the format of a cover letter? Is it important to send a cover letter together with the CV? What is the best way to tailor your letter effectively? Read the text to find out if your predictions are correct. A. The power of the cover letter in making an effective job application should never be underestimated. A good cover letter will grab the employer’s attention and make them want to read your CV. The purpose of your cover letter and CV together is to whet the employer’s appetite, to establish you as a serious contender for the post and to persuade the recruiter that you are worth an interview. The cover letter exists to:  Demonstrate your enthusiasm for the post, based on the research you have done about the role and the institution (after all, you are applying for a job as a researcher!).  Explain your rationale for applying and how the role fits with your career plans.  Answer the question “Why should we hire you?” by demonstrating how you meet the key criteria for the post and what sets you apart from other candidates.  Provide evidence of your written communication and language skills, including the ability to be clear, succinct and articulate. This is especially important for research roles as the combination of strong technical research ability and excellent communication skills is highly sought-after.

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B. You should always send a cover letter with your CV unless you are expressly asked not to. The only exception is if you are posting your CV on a database/ with an agency where it will be seen by numerous employers, in which case a Profile on the CV itself is helpful. Even if you have explained your motivation for applying on the application form, it is still worth sending a separate cover letter. This is because the cover letter gives you another opportunity to market yourself and can strengthen your chances. C. For jobs in research, you should aim for your letter to be no longer than a page. In order to make an impact, and to prove that you can explain ideas fluently and clearly, the letter needs to be succinct. This is not the place to give indepth detail about your research; remember that the letter may be read by nonresearchers too, such as staff from Human Resources. You can always give further details of your research activities on your CV or in an Appendix to your CV. Keep paragraphs short and your typeface clear (a font size of 11 or 12 is recommended) as the employer’s attention span will be brief. It is traditional to write the cover letter in paragraph format, and this is the format we have used for our example letter, although some candidates choose to use bullet points and / or bold to highlight key points. The order of paragraphs is not critical, but the following is recommended:  Address and salutation: Address the letter to a named person i.e. the head of the research group. A quick email or check of the institution’s website should elicit this information.  First paragraph: An introduction, explaining which job you are applying for, how you heard about the post, and some brief background on who you are e.g. in terms of your research interests and background.  Middle section: Evidence of how you meet the top 3 or 4 criteria for the role, with brief illustrations of your research and your achievements.  Final section: Explain what attracts you to this role in this institution and how the role fits in to your career plans.  Concluding paragraph: A conclusion summarising what makes you suitable for the job and a statement expressing interest in an interview. D.The best way to tailor your letter effectively is to: Do your research. Your cover letter needs to show what a great match you are for the job. The job and person specification will only give you so much. In order to understand the job context, how your own research interests will fit into the department’s research programme, what the recruiters are really looking for and how the job might develop in future you need to make your own enquiries. This could include: Online research. For example: into the University and Department’s research programmes, it’s research profile, the research interests of key staff and so on. There is much information available publicly (for example; the department’s latest research ranking, Research Body websites and on researcher forums). For external appointments, you may be limited to what is available publicly so do use your networks to access these. – 74 –

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Discussion with the recruiting manager. Most recruiters are only too happy to answer questions about the job from potential applicants beforehand. This can also help you get your ‘name in the frame’ early. Just ensure that your questions are intelligent and be warned that the conversation might turn into an informal interview. You should reflect on why the employer should hire you, and refine your ‘elevator pitch’ before arranging the call. Conversations with other researchers in the research group and department. Including other researchers who have worked in collaboration with them. For internal roles, you can use your internal networks to find these people. For external roles, you might ask the recruiting manager to put you in touch – or use your networks to see who knows someone in the right department and institution. The depth of your research will show in your application and can really distinguish serious applicants from the rest of the pack. It’s also great preparation for the interview stage. Be selective. The best way to tailor your letter is to pick out only the top three or four criteria for the post and focus your evidence on these. If the employer is convinced you have the right credentials, experience and skills for the areas that matter most, the chances are that they will invite you to interview. Your CV and your interview can cover the rest. Remember to include your skills outside research. Whilst the focus of your cover letter may be about communicating the relevance and depth of your research expertise and your rationale for seeking this post, don’t forget to give evidence of those softer skills which may also be relevant to the job. These are likely to be outlined in the person specification and may include project planning, writing funding bids, managing other staff and communicating with colleagues outside your institution. E. Before you write your letter, you need to be clear on what your unique selling points are for the role in relation to the key job criteria. Think about what will differentiate you from the competition. Consider who else might apply, internally and externally, and what they might offer. Consider what makes you stand out from them. This might include:  Greater depth of expertise in this field or a higher research profile than other likely applicants.  A particular blend of experiences which give you a unique perspective (e.g. having worked in both academic research and industry, or having research experience in more than one discipline).  Specific achievements in your current and previous roles.  A qualification which is highly relevant to the role, but which not all the other applicants will have.  A passion for and commitment to this area of research or working for this institution (e.g. perhaps you completed your PhD there).  Well developed research or funding networks which could prove helpful in the job.  Or anything else you think might make the stand out in a way which is relevant to the role. How to Write a Cover Letter for Research Jobs [Электронный ресурс]. – Режим доступа: http://www.jobs.ac.uk/media/pdf/careers/resources/how-to-write-a-cover-letter-for-academic-jobs.pdf

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VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: appetite [ˈæpɪtaɪt], recruiter [rɪˈkruːtə], exist [ɪgˈzɪst], rationale [ˌræʃəˈnɑːl], succinct [səkˈsɪŋkt], articulate [ɑːˈtɪkjʊlɪt], database [ˈdeɪtəˌbeɪs], conclusion [kənˈkluːʒən], elicit [ɪˈlɪsɪt], whilst [waɪlst], colleague [ˈkɒliːg], underestimated [ˌʌndəˈrɛstɪmeɪtɪd], grab [græb], criteria [kraɪˈtɪərɪə], convince [kənˈvɪns], relevance [ˈrɛlɪvəns], passion [ˈpæʃən], commitment [kəˈmɪtmənt], expertise [ˌɛkspɜːˈtiːz]. Exercise 2. Fill in the following table with the appropriate words, then find them or their derivatives in the text above and try to remember. Verb to underestimate to establish to tailor

Noun

Verb

contender

to convince

recruiter

to exist

manager

to differentiate

Noun exception statement commitment

Exercise 3. Match the words with their definitions. 1) researcher 2) candidate 3) colleague 4) contender 5) recruiter 6) applicant 7) manager

a) a person who is selected by others as a contestant for an office, honor,etc. b) a person, team, etc. having or regarded as having a good chance to win a contest or competition c) a person who is engaged in finding and attracting employees, new members, students, athletes, etc. d) a person who applies for or requests something e) a person engaging in a systematic activity to acquire knowledge that describes and predicts the natural world f) a person who has control or direction of an institution, business, etc. g) a person who is member of one’s class or profession

Put your answers in this table. Model: 1)

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6)

7)

Exercise 4. Match the English word combination on the left with its Russian equivalent on the right.

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1) to whet appetite 2) 3) 4) 5)

to meet the key criteria for the post to set apart from other candidates to provide evidence of to be clear, succinct and articulate

6) to be highly sought-after 7) to post a CV on a database 8) to make an impact 9) to highlight key points 10) to do research 11)to refine ‘elevator pitch’

a) приводить доказательства; обосновать; подтвердить b) пользоваться большим спросом c) повысить интерес d) влиять; оказывать воздействие e) оттачивать выступление в условиях ограниченного времени (обычно одна минута), чтобы начать разговор f) cоответствовать основным критериям на должность g) проводить исследование; изучить h) разместить резюме в базе данных i) выражаться понятно, кратко и четко j) отличаться от остальных кандидатов k) расставить акценты

Put your answers in this table. Model: 1)

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COMPREHENSION EXERCISES Exercise 5. Read and translate the text "How to Write a Cover Letter for Research Jobs". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Look through the text "How to Write a Cover Letter for Research Jobs" and find a proper heading to each part of the text. Match the letters (A-E) with the numbers (1-5). 1. When to send a cover letter. 2. Marketing yourself effectively. 3. The format of a cover letter. 4. The purpose of your cover letter. 5. Tailoring your letter. – 77 –

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Put your answers in this table. Model: 1)

2)

3)

4)

5)

Exercise 7. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. There are three types of cover letters: 1) the application letter which responds to a known job opening; 2) the prospecting letter which inquires about possible positions; 3) the networking letter which requests information and assistance in your job search. 2. The purpose of your cover letter and CV is to provide evidence of your written communication and language skills, including the ability to be clear, succinct and articulate. 3. The concluding paragraph of your letter should request an interview. 4. A cover letter should be 3 paragraphs – Introduction, Sales Pitch and Conclusion. 5. For jobs in research, you should aim for your letter to be no longer than a page. 6. Focus on what the employer can do for you – it’s more about what you can do for the employer. 7. Include copies of your letters of reference or of your school transcripts. 8. Do not include a photograph of yourself. The briefer the application, the better. 9. Don’t forget to give evidence of those softer skills which may also be relevant to the job. 10. In order to be effective, you need to write a new cover letter for each job (unless the job requirements are identical, you can sell yourself the same way – but be very careful doing this; if you forget to the change the company names, you’re doomed!)

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Exercise 8. Complete the sentences using the following words, word combination and expressions from the box. a) rationale e) suitable for the job

b) to market yourself f) elevator pitch

c) fluently and clearly g) the cover letter

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d) reflect on h) together

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1. The power of … in making an effective job application should never be underestimated. 2. The purpose of your cover letter and CV … is to whet the employer’s appetite. 3. The cover letter exists to explain your … for applying and how the role fits with your career plans. 4. The cover letter gives you another opportunity … and can strengthen your chances. 5. In order to make an impact, and to prove that you can explain ideas … , the letter needs to be succinct. 6. A conclusion summarising what makes you … and a statement expressing interest in an interview. 7. You should … why the employer should hire you, and refine your ‘…’ before arranging the call. Exercise 9. In pairs, discuss the following questions. Check the answer with the text "How to Write a Cover Letter for Research Jobs". 1. What is the power of the cover letter? 2. What should you do to persuade the recruiter that you are worth an interview? 3. Should you provide evidence of your written communication and language skills? 4. Why is it especially important for research roles to be clear, succinct and articulate? 5. Is the order of paragraphs critical? What is it? 6. Why do you need to keep paragraphs short and typeface clear? 7. What is the best way to tailor your letter effectively? 8. What do you need to be clear on before you write your letter? 9. What can the concluding paragraph be used for? 10. You should always send a cover letter with your CV, shouldn’t you? Exercise 10. Using the text, draw a scheme to gather the information about a cover letter.

Cover Letter

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PART II Example of a Cover Letter 1. Dear Sir or Madam. 2. I am writing to express my strong interest in applying for the position of Research Fellow in Applied Health Research in the Institute of Advanced Healthcare Economics. 3. After studying for a BSc in Biological Sciences at the University of Midtown (where I scored an average of 82%) I continued my academic career by studying for an MSc in Public Health. I was then accepted to study for a PhD in the Department of Applied Social Studies at South Midshire University (ranked 8th in the UK in the Sunday Times Good University Guide) which I began in September 2009 and finished in June this year. This involved competing for research council funding with 20 other applicants. 4. My dissertation title was ‘Health Disparities and the impact of Social Class on Clinical Outcomes’. My supervisor was Dr W Jennings. I have contributed to a number of publications, including the “Healthcare Science Review”, “Journal of Health Economics”, “Clinical Commissioning Digest” and “Review of Socio-Medical Studies”. I have also attended a recent conference on Democratic Healthcare Structures within Socially Excluded Communities. 5. I am eager to further my career at your institution and am now seeking a position where I can apply my extensive research interests and skills. 6. The Institute’s tradition of excellence and its reputation for intellectual rigour are matched by my own passion for quality and my commitment to the future development of health policy research. Your goal of ‘eradicating health poverty through improving patient outcomes’ is congruent with my own beliefs and aspirations. 7. I have had extensive experience in policy research, data analysis, research evaluation and statistical modelling. I also studied Advanced Research Methods as part of my MSc. I have had experience of using SPSS and ATLASTi software as well as having skills in advanced Excel. 8. I have had held two research assistant positions, one in my academic department and one with the Department of Health and I found these experiences both rewarding and valuable. 9. I am a dedicated team worker, excellent communicator and accomplished project manager with strong organisational and planning skills. I spent three years as a member of the PhD Staff Student Liaison Group, attending regular meetings and disseminating information to my fellow students. 10. I play a great deal of sport and like to challenge myself physically, regularly attending sessions at my local gym. 11. I am very excited about this position. It would be a huge honour to work for the Institute and I would be very grateful for the opportunity to further my career in this area. Yours respectfully and in anticipation of your swift response. Yours sincerely – 80 –

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Exercise 1. Look at the example of a cover letter above, read the letter and match the comments below (A-K) to the parts of the cover letter (1-11). Put your answers in this table. Model: 1)

2)

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4)

5)

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8)

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A. This is obvious. B. Always address the letter to a named person where possible, ideally the hiring manager. C. This kind of detail can be found on the CV and does not need to be repeated in the cover letter. D. This sentence adds very little and is assumed. E. More unsubstantiated lists! This just shows you carried out the role – not that you were any good at it. F. If you are going to mention interests outside work, make sure that they are relevant e.g. they demonstrate personal achievements. Popping to the gym regularly does not improve your credentials for the job. G. The cover letter needs to answer the question ‘What could I do for you if you hire me?’ not ‘What could you do for me?’ qualities which are key to the job and also that they differentiate you from other candidates. H. Again, this information is clear from the CV. I. This sounds like platitudes. The quote may have been taken from the employer’s website and is not showing any evidence of researching the position. J. Beware inserting long lists of activities and skills which are not backed up with evidence of achievement. K. You don’t need to give a plotted history of your career – this can be found on the CV. The first main paragraph is your chance to capture the employer’s interest and should immediately highlight your credentials for the post.This kind of academic success is assumed and will not give you an edge over other candidates at this stage in your career. Work experience, or more recent successes will be more persuasive. Exercise 2. Look through the cover letter and answer the questions below.

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201, Fountain Street Allendale, Michigan United States (616)-203-3029 [email protected]

Barrack White Head of Hiring Department Caro Group of Company Ltd 209, Avenue De Lafayette Boston, Massachusetts United States

August 30, 2011

Dear Mr. White, I learned about your job opening for the position of records manager in one of Michigan job portals dated 28th August. I have all the experience and educational background you are looking for in an ideal candidate. As requested in the advertisement, I have enclosed my resume that will give you detailed information about my previous work experience and educational background. I have worked as a records manager for the past six years in Diamond Company Ltd. My responsibilities in the organization involved recording, storing, and analyzing data of the organization. Further, I ensured that the records met the legal and administrative requirements and also met the financial settlements. Apart from this, I was also responsible for the monitoring and management of the organization budgets. I am capable of identifying the most appropriate records and ensure that only the best is delivered to the management. My problem solving skills provided a lot of benefits in my previous organization for which I was greatly appreciated. I am a person that you can count on. I would love to be a part of your team and work for the betterment and success of the organization in achieving its goals. It would mutually benefit us if we can meet in person and discuss on this further. You can contact me at (616)-203-3029 or you can e-mail me at angelina. [email protected]. Thanking you. Yours Sincerely, Angelina Williams Attachment: Resume and Work Experience Certificates

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1. Who writes the letter? 2. To whom does she write the letter? 3. Does she write the letter to apply for a job? 4. What position is she applying for? 5. How did she learn about the position? 6. Does she have relevant education and experience for the position? 7. Does she give any details about her experience? What kind of information? 8. Does her letter show her motivation, enthusiasm, communication skills, and personality? 9. What does she enclose in her letter? 10. Do you think Mr. White will invite her for an interview? Exercise 3. Match the rules (1-7) below with the paragraphs of the letter from Ex. 2. Prove with citations from the letter or with your impressions of the letter. 1. Explain why you are sending a resume. Don’t make the reader guess what you are asking for. Be specific: Do you want a summer internship opportunity, or a permanent position at graduation; are you inquiring about future employment possibilities? 2. Tell specifically how you learned about the position or the organization – an advertisement in a newspaper, a flyer posted in your department, a web site, a family friend who works at the organization. It is appropriate to mention the name of someone who suggested that you write. 3. Convince the reader to look at your resume. The cover letter will be seen first. Therefore, it must be very well written and targeted to that employer. 4. Call attention to elements of your background – education, leadership, experience – that are relevant to a position you are seeking. Be as specific as possible, using examples. 5. Show your attitude, personality, motivation, enthusiasm, and communication skills. 6. Provide any information specifically requested in a job advertisement that might not be covered in your resume, such as availability date, or reference to an attached writing sample. 7. Indicate what you will do to follow-up. Applicants often say something like “I look forward to hearing from you“. However, if you have further contact info (e.g. phone number) and if the employer hasn’t said “no phone calls”, it’s better to take the initiative to follow-up, saying something like, “I will contact you in the next two weeks to see if you require any additional information regarding my qualifications”. Exercise 4. Complete the cover letter with the following words: a) company

b) employers

c) CV

d) responsibilities

f) qualifications

g) interview

h) experience

i) sincerely

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e) Daily Planet j) Dear

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1_______ Mr. Fox, Work in Bermuda I noted with interest your advertisement in today’s 2 _____. You will see from the enclosed 3 _____ that I have three years 4 _____ in marketing. My 5 _____ have included all types of administrative work, product development, arranging and attending presentations, working with clients, and solving problems that arise. Although I have an excellent relationship with my present 6 _____, I feel that my prospects with them are limited and that there would be more scope for my talents with a larger, more dynamic 7 _____. If you consider that my 8 _____ and experience are suitable, I should be available for 9 _____ at any time. Yours 10 _____, Arthur Dent Enc. 1

Exercise 5. Place these tips for a successful cover letter into two columns. Compare with your partner. Which do you find the most helpful for you? Why? Can you add your own tip(s) to this list? 1. Put your most convincing evidence first. You need to make an impact in the first few sentences. Talk about your current or most relevant job first. 2. Focus on what the employer can do for you – it’s more about what you can do for the employer. 3. Illustrate your achievements with brief but specific examples, explaining why these are relevant to this role. You can refer the employer to the CV for more detail. 4. Use jargon specific to your employer or profession which the employer might not understand. 5. Demonstrate how well you have researched the role and the job context when explaining your career motivation. 6. Make generalised statements about why you want to work for the institution (e.g. referring to ‘a top 50 global institution’ or ‘a department with a high reputation’). 7. Be succinct. Ask a friend to go through it with you and edit out any wordy sentences and redundant words.

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DOs

DONTs

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8. End on a note of enthusiasm and anticipation. 9. Send the same or a similar letter to more than one employer. Never ‘cut and paste’ as employers will suspect a lack of research and career focus. 10. Focus on achievements in your current and previous roles rather than merely your responsibilities. Quantify these wherever possible. 11. Make unsubstantiated statements about relevant skills and experience without giving examples. 12. Concentrate on the areas which differentiate you from the competition rather than the basic job criteria. 13. Try to summarise your CV or give too much detail – you need to be selective about the points that you highlight. 14. Explain your rationale if you are seeking a career change or sideways move. Exercise 6. Imagine that you have found a new job. Tell your friend how you tailored a successful cover letter. Exercise 7. Using the above-mentioned information in this Unit try to compose your own cover letter.

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UNIT 9 УЭ 2.4 SUCCESSFUL INTERVIEWS

Part I An Interview Before reading answer the following questions: What is an interview? What do you think about the reliability of interview? What types of interview do you know? Read the text to find out if your predictions are correct. An interviewing is a mutual exchange of information. It is an opportunity to give an applicant as much information about the job as possible so that they can decide whether or not they want to take it if it is offered. An interview can be described as a planned discussion with a specific purpose. How does a selection interview differ from a conversation, a chat about a job? A business manager needs to gather information that provides evidence about applicant’s ability to do the job, and to fit in with the work team. A company wants people who accept job to be motivated to work for the business. Treating them with respect is important. It is also important that all applicants see the process handled as legal, fair and just. Interviewing is a very inexact procedure. Different interviewers given exactly the same information will form very different opinions of the same candidate. Different managers will select different candidates for a job and set out elaborate arguments to justify their decisions. Some interesting conclusions are as follows:  Interviewer’s first impressions derive from the application form, and from their first sight of the interviewee. Evidence shows that they rarely change their opinion.  Interviewers make their decision about a candidate in first few minutes of the interview and they spend the rest of the interview gathering evidence to support their early decision.  Most interviewers look for reasons why candidates are not suitable more than they look for evidence that they are suitable. – 86 –

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 If an interviewer has made an early decision, this is communicated to the candidate’s body language, and the interviewee must respond accordingly. Despite this, interviewing is still the most common selection technique used by business today. There are two schools of thought about interview behaviour. One school assumes that adults’ personalities have formed and stabilized, and that their future behaviour can be predicted from their past behaviour. People will respond honestly and openly if they are in a friendly atmosphere. The interviewers will seek to learn from the interviewee how she / he coped with a variety of situations by discussing past experience and behaviour. This, they believe, will provide some insight into how she or he may behave in the future. The second school assumes that people will exaggerate their strengths, and minimize their weaknesses, even though this may be done unintentionally. In order to predict future behaviour, therefore, the only evidence is that interviewee shows during the interview. So the interviewers who hold this view will set up a variety of situations, which, they believe, will provoke the candidate to exhibit their true behaviour. This, they assume, is how the candidate will behave in a similar situation in the future. There are different types of job interviews you may participate in during the hiring process. Here are the major ones: 1. In one-to-one interviews one trained specialist conducts all the interviews and selects the most appropriate applicant. The questions follow the most logical pattern. 2. Successive interviews – where more than one interviewer is used, successive interviews each with a different manager are conducted. 3. In tandem interviews a line manager with a personnel specialist conducts an interview. This is an economical and efficient use of time – only one interview is conducted. 4. Panel interviews are often used in the public sector. Up to 5 people will sit on a panel and the candidate will be interviewed once only, but by the whole panel. It is more like a tribunal sitting in judgment than an interview. Panel interviews have certain advantages:  Each interviewer can specialize in asking different questions.  All the interviewers take part in a joint assessment of the candidate reducing the risk of a personal bias.  However, there can be disadvantages:  Questioning may be disorganized and repetitive.  The candidate may look ill at ease. 5. Board interviews are conducted with many more representatives of the employer. Boards of more than 20 employers may conduct selection for senior positions. In addition to the advantages of panel interviews, the board interview is useful to reveal the behaviour of the candidate under stress. Still, this procedure is not very effective. Large numbers of interviewers can make the final assessment of the candidate very difficult. Often some board members are not expert interviewers, and may be more interested in projecting their own image than gathering evidence about the candidates. Coordinated, logical questioning is unlikely, and control of proceedings is very difficult for a chairperson. – 87 –

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VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: mutual [ˈmjuːtjʊəl], opportunity ˌ[ɒpəˈtjuːnɪti], discussion [dɪsˈkʌʃən], purpose [ˈpɜːpəs], chat [ʧæt], gather [ˈgæðə], evidence [ˈɛvɪdəns], inexact [ˌɪnɪgˈzækt], decision [dɪˈsɪʒən], conclusion [kənˈkluːʒən], technique [tɛkˈniːk], exaggerate [ɪgˈzæʤəreɪt], exhibit [ɪgˈzɪbɪt], advantage [ədˈvɑːntɪʤ]. Exercise 2. Find the correct pronunciation of these words and word combinations in the dictionary, read and translate them into Russian: procedure, justify, assume, predict, cope, seek, minimize, set up, appropriate, personnel, efficient, project, proceedings, tribunal. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the texts above and try to remember. Verb to accept

Noun

Verb to exaggerate

assessment

to motivate

derivation

to exhibit

discussion

to elaborate

Noun

prediction

to minimize

stabilization

selection

Exercise 4. Match the English word combination on the left with its Russian equivalent on the right. 1) joint assessment 2) personal bias 3) mutual exchange 4) senior position 5) to make decision on/about 6) to fit in with the work team 7) fair and just 8) to provide insight into 9) to take part in 10) to hold a view

a) b) c) d) e) f) g) h) i) j)

участвовать в давать представление о принимать решение о вписаться в коллектив придерживаться точки зрения руководящая (высокая) должность взаимный обмен личная предубеждённость честный и справедливый совместная оценка

Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

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7)

8)

9)

10)

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COMPREHENSION EXERCISES Exercise 5. Read and translate the text "An Interview". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 6. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. An interview can be described as a planned discussion with a specific purpose. 2. Always keep in mind that you never get a second chance to make a first impression. So be on time at the particular location of interview, but never more than 10 minutes early. 3. Board interviews are conducted with more than 20 representatives of the employer. 4. Different interviewers given exactly the same information will form the same opinions of the same candidate. 5. Dressing also an important thing. You should be in professional dress. And must be looking formal. 6. In tandem interviews one trained specialist conducts all the interviews and selects the most appropriate applicant. 7. Be honest with every question. No need to lying about your background and/or skills. 8. In one-to-one interviews a line manager with a personnel specialist conducts an interview. 9. Panel interviews have only advantages. 10. There are three schools of thought about interview behaviour.

T

F

D

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀ ฀

฀ ฀

฀ ฀

Exercise 7. Complete the sentences using the following words, word combination and expressions from the box. a) the final assessment e) as much information

b) look for reasons f) applicant’s ability

c) job interviews g) look for evidence – 89 –

d) a planned discussion h) as possible

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1. An interview can be described as … with a specific purpose. 2. An interviewing is an opportunity to give an applicant … about the job … so that they can decide whether or not they want to take it if it is offered. 3. A business manager needs to gather information that provides evidence about … to do the job. 4. Large numbers of interviewers can make … of the candidate very difficult. 5. Most interviewers … why candidates are not suitable more than they … that they are suitable. 6. There are different types of … you may participate in during the hiring process. Exercise 8. Put the words or word combinations in the right order to make interrogative sentences and ask your partner to answer them. Check the answers with the text "An Interview". 1. Described, an interview, can, be, how? 2. Does, how long, it, take, the interviewers, about a candidate, to make their decision? 3. About interview behaviour , how many, there, are, schools of thought? 4. Do, respond, people, honestly and openly, when? 5. The interviewers, how, predict, the interviewees’ future behavior, do? 6. The candidate, why, provoke, the interviewers, do, to exhibit their true behavior? 7. Are, panel interviews, often used, where? 8. Don’t they, take part in, all the interviewers, a joint assessment, of the candidate? 9. Are, conducted with, board interviews, representatives of the employer, how many? 10. Control of proceedings, why, very difficult, is, for a chairperson? Exercise 9. Using the text, draw a scheme to gather the information about the interview.

An Interview

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Part II Exercise 1. Discuss the questions with your partner. 1. Have you ever had a job? 2. What kind of job was it? 3. How did you find the job? 4. Did you have an interview for the job? 5. Do you like reading job advertisements? Why (not)? 6. Have you ever discussed with your family your future career plans? Exercise 2. Discuss the questions as a class. 1. Is a job interview important for a candidate? Why? 2. Should a candidate prepare for an interview? 3. Is it important to dress properly for a job interview? What are the best ‘job interview’ clothes for a woman? For a man? Exercise 3. Read these tips for a job interview and place them into two columns. Compare with your partner.

1. Don’t give one-word answers or say you don’t care what you do. 2. Be polite. 3. Find out how long it will take to get there. 4. Don’t look bored. 5. Dress to look clean and tidy. 6. Arrive early. Phone if you’re held up. 7. Find out where the interview is. 8. Try to smile. 9. Show interest in the job and ask questions. 10. Find out the interviewer’s name and telephone number. 11. Make sure you know what the job involves. 12. Don’t panic, even if faced by more than one person. 13. Don’t smoke or chew.

Before the interview

At the interview

Exercise 4. Place these tips for a job interview into two columns. Compare with your partner. Which do you find the most helpful for you? Why? Can you add your own tip(s) to this list?

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1. Learn ahead of time about the company and its product. 2. Answer questions honestly. 3. Keep stressing your need for a job. 4. Discuss past experience which has no application to the job situation. 5. Recognize your limitations. 6. Display a feeling of inferiority. 7. Mention any experience you have which is relevant to the job. 8. Talk and think as far as possible about the future rather than the past. 9. Try to overcome nervousness and shortness of breath. 10. Be untidy in appearance. 11. Beg for consideration. 12. Try to be optimistic in your attitude. 13. Go to an interview without a record of former employment. 14. Arrive late and breathless for an interview. 15. Feel that the world owes you a living. 16. Indicate your flexibility and readiness to learn. 17. Have a good resume. 18. Write incorrect information on your CV to make it look better. 19. Be well-groomed and appropriately dressed. 20. Be a “know it all” or a person who can’t take instructions.

DOs

DONTs

Exercise 5. Match the most frequently asked interview questions (1-10) and possible answers (A-J). 1. What is your greatest strength? 2. Why are you leaving your job? 3. What motivates you? 4. What are your salary expectations? 5. Why are you the best person for the job? 6. What is your dream job? 7. Are you lucky? 8. What is your greatest weakness? 9. Have you ever had difficulty working with a manager?10. What will you do if you don’t get this position? A. I pride myself on my customer service skills and my ability to resolve what could be difficult situations. With five years of experience as a customer service associate, I have learned to effectively understand and resolve customer issues. On a related note, I also have strong communication skills, which helps me work well with customers, team members, and executives. I am known for being an effective team member with a talent for giving presentations. – 92 –

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B. Being organized wasn’t my strongest point, but I implemented a time management system that really helped my organization skills. C. Learning new things has always been a great motivator for me. In every job I’ve had, I believe I’ve always been able to learn something new, or a new way to look at a problem. D. I found myself bored with the work and looking for more challenges. I am an excellent employee and I didn’t want my unhappiness to have any impact on the job I was doing for my employer. E. My salary expectations are in line with my experience and qualifications. Or If this is the right job for me, I am sure we can come to an agreement on salary. F. No, I am a hard worker, and my managers always seem to appreciate the job I’m doing. I've got along well with every manager I’ve had. G. Your company provides many services that I have had experience with, in a variety of capacities. I believe that my familiarity with the industry would make me a good fit for this position. H. I will continue looking in this field for another position that will fit my schedule and goals. I. What I look for in a job, and what I love about this customer service representative position, is the ability to utilize my communication and customer service skills. I love interacting with customers and quickly and effectively problem solving with them. Down the road, after becoming an expert in your product line J. I consider myself extremely lucky in that I was given a remarkable education at XYZ University. I have worked hard to take full advantage of that education, participating in multiple internships and extracurricular in which I developed the skills and leadership qualities that make me the strong project manager I am today. Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

7)

8)

9)

10)

Exercise 6. Select the best response for each of the questions below. Explain your choice. More than 1 answer may be correct. You may offer your own answer variants to the same questions. 1. Will you have any difficulty getting to work? a) Though it’s difficult to get a ride this far regularly, I can make arrangements to get to work on time every day. b) I may be late sometimes, but it’s OK, isn’t it? c) Although I might have some difficulties commuting, I’ll work it out. 2. Why haven’t you taken a job yet? a) Actually I’ve found some attractive positions but, so far, none of them pays what I feel I’m worth. b) You see, to date I haven’t come across the position that meets my expectations. – 93 –

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c) Besides it is very important for me that the match must be good for me and the company. 3. What are your short-term objectives? a) Bills are piling up. In the short run I need to find a job so I can keep up with my obligations. b) I hope to find a position that is good fit and where I can contribute to the company. c) Frankly speaking, I’m not likely to make any plans. I’m ready to accept everything. 4. Where do you see yourself in 5 years? a) Well, in 5 years I plan to start my own business. b) That quite depends on the company I join. I’d like to take a position with a promotion prospective as I intend to continually contribute and grow with the company. c) I am eager to get married and have at least two kids. 5. Why did you decide to try our company? a) I’m fond of trying everything new. b) Well, to tell you the truth, I’ve made a research in my field of work. c) Your company takes a leading place in this sphere. It gives many opportunities for professional and personal growth. I’d like to become part of your team. Exercise 7. Read and translate the interview at Compact Systems. Nelly Bennet decided to apply for a job of Personal Assistant/Secretary at Compact Systems. So she sent her curriculum vitae, the names of two referees and a cover letter, giving her ideas about what makes a good PA/secretary. A few days later she received a reply inviting her for an interview. PM: Personnel Manager MM: Marketing Manager HB: Nelly Bennett

฀฀฀

PM: Come in. Ah, good morning Miss Bennett. Thank you for coming. HB: Good morning. PM: Please sit down. HB: Thank you. PM: Can I introduce you to Alice Everett, our Marketing Manager. HB: How do you do? MM: How do you do? PM: And I am Sheila Polson, the Personnel Manager. So, Miss Bennett, did you find us easily this morning? HB: Yes, it’s an easy route from where I live in Southtown. PM: And do you have your own car? HB: Yes, I have. – 94 –

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PM: Good. Can we check on a few of your personal details? You were born in 1973, is that right? rd HB: Yes, 3 September 1973 to be exact. PM: And you’re single. HB: Yes, I am. PM: OK. Can we move on to your education now? You’ve got four “O” levels including English language? HB: That’s right. PM: Thank you, very much, Miss Bennett. Alice, would you like to continue? MM: Yes, certainly. Miss Bennett, can you tell us a little bit about where you have worked before? HB: Well, my last job was with Format. MM: And you were a PA there? HB: Yes, that’s right. MM: And when did you start with them? HB: Two years ago. MM: I see. So why did you decide to leave? HB: Well, perhaps you heard that the company went into liquidation earlier this year. MM: Yes, we heard about it. PM: So what did you like about that job? HB: Well, my job was PA to the Marketing Manager. What I enjoyed most was coming into contact with customers and suppliers both face-to-face and on the phone. MM: And where did you work before Format? HB: Ideal Systems. MM: And how long did you work for Ideal System? HB: For ten years, as a secretary. PM: And why did you leave that job? HB: Well, I felt that I needed a change. I think I had learnt all I could there. MM: Going back to Format. Who did you work for there? HB: A man called Peter Smith. Do you know him? MM: We’ve met. OK, that’s enough on work experience. Do you have any word-processing experience? HB: Yes, as a secretary at Ideal Systems I used a word-processing system designed by the company. It was called “Word”. MM: And what about Format? That was also a computer company, wasn’t it? HB: Yes, that’s right. MM: So how much experience do you have of working in computer companies? HB: Well, two years at Format and ten at Ideal Systems. Oh, and I also had some work experience with a software company while I was at college. PM: What secretarial qualifications did you get while you were at college? – 95 –

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HB: Well, I’ve got two secretarial qualifications. I’ve got RSA Stage III Typing. PM: So your typing should be pretty good? HB: Well, in Fact I didn’t do much typing at Format. I’ve got an RSA in shorthand. PM: And which qualification exactly? HB: The RSA 100… so 100 words per minute. PM: Fine. And one final questions. If we decided to offer you the job, when could you start? HB: Oh, I could start immediately or as soon as you wanted me to. PM: Fine. I think that’s everything. Have you got any questions? HB: Well, I think it’s enough. Notes RSA is the Royal Society of Arts which offers secretarial qualifications in different subjects at different levels. PA means Personal Assistant. Exercise 8. Answer the following questions based on the interview which is given above. 1. How many people took part in the interview? 2. Who were they? 3. What categories of information were the interviewers particularly interested in? 4. What personal details did the interviewers check on? 5. Why did the interviewers start the interview by asking questions irrelevant to its purpose? 6. What was Nelly’s educational background? 7. What did Nelly tell the interviewers about her work experience?  What was her last job?  Where did she work before Format?  How much experience did she have of working in Computer companies?  What secretarial qualifications did she have? 8. Why did Nelly decide to leave the company she worked with? 9. Did Nelly succeed in getting a new job? Exercise 9. Work in pairs. Make up your own interview for some other job, your own future job, for instance. Exercise 10. After the interview it is appropriate to write a Thank-You letter to the interviewers. A Thank-You letter will enhance you candidacy for the position. Read and translate the following letter in writing.

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Sample Thank-You Letter Mrs. Lori Roberts Director of Personnel Johnston Corporation Austin, Texas 78777 Dear Mrs Roberts: Thank you for your time and attention during my interview with you last week. I appreciated the opportunity to discuss my qualifications and aspirations with you. I hope that all questions were answered to your satisfaction however, I would be happy to supply any further information you may need. I am very interested in the growth potential of the position we discussed, and I hope you will consider me as a serious candidate. I am looking forward to hearing from you soon. Sincerely yours, Jeanne Nguyen 1730 Green Street Austin, Texas 78776 (512) 554-1730 Exercise 11. Imagine that you have found a new job. Tell your friend how you managed to meet face-to-face for an interview. Exercise 12. Whether you are attending a job fair, a career networking event, or meeting a contact one-on-one, it’s a good idea to have a career focused business card, so it’s easy for people you meet to follow up with you. Look through the following text to find out more about what information to include on your business card.

The Types of Visit Cards The main aim of the visit card is the introduction of a person, a business partner in the course of negotiations, meetings, various affairs. It is not just a means of telling people about your contact details. The visit card is also a powerful tool to produce a huge impression. Given the very limited space, usually set at 90x50 mm, you need to put in only the most significant information about you. Women’s business cards are usually smaller (80x40 mm) then that of men, but in Great Britain it’s vice versa. A visit card of a young lady can be even smaller – 70x35 mm. – 97 –

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1. The Business Card It includes your name, company or organization, phone number, cell phone number, office address, email address and your title, of course. It presents all necessary information for further business contacts and is used when the acquaintance has taken place. There are special standards for the space organization of a business card. The name of the administrating person is printed in the middle with the post or occupation directly under it in smaller letters. The name and the address of the firm occupies the lower left corner, the phone and fax number in the lower right corner. The business card of an ordinary office worker has some significant peculiarities. The name of the firm and its address are printed in the middle of the card, his full name – in the lower left corner, phone and fax numbers – in the lower right. Such cards are acceptable for business affairs and not for personal relations as no private information is provided. 2. The Introductory Card This type of the visit cards contains only the owner’s full name, the name of the firm or organization, the occupation and no address or phone numbers. Its main purpose is to introduce a person. The introductory card saves the trouble of remembering the visitors’ names in order not to confuse or forget them in the course of conversation. Its presentation does not imply further contacts. There are also introductory cards of firms, organizations, departments, containing their addresses, phone and fax numbers. People resort to them at trade fairs, conferences, presentations and while giving presents as an official representative of the organization. 3. The Personal Visit card This type of cards may contain just your surname and first name. Any other information depends on your image, age, national and cultural traditions. The additional data (title, degree, rank, a club’s address, phone number) is given in the lower right corner in a smaller print. It is not typical for women’s cards. The marital card is an example of personal visit cards. A husband and a wife may have their personal cards or one for both of them. The latter includes their full names (the wife’s name goes first), address, phone number. These cards serve practical purposes: enclosed with a wedding present, present a couple at formal meeting. In Russia the most common visit card has the following structure. The name of the organization or firm goes first at the top, then follows the surname, name, patronymic name (mind the order!), the occupation is printed on the next line. The phone and fax numbers and address can be placed in the lower left or right corner. The visit cards are presented personally. According to the etiquette the person of the lower rank, less known, of younger age gives the card first. A slight nod is recommended. The card is offered in the way that the text is clearly seen. The accepting person is supposed to read text and pronounce the surname. At large conferences badges are supposed for each participant. They contain your name and surname, title, occupation, organization or educational establishment. Badges are worn on the left side and taken off when you leave the building. – 98 –

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43 The High Road

CHEMICO PLAN

Chis wick

CONTROL SYSTEM LTD

London SW 4 JUDITH BITTING

ENGLAND David Lawrence

ASSISTANT

journalist tel: 994 0385

88 Chester Court Mansions Chester Avenue London WC JAE

Exercise 13. Make your visit cards of all types described above.

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CHEMICO PLAN

Exercise 1. Define the type of visit cards which are given below.

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UNIT 10 УЭ 2.5 BUSINESS LETTERS

Part I Business Letter Appearance and Structure Before reading answer the following questions: What is a business letter? What is the letter appearance? What components does a business letter consist of? Are there any differences in style between letters written in American English and British English? Read the text to find out if your predictions are correct. A business letter is a formal means of communication between organizations and their customers, clients and other external parties. The overall style of a letter depends on the relationship between the parties concerned. Before we begin to discuss business letter content, we must examine business letter appearance because the physical condition of a letter makes the first impression on your reader. The way you write a letter and the etiquette you employ may have a significant impact on your success or failure in business. When you have composed the body of your letter and are ready to type, keep in mind three things:  Typing. Letters should be single-spaced with double-spacing between paragraphs. Print should be clear and dark. Errors should not be erased or corrected after printing.  Paragraphing. Paragraph breaks should come at logical points in your message and should also result in an even appearance. A one-line paragraph followed by an eight-line paragraph will not look balanced. Paragraphs of approximately the same length will please the eye.  White space. In addition to the space created by paragraphing, leave space by centering your letter on the page. An ample margin of white space should surround the message, top and bottom as well as both sides. If a letter is brief, avoid beginning to type too high on the page; if a letter is long, do not hesitate to use an additional sheet of paper. While the horizontal placement of letter parts may vary, the vertical order of these parts is standard. – 100 –

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Business letter is one which appears well, is written well and communicated well. It includes several parts and the parts are arranged in sequence to make it meaningful. Arranging various parts in proper sequence in letter is called structure of business letter. Business letters are usually written on printed company forms (letter-paper). They comprise the following PARTS: 1. LETTERHEAD: Letterhead is used to convey a positive image of the company. It includes the company’s address, phone and email. It is not necessary to include that information again in the body of the letter. Sometimes the writer will provide a direct phone number or personal email address if the action statement calls for direct communication. Companies usually use printed paper where letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity. № of the house, name of the street City, state (county), post/zip code Country

British 10 Spring Garden

USA 145 Chinaville Rd

London SW1A 2BN

Lake Forest, IL 60045

United Kingdom

USA

2. DATELINE: The date on which the letter is being prepared is typed a few lines below the letterhead, sometimes separated from it by a space. It is also usually written on the right-hand side of the page. Full date must be included in the letter. The date can be any agreement being made. Business letter is a formal document, often used in contract situations, so the date can be extremely important. The letter is usually dated the same day on which it is mailed, but whatever agreements are included in the letter are considered effective as of the date of the letter. There are some differences in style between letters written in American English and British English. For example, the way of writing dates is different:  in Britain the order is day, month, year, e.g. 01/02/2016 or 1 Feb 2016 or 1st February 2016;  in the US the order is month, day, year, e.g. 02/01/2016 or Feb 1 2016 or February 1st 2016. 3. INSIDE ADDRESS: The address of your reader is typed as it will appear on the envelope. It is written on the opposite side of the page. The inside address is your reader’s address. This includes the reader’s: name; position; organization (as the company calls itself); complete mailing address. 4. ATTENTION LINE: This is not always required. It should be used when the letter is addressed to a company or organization as a whole; but you want it to be handled there by a specific individual. It should be underlined or typed in capitals. 5. SALUTATION: In order to choose the right salutation for writing a business letter, one has to take into consideration quite a few things, including the seniority of the person being addressed and the relationship they share. If the two are on good terms, even the use of first name would not be a problem; if not, that – 101 –

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might come across as a bit rude. Personal details, like educational background, gender, and marital status of the person, also have to be taken into consideration when addressing him. Discussed below is salutation etiquette that you need to follow when writing a formal business letter. Salutation for Business Letters By far the most widely used method of opening a business letter is with ‘Dear’, followed by name, or title, and a colon or a comma. Dear Mr. Rogers: Dear Mrs. Williams: Dear Ms. Martins: Dear Raymond Brown, Dear Raymond: (Only if you know the person well). The word ‘Dear’ often comes across as professional, yet informal. Many people question its use in business letters; business relationships may not always be on good terms. Business communication should ideally begin on a positive note. Proper salutation contributes to it. The name used in salutations is most often the one that is used in inside address, i.e., the recipient’s address. When writing to some organization, it is always better to address the letter to a particular individual in that organization. If you have any queries, like whom you should address or the person’s designation, you should contact the concerned office and get them cleared in the very beginning. Researching in advance is a must; it doesn’t just save you the embarrassment, but also ensures that you don’t end up offending the other person. As for punctuation, in American English, a colon (:) is used after the name. In British English, a comma (,) is used instead. The practice of using only the first name without any comma or colon is quite popular when it comes to informal letters, but in formal letters even these punctuation marks are of great importance. Different Scenarios  If the person you are addressing has some special title, like professor, senator, reverend, etc., you can use the same in the salutation. Dear Professor Davis: Dear Senator Miller: Dear Reverend Walker,  If you are not sure about the gender of the person you are addressing, you can use their full name, without using Mr., Mrs., or Ms. (This is most likely to happen in case of gender-neutral or unisex names, and cases when only the initials are available.). Dear Ashley Wilson: Dear J.K. Anderson:  If you don’t know the person’s name, but are aware of the gender, you can simply use. Dear Sir, Dear Madam:  If you know the designation of the person you are addressing, but don’t know his name, you can use the designation to address him. Dear Hiring Manager: Dear HR Manager:  If you have any doubt about the marital status of the woman you are addressing, you can always opt for the safe way out and use Ms. (instead of Mrs. or Miss), or use her full name. Dear Ms. Smith, Dear Ruth Smith:  If you are referring to two individuals, you can separate their names using ‘and’. In case you want to refer to more than two individuals, you can either write their names separated by commas, or simply use ‘Gentlemen’ or ‘Ladies’ to address them. – 102 –

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Dear Mr. Jones and Mr. Taylor: Dear Mr. Thompson and Dr. Garcia, Dear Mr. Thompson, Dr. Garcia, Mr. Moore, Mrs. Jackson, and Mr. Martin: Gentlemen: Ladies: Ladies and Gentlemen: 6. SUBJECT LINE: Like the attention line, this is often omitted, but it is courteous to include it. It identifies the content of your message, so your reader may decide whether the letter requires immediate attention. It should be underlined or typed in capitals. 7. BODY: This is the actual message of your letter.  Context Paragraph The first paragraph of the letter will define the context, providing a clear statement of the letter’s topic and purpose. Avoid starting a letter with flowery language that doesn’t explain what the letter is about. In social letters it is appropriate to begin a letter with a question about the family or a comment about recent weather or world events. U.S. business people, however, generally prefer to find out right away why the letter has been written.  Content Paragraphs The typical letter uses one to three paragraphs to provide the information relevant to its purpose. Each paragraph should cover a single topic or point. In the case of a long letter that covers multiple pages, it is appropriate to break the information into sections with internal headers or bullets to provide clarity.  Action Paragraph The final paragraph of the letter provides a clear, straightforward statement of the action that will be taken be the writer, requested of the reader, or expected by a third party. 8. COMPLIMENTARY CLOSING: Two spaces below the final paragraph of the letter is a traditional closing line. This is a polite, formal way to end a letter; standard forms are “Yours truly” or “Truly yours”, “Sincerely yours”, “Respectfully yours”. Excessively familiar closings should be avoided, except in special situations. “Best wishes”, for example, could be used when the reader is well known to you. Affectionate expressions, such as “Fondly” or “Love”, should, obviously, be reserved for private correspondence. 9. COMPANY SIGNATURE: Another item often omitted from less formal correspondence, it should be used when the signer of the letter is writing as a spokesperson for the company, not as an individual. Since this information appears in the letterhead, some companies omit it altogether. 10. SIGNER’S IDENTIFICATION: Printed four lines below the previous item to allow space for the signature, this includes the signer’s name and any relevant titles. 11. REFERENCE INITIALS: Consisting of the signer’s initials in capitals followed by a slash or colon followed by the lowercase initials of the person preparing the letter, this item serves as a reminder of who prepared the letter. – 103 –

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12. ENCLOSURE REMINDER: Consisting of the word “enclosure”, or the word “enclosure” followed by a list of the enclosed items, this is a practical courtesy to prevent your reader from discarding important matter with the envelope. 13. “CC” NOTATION: Also a courtesy, this tells the reader who has been sent a “carbon” copy (that is, a duplicate copy) of the letter. Как вести деловую переписку [Электронный ресурс]. – Режим доступа: http://window.edu.ru/ resource/548/76548/files/makeeva1.pdf

Model Letter Representing the Parts of a Business Letter 1. FLANAGAN’S Department Store 12207 Sunset Strip Los Angeles, California 91417 2. June 7, 2009

3. Ketchum Collection Agency 1267 Hollywood Boulevard Los Angeles, California 91401 4. ATTENTION: MS. TERRY ROBERTS 5. Gentlemen and Ladies: 6. Subject: Mr. Gary Daniels, Account # 69 112 003

7. We would like to turn over to your services the account of Mr. Gary Daniels, 4441 Natick Avenue, Sherman Oaks, California 91418. The balance on Mr. Daniels' account, $829.95, is now 120 days past due; although we have sent him four statements and five letters, we have been unable to collect his debt. Mr. Daniels is employed by West Coast Furniture Showrooms, Inc. He banks at the Natick Avenue branch of Third National City Bank and has been our customer for four years. We have enclosed his file for your reference. We are confident that we can rely on Ketchum as we have in the past. Please let us know if there is any further information with which we can furnish you. 8. Sincerely yours, 9. FLANAGAN’S DEPARTMENT STORE 10. Martha Fayman Credit Manager 11. MF/wg 12. Enclosure

13. Cc Mr. Norman Hyman

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VOCABULARY EXERCISES Exercise 1. Practice the pronunciation of the following words and translate them into Russian: content [ˈkɒntɛnt], etiquette [ˈɛtɪkɛt], employ [ɪmˈplɔɪ], business [ˈbɪznɪs], error [ˈɛrə], approximately [əˈprɒksɪmɪtli], even [ˈiːvən], sequence [ˈsiːkwəns], meaningful [ˈmiːnɪŋfʊl], success [səkˈsɛs], failure [ˈfeɪljə], letterhead [ˈlɛtəhɛd], identity [aɪˈdɛntɪti], envelope [ˈɛnvələʊp], underlined [ˌʌndəˈlaɪnd], seniority [ˌsiːnɪˈɒrɪti], relationship [rɪˈleɪʃənʃɪp], share [ʃeə], colon [ˈkəʊlən], comma [ˈkɒmə], slash [slæʃ], query [ˈkwɪəri], reverend [ˈrɛvərənd], courteous [ˈkɜːtjəs], multiple [ˈmʌltɪpl], enclosure [ɪnˈkləʊʒə], discard [ˈdɪskɑːd]. Exercise 2. Find the correct pronunciation of these words and word combinations in the dictionary, read and translate them into Russian: external parties, single-spaced, double-spacing, white space, ample margin, action statement, inside address, attention line, opposite side, as a whole, marital status, subject line, flowery language, straightforward statement, lowercase initial, carbon copy. Exercise 3. Fill in the following table with the appropriate words, then find them or their derivatives in the texts above and try to remember. Verb to examine to employ to erase to arrange to omit

Noun

Verb

appearance

to approximate to convey

impression

to hesitate

Noun embarrassment designation consideration correspondence

Exercise 4. Match the English word combination on the left with its Russian equivalent on the right. 1) to have an impact on 2) to keep in mind 3) to please the eye 4) to type in capitals 5) to take into consideration 6) to be on good terms 7) to come across as 8) to be of great importance 9) to be aware of 10) to have doubts 11) to opt for 12) to provide clarity 13) to be reserved for

a) делать выбор в пользу; отдавать предпочтение b) принимать во внимание; учитывать c) знать; иметь представление о d) сомневаться e) оказывать воздействие; влиять на f) иметь огромное значение g) предназначаться для h) вносить ясность i) учитывать; помнить; иметь в виду j) восприниматься как k) напечатать заглавными буквами l) радовать глаз; тешить взор m) ладить; быть в хороших отношениях – 105 –

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Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

7)

8)

9)

10)

11)

12)

13)

Exercise 5. Match the words with their definitions. 1) etiquette 2) salutation

a) the state of being in accord b) a distinctive name or title; appellation

3) agreement

c) excellence of manners or social conduct; polite behavior

4) courtesy 5) success

d) conventional requirements as to social behavior e) lack of success

6) failure

f) a word or phrase serving as the prefatory greeting in a letter or speech g) the accomplishment of one’s goals

7) designation

Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

7)

COMPREHENSION EXERCISES Exercise 6. Read and translate the text "Business Letter Appearance and Structure". While reading mark on the sideline the information according to the following algorithm: v + -?

Known information New information I thought the other way I was very surprise, I want to find out more

Exercise 7. Restore the logical order of the parts of a business letter. Put your answers in this table. The first has been done for you. Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

7)

8)

9)

11)

12)

13)

14)

15)

16)

17)

18)

19)

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10)

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a) recipient’s name; b) sender’s address; c) date; d) complimentary closing; e) sender’s phone; f) sender’title; g) sender’s e-mail; h) subject; i) recipient’s title; j) sender’s signature; k) recipient’s company; l) enclosures; m) recipient’s address; n) ATTENTION (department / person); o) cc; p) salutation; q) body of the letter; r) sender’s name; s) reference initials. Exercise 8. Read the statements and mark them as true (T) or false (F). If the information is not given in the text choose doesn’t (D). Prove your point. In your arguments use: I quite agree with…; I don’t think so...; I can’t agree with...; I guess…; on the contrary; quite so; exactly; from my point of view; as for me; to tell you the truth. 1. A business letter is a formal means of communication between groupmates, friends and relatives. 2. Business letters are usually handwritten and don’t comprise any parts. 3. The date on which the letter is being prepared is typed a few lines above the letterhead. 4. There are some differences in style between letters written in American English and British English. 5. The attention line is always required in a formal business letter. 6. You needn’t to follow salutation etiquette when writing a formal business letter. 7. The subject line is often omitted, but it is courteous to include it. It should be underlined or typed in capitals. 8. Two spaces below the final paragraph of the letter is a traditional company signature.

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T

F

D

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

฀

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9. Affectionate expressions, such as “Fondly” or “Love”, should, obviously, be reserved for business correspondence. 10. “Sincerely yours”, and “Respectfully yours” for example, could be used when the reader is well known to you. 11. “CC” notation tells the reader who has been sent a “carbon” copy (that is, a duplicate copy) of the letter.

฀

฀

฀

฀

฀

฀

฀

฀

฀

Exercise 9. Using the text, draw a scheme to gather the information about Business Letter Appearance and Structure.

Business Letter Appearance and Structure

PART II Types of Business Letters Exercise 1. 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. 1. Today business operations are not restricted to any locality, state or nation. 2. Production takes place in one area but consumption takes place everywhere. 3. Business letters help to carry on business on national and international basis. 4. Official letters cannot be handwritten, they must be printed. 5. Business letters can serve as evidence in case of dispute between two parties. 6. It is easy for businessmen to remember all facts without correspondence. 7. The letter should contain only essential information. – 108 –

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8. Modernization has led to the usage of new means of business correspondence such as E-mail and Fax. 9. Email is the most formal method of business communication. 10. Fax is usually written in a conversational style. Exercise 2. 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. Exercise 3. Are the statements true or false? Correct the false ones. 1. If you are interested in a product and want some information about it, you write an enquiry letter to the seller. 2. When the seller receives an enquiry letter about the product a customer is interested in he sends the customer the product. 3. If the customer is not satisfied with the product he sends the seller the application letter. 4. If the seller receives a complaint letter he must apologize and settle the problem. 5. The letter of application is a detailed resume. – 109 –

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Exercise 4. Match the types of the letters (1-5) with the samples (A-M). Underline the words that go with each type of letter. 1. Letter of enquiry. 2. Quotation letter. 3. Letter of complaint. 4. Letter of apology. 5. Letter of application. 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. Exercise 5. Match the beginning (1-9) and the end (a-i) of the sentences. Translate the sentences. What types of business letters are they? 1) We shall be obliged if you will send us… 2) Please send us samples of your manufactures stating your lowest … 3) We regret to inform you that the examination of the goods shipped by M.V. “Svetlogorsk” against Contract No. 1500… 4) We opened at random a number of cases… 5) We are sorry to hear that you are not satisfied with the quality… 6) In the opinion of our expert, $ 1200 …

4

a) …which showed no signs of damage on the outside, and found that that the contents were badly damaged. b) …of the goods shipped by the s.s. 4 “X”. c) …your latest catalogues, brochures, or any other publications containing a description of the machines. d) … a vacancy in your sales department. e) … would be a fair compensation. f) … and therefore no catalogues are available.

s.s (steamship) – пароход – 110 –

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7) Since my present position offers little prospect for advancement, … 8) The type of machine to which you refer is under redesigning … 9) I recently heard from … that there is …

g) … has shown that they are not in accordance with contract specifications. h) … prices and best terms of payment. i) … I would prefer to be employed in an expanding organization such as yours.

Put your answers in this table. Model: 1)

2)

3)

4)

5)

6)

7)

8)

9)

Exercise 6. Complete the letters using the words bellow. Look up any new words in a dictionary. What types of business letter are they? advertisement apologize catalogue damage

discount experience goods inconvenience

orders post price list products

references regret settled unsatisfactory

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. – 111 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

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 _________ in the European News of June l2th for the 14_________ of Sales Manager in your European Division. 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. Exercise 7. Arrange the parts of a business letter (1-5) in the correct order. Letter 1 □ Dear Mr. Mueller: □ Vern Mueller, 13245 Greenwood Lane Overland Park, KS 66213 □ Thank you for your payment of $563.89. Your current balance is $3,000 – your credit limit. A payment of $500 is due May 1. We appreciate your attention to your account status with us. Your patronage is important to our company. If we can assist you, please contact us at 800-555-9000. □ Sincerely, _____________ Signature Anita Collins Account Executive □ Word Trade, Inc. 5698 Adie Road, St. Ann, MO 63074 April 19, 2007 □ We look forward to hearing from you. Letter 2 □ Sincerely, __________ Signature Kay Lynne Overmeyer Sales Director □ Richard Patterson, 789 Winterwood Lane, St. Joseph, MO 64503 □ Three W’s, Box 231 • Medford, MO 64506 – 112 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

December 1, 2008 □ On November 10, I sent you a letter describing our newest product. Did you receive the letter? I will be happy to answer any questions you may have and explain the unique features of Vu-More and its benefits to you. You are a valued customer. If there is any way that I can help you in making a decision, please call me at 800-555-1309. □ Dear Mr. Patterson: Letter 3 □ Looking forward to hearing from you soon. □ Mom’s Magic, 1121 Elm Avenue, Joplin, MO 64804 June 18, 2004 □ Sincerely, ___________ Signature Jennifer Lewis □ Thank you for your order of 200 Treasure Trunks from Mom’s Magic. I believe you will be very satisfied with the quality of costume pieces included in each. It is this quality which makes my imaginative play apparel so unique. As we discussed, I will be shipping 125 storybook trunks and 75 professional trunks to be received no later than August 1. I will be contacting you the week of October 1 to determine if additional trunks are needed. If you need to place an order before then, please call me at 913-555-6215. Thank you again. □ Ellen Rhymer, Make Believe Catalog Company, P.O. Box 5217, Amity, OR 97101 □ Dear Ms. Rhymer: Letter 4 □ Congratulations on your promotion to general manager at Ryan Corporation. You have excellent business skills and the drive to go far – keep up the good work! I’m pleased the management at Ryan recognizes your abilities. □ Dear Richard: □ Best wishes for many future successes. □ West and Associates, 11 East 8th St., Boston, MA 02116 March 13, 2000 □ Richard A. Peters, 9032 Thompson, Boston, MA 02116 □ Sincerely, ___________ Signature Peter Monroe

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Letter 5 □ Lee Kim Park, 23 Timberline Dr., Tarryton, NC 27789 □ King’s Court Auto, 1500 Wright Way, Kitty Hawk, NC 27831 November 17, 2005 □ Sincerely yours, _____________ Signature Donald King Chairman of the Board □ Thank you once again for all your hard work. Hats off to you! □ On behalf of the management at King’s Court Auto, I would like to thank you for your recent participation in the United Way Campaign as Region 7’s Unit Leader. Your leadership in the United Way not only helps the community but also reflects well on King’s Court Auto. Civic participation is important, and we are proud of our employees when they take part in the community. □ Dear Mr. Park: Exercise 8. Determine what type of business document is the following passage (1-10). Passage 1 Dear Leonard, I must apologize for not writing sooner. I have been kept busy lately preparing for my exams. The last of my exams was successful yesterday, and now I am comparatively free again. Thus I will try to keep in closer touch with my friends, and with you in particular. Yours, Jennifer ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 2 Dear Sirs, I have been trying to find some good English books which I can recommend to my pupils. I have in mind prose works which are short, easy and entertaining. Can you suggest a few, say half a dozen or so? I should appreciate it. Sincerely yours, ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request – 114 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Passage 3 Dear Sir or Madam, I should like to make an application for the post of an interpreter at your Agency. You will find a full account of my career and qualifications on the attached personal record sheet, and I have also added the names of three referees. If you feel that my qualifications meet your requirements, I shall be pleased to come to an interview. I enclosed a stamped addressed envelope for your reply. Yours faithfully, ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 4 Dear Sirs, Please send me a copy of your new catalogue and price list which you advertised in the February number of The Economist. Yours truly, ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 5 AKIKO TANAKA 52 Orchard Street, London W2 3BT Telephone: 020-7654 3210; Mobile: 07960 999999; E-mail: [email protected] Employment 1999-Present Natural Group, Tokyo, Japan A manufacturer and retailer of natural foods and supplements in Japan Sales Assistant Advised the main shop’s customers about organic and health foods Developed new business in smaller satellite stores, explaining the benefits of supplements and organic food to potential new customers – 115 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Increased sales at both the main and the satellite shops. The extra profits were used to expand the business by establishing a new shop 1997-1999 Sony Corporation, Tokyo, Japan A Japanese conglomerate which develops and manufactures consumer and industrial electronic equipment world-wide Administration Assistant, General Affairs Department Examined incoming mail and redirected this to the appropriate division Translated foreign letters (written in English) into Japanese Education Sep 2001 – Britannia School of English, London English language school; passed Cambridge First Certificate exam in June 2002 1993-1997 Meikai University, Chiba, Japan Degree in International Relations Other Skills Computer literate: good knowledge of Word and Excel, as well as e-mail and the internet Fluent in Japanese; practical knowledge of English and Korean Interests Studying English, visiting museums, playing golf Personal Details Date of Birth 6 January 1975 Nationality Japanese Gender Female Work status Student visa ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 6 Dear Sir, I am interested in the post of sales manager which you advertised in today's newspaper. At the moment I am employed by the firm Sales & Service. For the last three years I have been in their Central Office. While I was there, I was promoted to manager of the sales, advertising and marketing departments. Other positions which I have held have included production manager for the firm Machinery Repair and head of the research department of the same firm. I hope that an application form will be sent to me. – 116 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Yours faithfully, ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 7 PAUL JONES 6 Pine Street Arlington, VA 12333 555.555.5555 (home) 566.486.2222 (cell) [email protected] Experience Assistant Manager Montblanc April 2000 – Present – Opened new specialty boutique – Placed orders to restock merchandise and handled receiving of products – Integrated new register functions Sales Associate Nordstrom, Collectors and Couture Departments July 1998 – April 2000 – Merchandised designer women’s wear – Scheduled private shopping appointments with high-end customers Bartender Jigg's Corner February 1996 – July 1998 – Provide customer service in fast-paced bar atmosphere – Maintain and restock inventory – Administrative responsibilities include processing hour and tip information for payroll and closing register Education – Ramapo College, Arlington, Virginia Computer Skills Proficient with Microsoft Word, Excel, PowerPoint, QuickBooks, and Internet ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request – 117 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Passage 8 Dear everyone. Again I have to apologize for not having written to you. I’m glad you still have the patience to write to me! And I thank you for the letter that you sent to Moscow telling about the books which arrived safely. I still have another here and when I get around to buying some others I’ll send them off. Affectionately, ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 9 Agreement made and entered into this 24.05.2003, by and between Thomas Crown, of 417 Fifth Street Aurora, Illinois, herein referred to as “Seller”, and Wayne M. Sarft , of 21 Van Duyne Avenue Riverdale, New Jersey, herein referred to as “Buyer”. Seller hereby agrees to transfer and deliver to buyer, on or before 15.06.2003, the following goods. Buyer agrees to accept the goods and pay for them in accordance with the terms of the contract. Buyer agrees to pay for the goods at the time they are delivered and at the place where he receives said goods. Until such time as said goods have been received by buyer, all risk of loss from any casualty to said goods shall be on seller. Buyer has the right to examine the goods on arrival and has 5 days to notify seller of any claim for damages on account of the condition, grade or quality of the goods. This agreement has been executed in duplicate, whereby both buyer and seller have retained one copy each. ______________________________ ______________________________ (Signatures) ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Passage 10 CESAR VILLARRAGA Apt 7, 45 Calle Sur, Buenos Aires Telephone: Home – 479375 Mobile – 0893 579-238 E-mail: [email protected] – 118 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Work Experience Jun – Sep 2004 Fort Lord Camp, USA I worked as a camp leader with children aged 12-14. Jun – Sep 2003 McDonalds, San Juan I was a general worker in the restaurant. Education and Qualifications 2003 – date Los Arboles University BA in Marketing (to be completed 2007) 1998–2003 San Juan School High School Diploma (Distinction) Other Skills I speak fluent Spanish and have a working knowledge of English (FCE level) and French. I have a driving licence and I am computer literate. Personal Interests I do judo in my spare time and have won several competitions. Personal Details DoB: 28/05/85 Nationality: Argentinian ○ Memo ○ CV ○ Letter of apology ○ Contract ○ Letter of complaint ○ Letter of application ○ Letter of request Exercise 9. Select the word or combination of words to fill the blanks so that they reflect the design features of memo. Memo 1 To: All Employees From: (1) __________ (2) __________: Change in Health Insurance Provider Date: (3) _________ Detailed insurance information will be distributed to all employees when our new policy becomes effective October l. In the meantime, if you have any questions regarding this change, please contact me at 555-432. Thanks, (4) __________

□ □ □ □

M.L. Subject September 18, 2003 Martha Landers, Office Manager

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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Memo 2 (1) __________: Department Managers (2) __________: C. Jarrett (3) __________: (4) __________ Date: October 20, 2001 We will be meeting to plan the capital budgets for the coming year. I expect it will take three to four meetings for us to get the numbers on the table and then work it all out to the final projections. The first meeting will be held on November 2nd at 10 a.m. in the conference room. Thanks, Carl □ From □ Budget Meetings □ To □ Subject Memo 3 To: (1) __________ From: (2) __________ Subject: (3) __________ Date: (4) __________ We are not able to locate the project file for Capital Bank of Camden. If you have borrowed it, have found it or have any idea where it may be, please call me ASAP at ext. 1310. Thanks, Terry □ T. Mattieson □ May 12, 2004 □ Human Resource Department Staff □ Missing File on Capital Bank of Camden Memo 4 To: (1) __________ From: (2) __________ (3) __________: Presentation Slides Not Delivered Date: September 2, 2004 Roger, You were going to have the presentation slides for the Cortland project to me by yesterday. They have not arrived. Please get in touch with me ASAP! We’ll need those slides for tomorrow afternoon’s presentation! I left a voice mail with you this morning, too. Thanks, (4) __________ □ C. Celderon □ Subject □ Roger Carlton □ Charlie – 120 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

Memo 5 (1) __________: R. Littleton (2) __________: (3) __________ Subject: Thank you! Date: April 4, 2000 (4) __________: Thank you for all the great work on the Masterson project! As you know, this was a really big one for our group and it was thanks to you that the project got out the door on time. I and everyone at MetroCom truly appreciate and applaud your work! Best regards, Jane □ To □ Renee □ From □ J. Griener

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АНГЛО-РУССКИЙ СЛОВАРЬ ДОКУМЕНТОВЕДЧЕСКОЙ ТЕРМИНОЛОГИИ Списо к со кр ащений а – adjective – имя прилагательное adv – adverb – наречие cj – conjunction – союз n – noun – имя существительное pl – plural – множественное число pref – prefix – префикс, приставка v – verb – глагол

A______ abbreviate v сокращать abolish v отменять access control list список доступа, список полномочий accession n прием документов accomplish v достигать, доводить до конца accumulate v накапливать, скапливать acknowledgement n подтверждение, уведомление о получении, расписка acqisition of information сбор информации advertise v рекламировать, извещать, давать объявление о чём advertisement n объявление, реклама, анонс alienation n отчуждение, лишение права на документы, переход документов к другому лицу alphabetical arrangement систематизация в алфавитном порядке alphanumeric a буквенно-цифровой, алфавитно-цифровой appendices n приложение (содержащее библиографию, примечания и т.п.) appraisal n экспертиза (научной и практической) ценности документа archival value ценность архивных документов archive database архивнаябаза данных arrange v классифицировать, располагать, приводить в порядок library arrangement библиотечное расположение – 122 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

ascend v пониматься, продвигаться (по службе) assessment n оценка assign v назначать на должность, назначать, определять срок assignment n задание attach a seal to a document ставить печать на документ authorize v уполномочивать, наделять правами, поручать available resources доступные ресурсы

B______ background papers вспомогательные материалы, документы backup n резервная копия, резерв batch v группировать программы, пакетировать bequest n передача документов по завещанию bill n законопроект; список, инвентарь, документ; вексель binder n переплет blank а пустой, чистый, незаполненный (бланк, документ) body n основная часть документа bold a отчетливый (почерк, шрифт) bookkeeping n ведение записей breach of confidentiality нарушение конфиденциальности breakdown n распределение на категории; классификация brief n сводка, резюме buckling n деформация bulk n груда, кипа, большое количество bulletin board n доска объявлений business archives n архивные фонды предприятий business activities профессиональная деятельность

C______ cabinet n шкаф с выдвижными ящиками cancel n отмена, аннулирование,зачеркивание caption n заголовок carbon copy n копия, полученная через копирку card index n карточный указатель, картотека – 123 –

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cartulary n картулярий, журнал записей, реестр case management управление документооборотом, управление делами case v класть, упаковывать в ящик; обшивать casing n переплётные работы Central Filing Department n Управление делопроизводства centralized filing централизованное формирование дел certain records определенные документы certified copy заверенный документ cinefilm n киноплёнка circulate v циркулировать, распространять(ся), посылать (документы, материалы) circulation n тираж, распространение classification scheme система классификации classified documents засекреченные документы coincide v (with) совпадать (с), соответствовать, равняться collate n сортировка, упорядочение, объединение collate with the original сличать с оригиналом colon n двоеточие comma n запятая inverted commas кавычки commitment n обязательство, вручение, передача compare v сравнивать, сличать compile v компилировать, составлять, собирать, накапливать conclude a treaty заключать договор concordance n согласие, соответствие, алфавитный указатель слов confirm the acceptance of smth. подтвердить принятие чего conformity evaluation процедура оценивания соответствия consideration n рассмотрение, обсуждение, анализ contract obligations (undertakings) обязательства по контракту attached copy приложенная копия attested copy заверенная копия office copy копия, остающаяся в деле clutter n беспорядок, суматоха copyright notice уведомление об авторских правах, ссылка на авторские права

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D_____ data n данные, факты, сведения, информация data accessability доступность данных data communication обмен данными, передача данных data handling обработка данных, работа с данными decipher v расшифровывать declassify v рассекречивать (документы, материалы) deed n акт, контракт, грамота default n невыполнение обязательств; упущение, недосмотр define v определять, давать характеристику delay n отсрочка, приостановка, задержка delivery n поставка, доставка, передача demand n запрос, требование (на документы) denial n отрицание, отказ, опровержение dependability n надежность designate v определять, обозначать, называть, характеризовать despatch n отправка, отправление; корреспонденция destruction schedule перечень документов, предназначенных для уничтожения detention n задержание, арест digest v классифицировать, составлять индекс, приводить в систему directory n руководство, директория; справочник, указатель, каталог, оглавление disaster control plan план эвакуации документов, аварийный план disclosure n открытие, обнаружение; раскрытие disposal date срок хранения документа document type description описание типа документа duplicate v удваивать, снимать копию, делать дубликат duplication n снятие копий, размножение durable a долговременный, длительного пользования duties должностные обязанности

E______ edit v редактировать, готовить к печати edition n издание, выпуск, копия, вариант effect v производить, выполнять, осуществлять electronic data processing обработка данных с помощью компьютера eliminate v устранять, исключать, уничтожать, ликвидировать – 125 –

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embed v вставлять, врезать, внедрять emphasis n особое внимание, акцент enciphering n кодирование, шифрование enclosure n вложение, приложение enquiry n запрос, наведение справок, исследование ensure v обеспечить, гарантировать entail v упорядочить, организовать enterprise n предприятие, предпринимательство entitle v давать право (на – to), называть, давать название, озаглавливать equate v соответствовать, равнять establish v основывать, учреждать, утверждать, устанавливать evaluation n оценка, экспертиза, определение качества, количества exemplify v снимать и заверять копию execution n выполнение, исполнение; режим выполнения exhibit n экспонат; экспонирование, показ expand v расширять, увеличивать experience n опыт, квалификация, мастерство expiration n истечение срока extract n выписка из документа

F______ facilitate n способствовать, содействовать, продвигать facilities n оборудование, приспособления, аппаратура false data ложные данные feedback n отклик, обратная связь figure n вид, цифра, изображение, иллюстрация, рисунок, чертеж file n дело, досье; подшитые документы, бумаги; скоросшиватель, регистратор для бумаг; папка file access доступ к файлу file arrangement номенклатура дел учреждения file archiving system система архивирования файлов file v хранить, подшивать бумаги в определенном порядке; регистрировать документы; сдавать в архив filed data данные, хранимые в виде файла; картотечные данные files дела, документальный фонд учреждения filing n формирование дел (формирование документов в дело); систематизация (документов, архива), учет – 126 –

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fill in a form заполнить анкету finding aids n вспомогательно-справочный аппарат, справочное пособие, указатель fire detection system автоматическая система пожарной защиты fire-proof a несгораемый, огнеупорный fix v внедрять, вводить; укреплять, устанавливать; договориться, уладить folder n папка, скоросшиватель, картотечный ящик для бумаг folderising n размещение документов по папкам foliate v нумеровать листы forgery n подделка, подложный документ, фальсификат formality n соблюдение норм и правил fragile a хрупкий, ломкий freeze drying n просушивание документов при низкой температуре fumigation n фумигация, дезинфекция документов окуриванием

G______ garble v искажать, подтасовывать; спутать, перепутать gauge n мера, масштаб, шаблон, критерий general index общий указатель glassine paper n пергаментная бумага glean v тщательно подбирать (факты, сведения) glossary n тематический словарь go-no-go evaluation оценка по принципу "годен / не годен" grade v сортировать, классифицировать grant v разрешать, дарить, предоставлять graph character графический символ graphic n графический знак, графический символ, графические данные group n группа, коллектив, совокупность, комплект group v классифицировать, распределять по группам, комплектовать growth n расширение, рост grow (grew, grown) v расти, разрастаться guidance n управление, руководство, правила, наведение guide n руководство, справочник guide book n путеводитель guideline n директива – 127 –

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H______ handbook n руководство, справочник, указатель handle v управлять, регулировать; обходиться, обращаться с кем-л., с чём-л.; трактовать handle documents обрабатывать документы handling n обработка, обращение, манипулирование handwriting n почерк handwritten a написанный от руки handy a портативный, (имеющийся) под рукой hard copy машинописная копия, документальная копия, копия документа hardware documentation техническая документация, документация технического обеспечения hazard n опасность, риск head v озаглавливать; служить заглавием headed note-paper бланк учреждения heading n заглавие, заголовок, рубрика hereinabove adv вышеупомянутый, вышеназванный hereinafter adv далее в данном документе heritage n наследство, наследие hidden a скрытый, невидимый hierarchy n иерархия hierogliphics n иероглифы highlight v выдвигать на первый план, придавать большое значение historic a исторический, имеющий историческое значение historical a исторический, относящийся к истории, исторически установленный hold (held, held) v держать, сохранять; содержать; проводить (собрание, мероприятие) holding n хранение holdings n комплекс фондов архива holograph n собственноручно написанный документ humidification n увлажнение воздуха hyphen n дефис hyphenated a написанный через дефис hypothetical a гипотетический, предположительный

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I______ i.e. (id est) то есть (т.е.) iconografic records изобразительные документы identification n идентификация, отождествление, опознание identify v идентифицировать, опознавать, отождествлять impermeability n непроницаемость, герметичность imply v подразумевать, предполагать, означать, значить impose v облагать, навязывать, вводить, предписывать inactive records малоиспользуемые документы incinerate v сжигать incunabula n инкунабулы, первопечатные книги до 1500 г. ident n ордер, официальное требование, документ с отрывным дубликатом index n индекс, каталог indexing n индексирование документов; составление указателей indexing number порядковый номер indicate v показывать, указывать, служить признаком, означать inefficient filing неэффективная система формирования дел initials n инициалы inquire v спрашивать, узнавать, наводить справки (about, after, for) inscription n надпись insert page вложенная страница insert v вставлять, вносить исправления inspection certificate приемочный акт install v устанавливать, монтировать, собирать, помещать insurance n страхование intact a нетронутый, неповрежденный, целый integrity n неприкосновенность, целостность, полнота interfere v вмешиваться (in), служить препятствием, быть помехой interference with mailbags досмотр, вскрытие мешков с почтовыми отправлениями interpose v вставлять, вводить, ставить между interpret v объяснять, толковать, интерпретировать

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J______ jacket n папка, обложка, суперобложка jam n замятие бумаги в печатающем устройстве job n работа, задание, служба job responsibilities должностные обязанности job title название должности job description должностная инструкция job specification квалификационные требования job applicant претендент на рабочее место job assignment рабочее задание join v соединять, объединять, присоединять joint a соединенный, объединенный, совместный journal n журнал journalizing n ведение журнала, регистрация, протоколирование judgment n оценка, суждение junk e-mail n ненужные сообщения электронной почты juridical a законный, находящийся в соответствии с юрисдикцией jurisdiction n юрисдикция, сфера полномочий under jurisdiction в сфере полномочий juxtapose v располагать рядом, сопоставлять juxtaposition n размещение рядом, соприкосновение, сопоставление

K______ keep v (kept, kept) хранить, сохранять, держать keeping n хранение record keeping служба документации, делопроизводство key а основной, ведущий kеу n ключ, клавиша, кнопка key word ключевое слово knowledge n знания, сведения keyboard клавиатура, клавишная панель

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L______ lablling n маркировка latter date конечный, последний срок layout n расположение, планировка, разметка; макет leaf n лист, страница leak n утечка legal a юридический, правовой legate v завещать legislation n законодательство; законы letter of advice извещение letter of attorney доверенность letter of instruction директивное письмо letter of indemnity гарантийное письмо letter of value ценное письмо liability n ответственность, обязательство licence n лицензия, разрешение, патент light fastness светостойкость limit n предел, граница line n строка, строчка, линия linear a линейный list n список, перечень, реестр literal a буквенный, буквальный, дословный literary manuscripts литературные рукописи lithograph n литография litigation n судебный процесс, тяжба load v загружать, нагружать, заправлять loan n заем, выдача документов во временное пользование location n размещение location index топографический указатель log v регистрировать, записывать, протоколировать lot v сортировать, подбирать, составлять список, каталог

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M______ maceration n мацерация, размачивание, уничтожение документов размачиванием macrography n макроснимок macula n пятно madefy v смачивать, увлажнять magazine n периодический журнал magnetic recording магнитная запись magnify v увеличивать magnifying glass увеличительное стекло mail control руководство почтовой корреспонденцией mail log журнал регистрации входящей почтовой корреспонденции maintain v поддерживать, удерживать, сохранять, содержать maintainance of records содержание документов в порядке, поддержание порядка в документальных материалах malfunction n неисправная работа, аварийный режим manage v руководить, управлять, заведовать; справляться, суметь (сделать) management n управление; руководство, координация, администрирование, дирекция mandatory a обязательный manifold n копия (через копирку) manual n указатель, справочник, руководство manuscript collection коллекция рукописей mapping n распределение, схема распределения, составление схемы mar v портить, повредить, искажать margin n край, полоса, поле (страницы) marginalia n заметки на полях marking n маркировка, обозначение, метка, пометка master n оригинал документа при копировании means of reference справочные средства meet requirements соответствовать требованиям memoranda n докладная записка, меморандум minute book книга учета протоколов, журнал заседаний misspell v (misspelt, misspeled) делать орфографические ошибки, писать с орфографическими ошибками

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N______ name v называть, давать имя necrology n некролог, список умерших negotiate v согласовывать negotiations переговоры network n сеть, схема, цепь, сетевой график newsletter n информационный бюллетень news-sheet n листовка nil n ноль, пустой указатель nomenclature n номенклатура, система условных обозначений, спецификация nonclasstfied a открытый, незасекреченный, без грифа секретности noncomformity n несоответствие noncurent records документы, вышедшие из оперативного употребления nonrecord material недокументальные материалы, материалы, не подлежащие хранению normalize v нормализовать, упорядочивать, стандартизировать, нормировать normalization principle принцип нормирования notarize v заверить, засвидетельствовать нотариально notation n изображение условными знаками, цифрами, буквами; запись, примечание note n записка, пометка, запись, сноска note v делать заметки, записывать, обозначать notice n извещение, уведомление, заметка, объявление notice v давать обзор, рецензировать notification n уведомление, извещение notify n уведомлять, извещать; регистрировать notion n понятие, представление, мнение null а недействительный null and void потерявший законную силу (о договоре) null n нуль, символ "пусто" number n число; цифра, номер; количество number v нумеровать numbering n постановка архивных шифров на единицах хранения numeral n цифра numerical a числовой, цифровой, численный – 133 –

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O______ odelize v отмечать крестиком objective n цель, задача, задание obliterate v вычеркивать, стирать, уничтожать obsolete a вышедший из употребления obtain v получать, приобретать; достигать, добиваться, применяться occupation n занятие, деятельность, профессия, занятость odd a нечетный office n служба, функция, контора, канцелярия, ведомство, управление office copy заверенная копия документа official сору копия документа, официальный экземпляр документа official n официальное должностное лицо, крупный чиновник omit v пропускать, не включать opacity n непрозрачность, затенённость open file дело, незаконченное делопроизводством; дело, доступное для использования open record group открытый архивный фонд, комплектующийся архивный фонд operate v работать, действовать, управлять operating n эксплуатация operating error ошибка из operating maintenance текущее обслуживание opt v выбирать optical character reader (OCR) оптическое устройство считывания знаков option n выбор, право выбора, вариант, альтернатива, версия order n порядок, последовательность, регламент, устав, приказ, предписание ordered list упорядоченный список ordering n расстановка organization support documentation документация организационного обеспечения original order первоначальный порядок систематизации документов outgoing a исходящий, выходящий output data выходные данные, результат обработки, выходная информация overdue a просроченный

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P______ расе n скорость, темп perform v исполнять (обязанности), выполнять, работать period of validity срок действия нормативного документа periodical n периодическое издание, журнал permanent records документы постоянного хранения permanent withdrawal долговременное изъятие Personnel Department отдел кадров Personnel Manager руководитель отдела кадров petition v обращаться с петицией, подавать прошение pile v складывать, сваливать в кучу placement n размещение, определение precaution n предосторожность precise rules точные правила preliminary sorting предварительная сортировка preservation n сохранность, консервирование prevent a предотвращать, не допускать, предупреждать prevention n предотвращение, предохранение, профилактика processing and arranging of records обработка и систематизация документов production n выпуск, выдача документов из архивохранилища promulgate v распространять, объявлять, опубликовывать, обнародовать provenance n происхождение, источник, происхождение документа

Q______ quadruple n учетверенное количество quadruplicate n одна из четырёх копий qualification n квалификация, подготовленность qualify v квалифицировать, определять, обучать, приобретать специальность quality n качество, характеристика quantify v определять количество quantitative a количественный – 135 –

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quarter n четверть quarterly a квартальный, трехмесячный query n вопрос, запрос, вопросительный знак query v спрашивать, осведомляться, ставить вопросительный знак questionable a сомнительный, непроверенный questionnaire n вопросник, анкета queue n очередь, очередность in quires несброшюрованный, непереплетенный, в листах quire n печатный лист quotation n цитирование, цитата quotation mark апостроф, кавычки

R______ rack n подставка, полка, стеллаж rainproof a непроницаемый для дождя, непромокаемый random a произвольный, случайный, нерегулярный range v располагать в порядке, классифицировать rare a редкий rarity n редкость, антикварная вещь, раритет ratify v утверждать, ратифицировать, скреплять подписью, печатью ratio n соотношение, пропорция, коэффициент raw a необработанный (документ) real a подлинный, неподдельный reams большое количество бумаги, документов reassert v подтверждать, заверять receipt n получение, приём, квитанция receive v получать recognition n опознание, узнавание record elements части документа record keeping делопроизводство, регистрация, ведение записей record management управление ведения документации, управление делопроизводством records schedule перечень документов – 136 –

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»

recover v восстанавливать reduce n уменьшать, сокращать refer v ссылаться (to – на) reference to standards in regulation ссылка на стандарты в регламенте reference number архивный шифр refile n подстановка, подкладывание документов (на прежнее место) register n запись, опись, список журнал registration of records group регистрация фонда в архиве regulations n инструкция, устав rehabilitate v восстанавливать, ремонтировать, реконструировать release n оправдательный документ, расписка, документ о передаче права remark n примечание, пометка, ссылка removal n перемещение, устранение, выемка repertory n хранилище, справочник reprint n переиздание нормативного документа reproduction n копия, воспроизведение requirement n требование, необходимое условие reserve n резерв, запас, оговорка, условие, исключение, изъятие, умолчание restore v восстанавливать, реставрировать, реконструировать retention n хранение retrieve v восстанавливать, возвращать; искать, выводить

S______ safe n сейф, несгораемый ящик или шкаф safeguard n гарантия, охрана; предосторожность; охранное свидетельство sample n образец, материал, иллюстрирующий вид, качество, или сущность документов sample v отбирать образцы schedule n перечень документов, график, расписание; список опись scheduling n определение сроков хранения документов, составление перечней screen v просеивать, сортировать, демонстрировать на экране screening n отбор, отсев, оптимизация состава фонда

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script n почерк, рукописный шрифт, подлинник, сценарий seal v ставить печать, опечатывать, пломбировать searching n поиск section n сегмент, часть, секция, раздел, параграф securities n секретные бумаги security classification засекречивание документов segregate v отделять, выделять select v выбирать, отбирать, выделять, подбирать separate a отдельный, отделять, разделять, сортировать sequence n последовательность sheet n лист бумаги, ведомость, таблица shelf list постеллажныи топографический указатель shelve v ставить на полку, снабжать полками shelving n стеллажное оборудование, размещение документов на полках стеллажей shorten v укорачивать, сокращать sign v подписывать, ставить знак signature n подпись signpost n указатель sketch n эскиз, набросок sound recordings звуковой документ, звукозапись source n источник specify v специфицировать, уточнять, точно определять spreadsheet n таблица statistics n статистика, статистические данные stocktaking n проверка наличия дел, переучет, обзор, оценка storage n хранение study n исследование, изучение, научная работа, монограмма substitute v заменять, подставлять, замещать subsume v относить к какой summary n краткое изложение, сводка, резюме, конспект survey n обозрение, обзор, обследование, отчет об обследовании suspend v приостанавливать

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T______ table n таблица tamper v подделывать (документ), искажать, вмешиваться temporary n временный termination n конец, окончание, истечение срока, предел, исход, результат test v подвергать испытанию, испытывать, проверять text processing обработка текста, подготовка текста textual criticism критическое изучение текста (с целью восстановления его первоначальной формы) thematic a тематический thesaurus n тезаурус, тематический словарь, справочник thesis n тезис, положение, диссертация title deed документ, устанавливающий право собственности tool n инструмент, орудие, инструментарий, инструментальное средство trainee n стажер, практикант transaction n дело, сделка, ведение (дела), операция transfer v перемещение, перенос top secret "совершенно секретно" (пометка на документах) total a общий, суммарный, весь track n данные отслеживания; фонограмма transition n перемещение, переход textual record текстовой документ title page титульный лист tend v склоняться, иметь тенденцию textbook руководство, учебник transitional a промежуточный, переходный translate v переводить (с одного языка на другой), объяснять, толковать, преобразовывать translation n перевод (с одного языка на другой), объяснение, толкование triplicate n одна из трёх копий in triplicate в трёх экземплярах trustworthy adv достоверно trustworthy record достоверный документ

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U______ ultimate a максимальный ultimate responsibility максимальная ответственность ultra-violet lamp ультрафиолетовая лампа unauthorized a несанкционированный unbooked a незарегистрированный, не занесенный в книгу (журнал) unbound a непереплетенный, без переплета undecipherable a неразборчивый, не поддающийся расшифровке underline n линия, подчеркивающая слово undersign v подписывать(ся), ставить свою подпись undertake (undertook, undertaken) v предпринимать uneven a нечетный unification n унификация uniformity n динообразие unique a уникальный unit n единица, часть unlawful a незаконный, противозаконный upgrading n обновление, повышение usability n применимость, удобство использования usable a годный к применению utilisation n использование, утилизация

V______ vacuum drying n сушка документов в вакуумной камере valid a действительный, имеющий законную силу validate v утверждать, легализовать, проверять достоверность validation procedure процедура проверки допустимости, метод доказательства value n ценность, значение, величина, значимость variation n изменение, перемена, отклонение variety n сорт, вид, ряд, разнообразие, многообразие, множество, многосторонность vellum n тонкий пергамент, калька verify v верифицировать, проверять, контролировать – 140 –

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version n версия, вариант verso n левая страница раскрытой книги, оборотная сторона versus prep против, в сравнении с vertical filing вертикальное хранение документов vertue n свойство videorecording n видеозапись violate a treaty нарушать договор violate regulations нарушать постановления volume n том, книга; объём, масса voucher n ваучер, оправдательный документ, расписка vulnerability n уязвимость

W______ waiver n отказ от права warning n предупреждение, предостережение warning character предупреждающий символ warrant n основание, полномочие, ордер, предписание waste а лишний, ненужный waste paper макулатура waste n потери, убытки watermark n водяной знак, филигрань waterproof a водонепроницаемый, непромокаемый waxen a вощеный weakness n слабое место, недостаток weed v очищать, избавлять weeding n отбирать документы на уничтожение widespread a широко распространенный withdraw (withdrew, withdrawn) v брать назад, отзывать, изымать из обращения word processing обработка текста, подготовка текста wording n формулировка wording of a clause формулировка пункта wax n воск workflow n автоматизация документооборота, последовательность операций – 141 –

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УЧЕБНО-МЕТОДИЧЕСКОЕ И ПРОГРАММНОЕ ОБЕСПЕЧЕНИЕ ОСНОВНАЯ ЛИТЕРАТУРА 1. Агабекян, И.П. Английский язык для бакалавров. – Ростов н/Д : Феникс, 2012. – 379 c. 2. Бочкарева, Т. Английский язык : учеб. пособие по английскому языку [Электронный ресурс] : учеб. пособие / Т. Бочкарева, К. Чапалда ; Министерство образования и науки Российской Федерации, Федеральное государственное бюджетное образовательное учреждение высшего профессионального образования «Оренбургский государственный университет». – Оренбург : ОГУ, 2013. – 99 с. – Доступ с сайта электронно-библиотечной системы «Университетская библиотека онлайн». – Режим доступа: http://biblioclub.ru/index.php?page=book&id=259151 -Загл. с экрана 3. Воскресенская, Е.Г., Фрезе, О.В. Деловой английский: деловая переписка = Business English: Business Correspondence [Текст] : учеб. пособие. – Омск: Омский государственный университет, 2012. – 228 c. [Электронный ресурс]. – Режим доступа: http://biblioclub.ru/index.php?page=book&id=238159&sr=1 4. Сирина, Е.А. Английский для документоведов [Текст] : учеб. пособие / Е.А. Сирина. – Ухта : УГТУ, 2013. – 103 с.: ил. 5. Сирина, Е.А. Иностранный язык. Ведение деловых документов на английском языке [Текст] : метод. указания / Е.А. Сирина. – Ухта : УГТУ, 2010. – 41 с. 6. Храмченко, В.Е. Деловое общение с зарубежными партнёрами [Электронный ресурс] : учеб. пособие / В.Е. Храмченко. – Кемерово : Кемеровский государственный университет, 2013. – 110 с. – Доступ с сайта электронно-библиотечной системы «Университетская библиотека онлайн». – Режим доступа: http://biblioclub.ru/ index.php? page=book&id=232400 –Загл. с экрана

ДОПОЛНИТЕЛЬНАЯ ЛИТЕРАТУРА 7. Англо-русский синонимический словарь = English-Russian Dictionary of synonyms / авт. : Ю.Д. Апресян и др. – 4-е изд., стер. – М. : Рус. яз., 1999. – 544 с. 8. Ахманова, О.С. Англо-русский и русско-английский словарь = English-Russian and Russian-English Dictionary / О.С. Ахманова. – 3-е изд., стер. – М. : Рус. яз., 2006, – 741 [3] с. 9. Вовшин, Я.М. Ведение документации и корреспонденции на английском языке = The ways of Writing English Letters and Documents / Я.М. Вовшин, Н.П. Звонак, Р.С. Трохина. – М. : ТетраСистемс, 2004. – 207 с. 10. Журбенко, М.А. Business Letter Writing. Подготовка кадет к итоговой аттестации в формате ЕГЭ, часть С2. – Оренбург : Оренбургское ПКУ, 2014. – 39 с. 11. Мари, Ж., Грёнинг, В. Английский для трудоустройства [Текст] / пер. с нем. Т.В. Вовченко. – М. : АСТ – Астрель, 2007. – 143 с. – 142 –

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12. Нелюбин, Л.Л. Толковый переводоведческий словарь [Текст] / Л.Л. Нелюбин. – М. : Флинта : Наука, 2009. – 320 с. 13. Нехаева, Г.Б. Business English in Practice [Текст] : учебник. – М. : Проспект, 2015. 14. Рогожин, М.Ю. Деловые документы в примерах и образцах / М.Ю. Рогожин. – М., Берлин : Директ-Медиа, 2014. – 496 с. [Электронный ресурс]. – Режим доступа: ttp://biblioclub.ru/index.php?page=book&id=253701&sr=1 15. Седов, Д.С. Сборник английских аутентичных текстов / Д.С. Седов. – М., 2005. 16. Сергейчик, Т.С. Английский язык в сфере делового общения [Электронный ресурс] / Т.С. Сергейчик. – Кемерово : Кемеровский государственный университет, 2010. – 108 с. – Доступ с сайта электронно-библиотечной системы «Университетская библиотека онлайн». – Режим доступа: http://biblioclub.ru/index.php?page= book&id= 232651 -Загл. с экрана 17. Слепович, В.С. Деловой английский язык. Business English [Текст] : учеб. пособие В.С. Слепович. – М. : Наука, 2012. 18. Employment matters (Вопросы трудоустройства) : учеб.-метод. пособие. Направление 44.03.05 Педагогическое образование (с двумя профилями подготовки) / Направленность «Иностранные языки» / сост. : Ю.В. Сургай, Ю.В. Волобуева, С.С. Дрига. – Сургут : РИО СурГПУ, 2016. – 149 с. 19. John Allison, Paul Emmerson. The Business. Student’s Book. – MacMillain, 2011. 20. Keith Harding. Going International. English for Tourism. – Oxford University Press, 2010. 21. Longman Dictionary of Contemporary English International Students Edition, Pearson Educational Limited, 1995. – 954 p. 22. Macmillan Essential Dictionary for learners of English, 2003. – 861 p. 23. Thornley, G.C. An Outline of English Literature / G.C. Thornley, G. Roberts. – Twentyfifth impression. – Harlow: Longman, 2003. – 216 p.

ИНТЕРНЕТ-РЕСУРСЫ 24. ФГОС ВО по направлению подготовки 46.03.02 Документоведение и архивоведение Направленность: Документационный менеджмент [Электронный ресурс]. – Режим доступа: http://fgosvo.ru/news/4/1121 25. Education and Training Opportunities in Records Management [Электронный ресурс]. – Режим доступа: http://www.informationr.net/ir/9-3/paper179.html 26. History of the Study of Documents [Электронный ресурс]. – Режим доступа: http:// universalium.academic.ru/104218/diplomatics 27. Ian Meldon’s Career [Электронный ресурс]. – Режим доступа: http://www.studfiles.ru/ preview/5171948/page:5/ 28. Iron Mountain History[Электронный ресурс]. – Режим доступа: http://www. ironmountain. com/Company/About-Us.aspx 29. Nova ScotiaA rchives [Электронный ресурс]. – Режим доступа: https://memoryns.ca/ nova-scotia-archives 30. OSG Records Management [Электронный ресурс]. – Режим доступа: http://www. osgrm.com/about-osg-records-management/ – 143 –

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31. Records Management [Электронный ресурс]. – Режим доступа: http://www. simplysearch4it.com/article/52057.html 32. Records manager job description [Электронный ресурс]. – Режим доступа: http://www. ehow.com/about_6085880_records-manager-job-description.html 33. So, what exactly does an archivist do [Электронный ресурс]. – Режим доступа: https://anthroarchivist.wordpress.com/2011/09/27/so-what-exactly-does-an-archivist-do/ 34. Swiss Life – Iron Mountain [Электронный ресурс]. – Режим доступа: http:// www. ironmountain.sk/Knowledge-Center/Reference-Library/View-by-Document-Type/CaseStudies/S/Swiss-Life.aspx 35. The Archivist’s Code [Электронный ресурс]. – Режим доступа: http://www. archives. gov/preservation/professionals/archivist-code.html 36. The Declaration of Independence: A History | National Archives [Электронный ресурс]. – Режим доступа: https://www.archives.gov/founding-docs/declaration-history 37. What’s an Archivist? [Электронный ресурс]. – Режим доступа: http://www2.archivists. org/profession#.V5mxVvxkjIU 38. What’s an Archives? [Электронный ресурс]. – Режим доступа: http://www.archives. gov/about/info/whats-an-archives.html 39. RESUME [Электронный ресурс]. – Режим доступа: http://lingualeo.com/ru/jungle/ resume-101028#/page/1 40. How to Avoid Common Resume Mistakes: 12 Steps... [Электронный ресурс]. – Режим доступа: http://www.wikihow.com/Avoid-Common-Resume-Mistakes 41. How to Write a Cover Letter for Research Jobs [Электронный ресурс]. – Режим доступа: http://www.jobs.ac.uk/media/pdf/careers/resources/how-to-write-a-coverletter-for-academic jobs.pdf 42. Как вести деловую переписку [Электронный ресурс]. – Режим доступа: http:// window.edu.ru/resource/548/76548/files/makeeva1.pdf

МЕТОДИЧЕСКОЕ ОБЕСПЕЧЕНИЕ 43. Овчаренко, С.В. Рабочая программа по дисциплине «Иностранный язык» по направлению подготовки 46.03.02 Документоведение и архивоведение Направленность: Документационный менеджмент / С.В. Овчаренко. – Электрон. дан. – Сургут : HyperMetod, [2004-2017]. – Режим доступа: http://wp.surgpu.ru, ограничен: необходима авторизация. – Загл. с экрана.

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ИНФОРМАЦИОННО-СПРАВОЧНЫЕ СИСТЕМЫ Ресурс diss.rsl.ru База данных «Электронная библиотека диссертаций Российской государственной библиотеки» elibrary.ru ЭБС «Научная электронная библиотека eLIBRARY.RU» biblioclub.ru ЭБС «Университетская библиотека онлайн» e.lanbook.com ЭБС Издательства «Лань»

Описание ресурса содержит полные тексты авторефератов диссертаций и диссертационных работ по всем отраслям знаний.

содержит базы данных полнотекстовых российских журналов различной тематики (более 31000 наименований). специализируется на учебных материалах для вузов, обеспечивает доступ к наиболее востребованным материалам – первоисточникам, учебной и научной литературе ведущих издательств. Представленная электронно-библиотечная система – это ресурс, включающий в себя как электронные версии книг издательства «Лань» и других ведущих издательств учебной литературы, так и электронные версии периодических изданий по естественным, техническим и гуманитарным наукам. Цель создания ресурса – обеспечение вузов доступом к научной, учебной литературе и научной периодике по максимальному количеству профильных направлений, поэтому ассортимент электронно-библиотечной системы постоянно расширяется.

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ПРОГРАММНОЕ ОБЕСПЕЧЕНИЕ Система СурГПУ els.surgpu.ru Образовательный портал СурГПУ (Система электронного обучения «eLearning 4G»)

Функции системы  разработка модулей непосредственно на портале или загрузка учебных модулей в форматах SCORM, AICC, S1000D;  загрузка и разработка тестов и контрольноизмерительных материалов, опросов, контрольных заданий;  организация обучения с помощью различных инструментов Web 2.0: чаты, видеочаты, форумы, Wiki, блоги, средства обмена файлами и документами, новостные ленты;  формирование различных программ обучения (сценарии, логика, календари) на основе учебных модулей и инструментов;  автоматический или автоматизированный контроль хода обучения, учёт учебных достижений;  автоматизированная мотивация слушателей к обучению;  анализ деятельности пользователей: частота и продолжительность обращений к курсу и его модулям, активность пользователей;  создание разнообразных предустановленных и новых отчётных форм с помощью конструктора отчетов.

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Appendix 1 . Preparing to Apply Your s t r e ngt hs a nd we a k ne s s e s  (Occasionally) I am ...

 I’m able to delegate / work independently etc.

 I try to ...

 I would like to be able to ...

 I’m excellent at i (quite/reasonably)

 I can (sometimes) find it difficult to make

good at / (not) very good at Maths /

decisions / manage my time effectively

making decisions etc.

etc.

 I could be better at...

 I can be (a little bit) indecisive / disorganised etc.

 I’m interested in ...

 I recently managed to run a marathon / manage a project through all its stages etc.

 I’m fluent in French/Spanish etc.

Pe r s ona l c ha r a c t e ri s ti c s  creative / uncreative

 flexible / inflexible

 persuasive / unpersuasive

 decisive / indecisive

 well-organised / disorganised

 reliable / unreliable

Your qua l i fi c a ti ons  I graduated from X university with a BA / an MSc etc. in Sociology / French etc.  I read English / Maths etc. at X university.  I hold a Master’s degree / an MBA etc.  I was awarded a scholarship to read Business Studies / Modern Languages etc.  I have a Physics / History degree from X university, which is equivalent to a BSc / BA in Physics / History in the UK. It was a three-year course, something like a BEd / BSc in the UK.  BA / BSc Hons (First / 2:1 / 2:2)

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Tr a ns f e r a bl e s ki ll s  analytical skills – identify a mistake, analyse data, conduct a survey  creativity – invent a machine, suggest an alternative, solve a problem  communication skills – write a report, explain an idea, give a presentation  interpersonal skills – resolve a dispute, listen to someone’s point of view, work with ‘difficult’ people  negotiation skills – change someone’s mind, negotiate with someone, convince someone to do something  leadership skills – chair a meeting, motivate a team, delegate tasks  organisational skills – meet deadlines, decide on priorities, implement a plan  teamworking skills – discuss an issue, contribute to a meeting, support a colleague  self-confidence

 self-awareness

 intelligence

 resourcefulness

 flexibility

 intercultural awareness

 independence

 determination

 self-motivation

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Appendix 2. CV s He a di ngs Personal strengths and competencies

Areas of professional experience

Business skills

 Strategic thinking

 Sales

 Financial management

 Innovation and creativity

 Marketing

 People management

 Leadership

 Presentations and publications

 Dealing with customers

 Flexibility

 Accountancy

 Negotiation skills

 Initiative

 Electronic engineering

 Project management

 Focus on results

 Professional awards

 Communication skills

 Teamworking  Cross-functional working  Organisational skills

Ta l k i ng a bout your s k i l l s a nd e x pe r i e nc e  I regularly ...

 My role was to ...  As the ... I acted as ...

 This experience has enabled me to build on ...

 Within this role I was responsible for leading a team of five / implementing the new strategy etc.

 My employment experience leads me to the conclusion that I think that I could bring ...

 To do this effectively I had to ...

 My responsibilities included ...

 The nature of... meant that I had to ...

 As you can see from my CV I have ...

 My past experience of... has brought me a greater understanding of..., as well as ...

 I believe I can apply the skills obtained from my previous employment to this position.

 I implemented a new ...

 At present I am responsible for...

 In the course of my current job I have ...

 As a result...

 I worked at X for two years, where I learned that...

 While I was at... I was in charge of...

 Working at X helped me to learn the importance of...

 I feel I have significantly strengthened my knowledge and understanding of...

 I have a strong history of...

 As part of my degree course in ... I … – 150 –

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Ta l k i ng a bout your i nt e r e s t  avid

 sailor

 dedicated

 rock guitarist

 committed

 mountain climber

 expert

 reader

 regular

 tennis champion

 former

 blogger

 proficient

 ski instructor

 successful

 ballroom dancer

 active

 stamp collector

 keen

 volunteer

 qualified

 volunteer

 experienced

 stamp collector

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Appendix 3. Cover Letters O pe ni ng Pa r a gr a ph  I am a final-year student who is about to graduate from X university with a BA in Industrial Engineering.  I am writing to enquire about possible employment opportunities with ...  I am interested in the position for a Marketing Executive / PA advertised in The Guardian newspaper / on your website. I am writing in response to your advertisement for ...  I enclose my CV for your consideration.  I was recently speaking with X and s/he recommended that I contact you / send you a copy of my CV.  Given my experience in X, s/he felt that I would be an ideal candidate for the job.  I would like to apply for the post of...  Please accept this letter as application for the Marketing Manager position currently advertised on your website.  I am writing regarding the secretarial vacancy ...

M a i n Body  My past experience of... has brought me a greater understanding of..., as well as ...

 I am confident that the combination of my ... and ... makes me an ideal candidate for the position.

 As part of my degree course in ... at..., I ...

 Working in ... helped me to learn the importance of...

 I am currently working as ...

 During ... I suggested ...

 At present I am responsible for / in charge of...

 During my period of employment at... I gained ...

 My responsibilities include ...

 I implemented a new ...

 Since I work with ..., I have developed ...

 These changes led to a significant increase in ...

 I feel I have significantly strengthened my knowledge and understanding of...

 As you can see from my CV I have ...

 I believe I can apply the skills obtained from my previous employment to this position.

 I have a strong history of...  This experience has enabled me to ...

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Fi na l Pa r a gr a ph  I would appreciate the opportunity to meet you to discuss my skills, capabilities and professional experience in greater detail.  I would welcome the opportunity to discuss my professional history and qualifications with you in greater detail.  I would be happy to supply you with further references should you require them.  Should you require any further information regarding my application, please do not hesitate to contact me.  I look forward to hearing from you.  I would like to thank you in advance for your time and consideration.  Please find enclosed a copy of my curriculum vitae, which gives further details of my education and career to date.  Thank you in advance for your consideration.  Yours sincerely,

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Appendix 4. Going Through the Interview Sm al l Ta l k  How are you? I’m very well, thank you.

 I was just admiring the office.

 Thank you. It’s nice to meet you too /

 Do you have a company brochure

at last.

I could have a look at while I’m waiting?

 I can’t believe the weather at the

 Do you think I could use your toilet to

moment! I know. It’s awful, isn’t it?

freshen up?

 Is there somewhere I could leave my

 Are

umbrella? I got caught in the rain.

scheduled for interviews today?

there

many

other

candidates

 I’m very sorry I’m late. I was planning

 I had terrible problems parking here.

to be here over an hour ago, but my train

Is it always this busy?

was cancelled.  Do you think I could have a glass of

 I’m afraid I’m not feeling very well.

water while I’m waiting?

Could I sit down for a few minutes?

 That’s quite all right. / That’s okay.

 No thank you, I’m fine.

Ta l k i ng a bout your s e l f  I am ... and apply a(n) ... approach to

 I can speak Spanish fluently / reasonably

my work.

well / a little.

 I believe in ...

 I work well under pressure / in a team / autonomously.

 This enables me to ...

 I think I’m suitable for the position of... because ...

 I’m also able to ...

 In this way I am able to ...

 For example, in my last job ...

 I feel that I am ...

 In my last job I was responsible for

 I have recently started to ... to improve ...

negotiating deals / European sales etc.

 When I was at university I used to be ...

 I am used to dealing with customers /

 I used to be ..., but I’ve started ..., which

managing big budgets etc.

has enabled me to ...

 I have a good knowledge of...

 I enjoy ...  I’m a keen ...

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Ta l k i ng a bout s pe c i fi c e x pe ri e nc e s  At the time ...

 I wanted to be a bit more ...

 I decided to...

 There was a time when

 What needed to be done

 Therefore I ...

...

was ...

 There was one situation when ...

 Unfortunately

this

meant

 I organised a(n) ...

that...

 The problem was ...

 It was very important that...

 So in order to ... I ...

 It was clear that...

 This resulted in ...

 I discovered that...

 We actually ended up ...

 This led to ...

 I realised that...

 Anyway,

 In the end ...

 Probably

the

best

example is ... what

happened

was ...  I agreed to ...

 I managed to ...

Ta l k i ng a bout t he c om pa ny  Before applying for this position / to university, I did a lot of research into ...  In the end I decided to ... as it was clear that...  I had a look at your website and could see that you ...  I definitely feel, from everything I’ve learnt about.... that this is the type of organisation I’d like to work for.  You came across on your website as ...  It’s really something that attracted me to ...  I want to work with your company because you have a really excellent / strong / outstanding reputation.  The work you do seems to be very fulfilling / worthwhile / satisfying.  I think working for you would be very enjoyable / challenging / fulfilling.

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Fol l ow- up l et t e r  Thank you for taking the time to discuss ...  I appreciate the time you and the team took in telling me about the specific aspects of the job.  I greatly appreciated the opportunity to meet with you and your team.  I would like to thank you for talking with me about...  After meeting with you, I am further convinced that...  This helped me gain a better understanding of...  I am particularly interested in the projects that you talked about during the interview.  After the interview, I am even more excited at the prospect of...  As mentioned when we met...  Having discussed the role with you in greater depth ...  I am confident in my ability to ...  I feel I am perfectly suited for ...  I believe I can make a significant contribution towards ...  I look forward to hearing from you.  If you require any additional information from me in the meantime, please do not hesitate to contact me.

Ac c e pt i ng a j ob of f er  Thank you for your offer of employment as ...  As we discussed on the phone, I am delighted to accept your offer and look forward to starting work at...  As we agreed, ...  I also understand that I will ...  During the interview we did not discuss ...  I hope you will be able to clarify ...  Thank you again for offering me this wonderful opportunity.  I very much look forward to starting my employment with you on ...  I am pleased to accept your offer of a starting salary of...

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De c l i ni ng a j ob of f e r  I’m calling as ... / I just wanted to let you know that...

 Thank you for giving me the chance to talk about...

 I have been offered a job elsewhere, which I have accepted.

 I have decided to accept a position elsewhere.

 I wanted to say that I really enjoyed meeting you.

 I am writing to withdraw from consideration for the position.

 I was very impressed by ...

 Thank you again for your time and consideration.

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Appendix 5. Common Interview Questions

1. Why did you choose to study your degree subject? 2. What did you most / least enjoy about your time at university? 3. What skills did you develop at university? 4. What was the most challenging aspect of your degree course? 5. How will your degree help you in this position? 6. Tell us something about yourself. 7. What do you like doing in your spare time? 8. Why do you want this job? 9. Why should we hire you? 10. What can you bring to this position? 11. What do you consider to be the key skills necessary for this position? 12. What will you do if you don’t get this job? 13. What are your strengths/weaknesses? 14. What is your biggest achievement? 15. What do you know about our company? 16. What attracted you to our company? 17. What do you think of our website? 18. Who would you consider to be our main competitors? 19. What trends are likely to affect our industry over the next few years? 20. How do you typically approach new projects? 21. Describe your management style. 22. What sorts of things do you like to delegate? 23. What qualities do you look for in a manager? 24. How do you handle stress? 25. Tell me about your ability to work under pressure. 26. In what environment do you work best? 27. What motivates you in terms of work? 28. What interests you most/least in your current work? 29. What would you change about your current job if you could?

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30. Why are you considering leaving your current job? 31. Why did you leave your last job? 32. What are you looking for in a job? 33. What do you think will be the most challenging aspect of this role? 34. What kinds of decisions do you find difficult to make? 35. Tell us about a time when youdemonstrated good customer service / leadership skills etc. 36. Tell us about a time when you have been innovative at work. 37. Tell us about a time you encountered a problem and how you resolved it. 38. Tell us about a time when youhad to make a difficult decision. 39. Tell us about a time when yousuccessfully managed a difficult situation at work. 40. Describe a situation in which you took a risk. What were the results? 41. How do you work in a team? 42. How would your colleagues describe you? 43. How would your manager describe your work? 44. When were you happiest at work? 45. You seem not to have too much experience in X. Do you think this would be a problem? 46. Do you think you are overqualified for this position? 47. How have you changed over the last five years? 48. Where do you see yourself in five years’ time? 49. How do you hope to develop your career further? 50. Do you have any questions you would like to ask us?

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Appendix 6. Business Letters Vocabulary

Salutation

 Dear Mr. Brown  Dear Ms. White  Dear Sir  Dear Madam  Dear Sir or Madam  Gentlemen

Starting

 We are writing – to inform you that ... – to confirm ... – to request ... – to enquire about ...  I am contacting you for the following reason...  I recently read / heard about ... and would like to know ...  Having seen your advertisement in ..., I would like to ...  I would be interested in (obtaining / receiving) ...  I received your address from ----- and would like to ...  Thank you for your letter of March 15.  Thank you for contacting us.  In reply to your request, ...  Thank you for your letter regarding ...

Referring to previous contact

 With reference to our telephone conversation yesterday...  Further to our meeting last week ...  It was a pleasure meeting you in London last month.  I enjoyed having lunch with you last week in Tokyo.  I would just like to confirm the main points we discussed on Tuesday.  We would appreciate it if you would ...  I would be grateful if you could ...  Could you please send me ...  Could you possibly tell us / let us have ...

Making a request

 In addition, I would like to receive ...  It would be helpful if you could send us ...  I am interested in (obtaining / receiving) ...  I would appreciate your immediate attention to this matter.  Please let me know what action you propose to take. – 160 –

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 Would you like us to ...? Offering help

 We would be happy to ...  We are quite willing to ...  Our company would be pleased to ...  We are pleased to announce that ...

Giving good news

 I am delighted to inform you that ...  You will be pleased to learn that ...  We regret to inform you that ...

Giving bad news

 I’m afraid it would not be possible to ...  Unfortunately we cannot / we are unable to ...  After careful consideration we have decided (not) to ...  I am writing to express my dissatisfaction with ...  I am writing to complain about ...

Complaining

 Please note that the goods we ordered on (date) have not yet arrived.  We regret to inform you that our order № ----- is now considerably overdue.  I would like to query the transport charges which seem unusually high.  We are sorry for the delay in replying to ...

Apologising (US: Apologizing)

 I regret any inconvenience caused (by) ...  We would like to apologise for the (delay, inconvenience)...  Once again, please accept our apologies for ...  Thank you for your quotation of ...  We are pleased to place an order with your company for ...  We would like to cancel our order № ...  Please confirm receipt of our order.

Orders

 I am pleased to acknowledge receipt of your order № ...  Your order will be processed as quickly as possible.  It will take about (two/three) weeks to process your order.  We can guarantee you delivery before ... (date)  Unfortunately these articles are no longer available / are out of stock.

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 Please send us your price list.  You will find enclosed our most recent catalogue and price list. Prices

 Please note that our prices are subject to change without notice.  We have pleasure in enclosing a detailed quotation.  We can make you a firm offer of ...

Referring to payment

Enclosing documents

Closing remarks

    

Our terms of payment are as follows ... Our records show that we have not yet received payment of ... According to our records ... Please send payment as soon as possible. You will receive a credit note for the sum of ...

          

I am enclosing ... Please find enclosed ... You will find enclosed ... If we can be of any further assistance, please let us know. If I can help in any way, please do not hesitate to contact me. If you require more information ... For further details ... Thank you for taking this into consideration. Thank you for your help. We hope you are happy with this arrangement. We hope you can settle this matter to our satisfaction.

Referring to future business

 We look forward to a successful working relationship in the future.  We would be (very) pleased to do business with your company.  I would be happy to have an opportunity to work with your firm.

Referring to future contact

     

I look forward to seeing you next week. Looking forward to hearing from you, ... Looking forward to receiving your comments, I look forward to meeting you on the (date). I would appreciate a reply at your earliest convenience. An early reply would be appreciated.

 Sincerely,  Yours sincerely,  Sincerely yours, Ending business letters

for all customers/clients

 Yours faithfully,

in more formal letters when we don’t know the name of our addressee for those you already know and/or with whom you have a working relationship

 Regards,  Cordially,

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Appendix 7. Abbreviations in Correspondence

 attn – attention: used for showing that a letter is for the attention of a particular person.  BYOB – bring your own bottle: used on invitations to show that you should take wine, beer, or something else to drink to a party.  cc – used on a business letter or email for saying that a copy is being sent to the person mentioned.  c/o – care of: used in an address on a letter or parcel that you are sending to someone at another person’s house.  enc. – enclosed.  encl. – enclosed or enclosure: used at the top or bottom of a letter to show that something else is being sent with it.  fao – for the attention of: written in front of someone’s name on a document, letter, or envelope to show that it is intended for them.  f.i.o. – for information only: written on a business letter or email to show that it is being sent to someone in order to give them information, and they are not expected to reply or take any action.  pp – written before someone’s name when you are signing a letter for them.  PPS – written before a note at the end of a letter, after the PS note.  PS – postscript: used for introducing some additional information at the end of a letter after you have signed your name.  PTO – please turn over: used at the bottom of a page when there is more writing on the other side.  re – used in business letters for introducing the subject that you are going to write about.  ref. – reference: used in a business letter when you are giving the numbers and letters that show exactly which document or piece of information you are talking about.  RSVP – used on written invitations to ask the person invited to say whether they can go to a social event or not.

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ENGLISH FOR RECORDS MANAGERS AND ARCHIVISTS Учебно-методическое пособие Направление подготовки 46.03.02 Документоведение и архивоведение Направленность Документационный менеджмент Дизайн обложки С.М. Десяткова Техническая редакция, вёрстка С.М. Десяткова Сдано в печать 29.05.2017 г. Формат 70100/16 Печать цифровая. Гарнитура Arial Тираж 33 экз. Заказ № 28. Авт.л. 9,7 Редакционно-издательский отдел Сургутского государственного педагогического университета 628417, г. Сургут, 50 лет ВЛКСМ, 10/2 Отпечатано в РИО СурГПУ – 164 –