English for records managers and archivies group assignment

Compare paper-based records management and electronic records management .... According to Cambridge Dictionary Records is recorded information in any form such as paper or video or elec

HO CHI MINH CITY NATIONAL UNIVERSITY UNIVERSITY OF SOCIAL SCIENCES AND HUMANITIES FACULTY OF ARCHIVAL STUDIES - OFFICE MANAGEMENT

ENGLISH FOR RECORDS MANAGERS AND ARCHIVIES

GROUP MEMBER GROUP 11

TABLE OF CONTENTS

1 Definitions of records 4

2 Photos to clarify the meanings of these nouns 4

3 Acient records around the world 8

3.1 Books in former times in VietNam 8

3.2 The history of books 9

3.3 Beowulf 10

3.4 Oldest frament of earth 10

3.5 Chinese oracle bones 11

4 The records should be considered archives and why 11

5 The history of records management 12

6 Compare paper-based records management and electronic records management 13

7 Flowchart of correspondence and email (incoming, outgoing) 16

7.1 Flowchart of correspondence and email incoming 16

7.2 Flowchart of email incoming 17

7.3 Flowchart of correspondence and email outgoing 18

7.4 Flowchart of the proposed mail management system 19

7.5 Flowchart of correspondence process 19

8 History of seals and type of seals 20

8.1 Seal of richard neytenyn 20

8.2 “Lead bulla” seal 20

8.3 Queen victoria’s great seal matrix 20

8.4 Royal seals of queen Elizabeth 21

8.5 A history of Sealing 21

To keep information for the future, by writing it down or storing it on a computer

(According to Cambridge Dictionary)

Records is recorded information in any form such as paper or video or electronic, produced or received in the initiation , conduct or completion of an institutional or individual activity that provide evidence of the activity

(Jisc Advice)

Something that records such as something that recalls or relates past events, an official document that records the acts of a public body or officer, an authentic official copy of a document deposited with a legally designated officer

(Merriam-Webster Dictionary)

Records are the evidence of what the organization does They capture its business activities and transactions, such as contract negotiations, business correspondence, personnel files, and financial statements

(ARMA - Association of Records Managers and Administrators)

Records are anything containing information which is made, produced, executed, or received in connection with the transactions and official activities of the University or executed in the conduct of University business, including research, teaching, service, and administration Examples include documents, books, paper, electronic records, photographs, videos, sound recordings, databases, and other data compilations that are used for multiple purposes, or other material, regardless of physical form or characteristics

(IOWA University)

2 Photos to clarify the meanings of these nouns

A book in which things are regularly

recorded, especially business activities

and money received or paid

An official list or record of names or items

Film containing microphotographs of a

newspaper, catalogue, or other

document

The plastic film is then coated with a

silver substance that helps doctors view

the inside of body

Microfiche Magnetic Tape

A thin photographic film which is capable

of storing information in miniaturized

form

A type of physical storage media for

different kinds of data It is considered

an analog solution

The art and science of graphically

representing a geographical area

An optical disk is any computer disk that

uses optical storage techniques and technology to read and write data

Negative Film Iconography

A negative image is a total inversion, in

which light areas appear dark and vice

versa

The use of images and symbols to

representideas, or the particular images

A transparency is a thin sheet of transparent

flexible material, typically polyester, for use

in inkjet printers for making film positives

A piece or portion of a sample selected for examination or using it as

a model under study

3 Acient records around the world

3.1 Books in former times in VietNam

Here is a woodblock, the characters and figures are intentionally engraved the wrong

side up on wood Next is a page printed from this on paper with characters and figures

now in their normal position That is the principle of woodblock printing (xylography)

A book of 1,000 pages will require 250 double-faced wood blocks or 500 single-faced ones This is truly labor-intensive work

Before the Vietnam alphabet today, Chinese and Nom characters were officially

used in Vietnam The demotic script (Nom) is a variant of Chinese characters to

transcribe Vietnamese words

3.2 The history of books

The history of the book became an

acknowledged academic discipline in the

latter half of the 20th century The history of

the book starts with the development of

writing, and various other inventions such as

paper and printing, and continues through to

the modern-day business of book printing

The earliest knowledge society has on the

history of books actually predates what would

conventionally be called "books" today and

begins with tablets, scrolls, and sheets of

papyrus (The current format that we consider

to be books, with separate sheets fastened

together rather than a scroll, is called a codex

(plural codices)) Then hand-bound,

expensive, and elaborate manuscripts

appeared in codex form These gave way to

press-printed volumes and eventually led to

the mass-printed volumes prevalent today

Contemporary books may even have no

physical presence with the advent of the

e-book The book also became more accessible

to the disabled with the advent of Braille and

audiobook

(According to Perspectives on history, april-2015)

3.3 Beowulf

Beowulf is an Old English epic poem in

the tradition of Germanic heroic legend

consisting of 3,182 alliterative lines It is

one of the most important and most often

translated works of Old English literature

The date of composition is a matter of

contention among scholars, the only

certain dating is for the manuscript, which

was produced between 975 and 1025

Scholars call the anonymous author the

"Beowulf poet"

The image is the first folio of the heroic

epic poem Beowulf, written primarily in

the West Saxon dialect of Old English

3.4 Oldest frament of earth

Scientists published their findings on

the the old age of the zircons in early

2014

Zircons are one of the toughest

minerals on the planet and have survived

tumbling trips down rivers, burial deep in

the crust, heating, squeezing and a

tectonic ride back to the surface

The age of the zircons suggests that

they formed early on in Earth’s history,

about 165 million years after the Earth

first formed The pieces of zircon also

provide valuable insight into what Earth

was like in its early days

3.5 Chinese oracle bones

Most of the Oracle Bones that have been uncovered

so far were found in Yinxu (modern-day Anyang), one

of the most important capitals of Ancient China

As the name suggests, the Oracle Bones were used

for divination during the Shang Dynasty (c 1600-1046

BCE) The bones used came from animals, including ox

shoulder blades and the flat under-part of a turtle’s shell

The Oracle Bones are the most important primary

source of information about Bron ze Age China

4 The records should be considered archives and why

 A draft report on procedures for parking at the office

This is a draft report suggests it may not have long-term value The fact that it is about parking at the office suggests the subject is not part of the central business of the

organisation but instead is an administrative issue The draft report is likely not worth

keeping permanently

 A final report on procedures for parking at the office

While a final report is usually more crucial than a draft report, this report on parking

procedures refers to administrative, not operational, issues So is likely not worth

keeping on an ongoing basis

 Extra copies of correspondence

Extra copies are usually not worth keeping, if the originals are available, unless the

the one for which the correspondence was created In that case, they have become new records, they provide evidence of that new event or issue

 Master copies of correspondence with handwritten notes in the margin

When someone annotates a copy, it becomes a new records It is now unique and

provides evidence of the ideas or actions of the person who wrote on it Even though

the copy has now become a new record, it depends on the subject and purpose of the record is significant or not to retain

- If it is a letter about parking, it may not be worth keeping

- If it is a letter about legislation, it may indeed have ongoing value

 Master copies of correspondence

Master copies are usually the greatest evidence, they are the official records The

decision to retain master copies of correspondence will depend in large part on the subject or purpose of the letters

 A draft report on revisions to legislation that defines the department's work

Draft reports often do not have ongoing value, but on a topic such as revision to

legislation, it may be worth keeping both drafts and final versions, since the topic relates

fundamentally to the very purpose of the department

 A final report on revision of legislation that defines the work of the department

The topic is essential and the report is the official version, so it is very likely this is

worth retaining

5 The history of records management

The history of records management have 4 stages:

- Late 19th century to early 20th century

In the early history of records management, there were simply no set rules or regulations governing records retention Businesses and governments held onto documents according to their own individual needs

As soon as records were no longer necessary, or if storage costs became too costly

or inconvenient, they were tossed

There were no formal processes or legal guidelines for their destruction Records were disposed of in much the same way they were stored

- Mid-20th century

The post-war economic boom in the 1950s and 1960s had a positive impact on

New laws soon came into effect to provide some guidelines, specifically to ensure that businesses retain records for certain time periods Around this time, records management firms began to digitise files and store them electronically

- In the late 20th century and early 21st century

The invention of digital scanners means that documents can automatically be converted into digital files This is an enormous time-saver As we look to the future, the office is becoming increasingly paperless and reliant on digital solutions

6 Compare paper-based records management and electronic records

management

SPACE STORAGE

Occupies valuable physical storage space

leading to unnecessary expense year upon

year such as costs of photocopying, printing,

fax paper, writing pads, accounting

books,…etc

As computer-based records is digital, it requires little storage space resulting in cost saving Magnetic discs and optical media provide even greater space savings Allows staff to reclaim their office space and enjoy organized productivity

RETRIEVAL AND SHARING

Multiple photocopies may end up circulating

and if amendments need to be made, these will

need to be reshared and confirmed before the

final version is created Finally, if there are

many records, these will be bulky

It’s also common for the layout or format of

the information to become inconsistent from

one record to the next Even records that have

been scanned, photocopied or microfilmed

can be difficult to read, which can

compromise data retrieval quality

Increase the speed of information exchange and enables users to conduct more advanced searches

It makes the right information accessible via the convenience of your desktop whenever and wherever you need it It takes only seconds to route and share documents across multiple departments and systems

Records can be simply emailed or transferred over, or if the service user’s move is internal, the records will be accessible over shared software

UNAUTHORIZED ACCESS

Paper records can also be left out in the office,

on counters, or copy machines Intentional or

not, this exposes records and the contents

within to unauthorized individuals

Paper records are protected by weak security

measures (such as locked cabinets) that can

easily be breached And in case of damage or

loss, paper-based records are hard to be or

never be retrieved

Computer-based records is far less susceptible

to damage or tampering than paper-based records as it is more difficult to access behind

a reliable digital security wall So if they were

to be copied or stolen by and unauthorized individual, the information would still be safe

ORGANIZATION AND INDEXING

Organizing paper records requires manual

sorting, labeling, and filing Physical

documents can be misplaced, misfiled, or lost,

leading to challenges in locating and tracking

information

Electronic records can be organized and indexed automatically or through defined metadata fields This facilitates consistent and standardized categorization, searching, and sorting of records, reducing the chances

of misplacement

FORMAT

As paper is physical by nature and therefore

tangible and visible, a person who need not

have any knowledge of computer to handle

and work with them It doesn’t require any

device to help using the records

But paper-based records is not stable As

paper is exposed to wear and tear throught

frequent handling, exposed to adverse

weather conditions and cannot be backed up

It can not be damaged by the outside factors and easy to capture in a computer or any electronic device

It depends on device, application so the necessary of computer is very important, by the way, the cost of the computer is more expensive than a stack of paper

7 Flowchart of correspondence and email (incoming, outgoing)

7.1 Flowchart of correspondence and email incoming

7.2 Flowchart of email incoming

7.3 Flowchart of correspondence and email outgoing

7.4 Flowchart of the proposed mail management system

7.5 Flowchart of correspondence process

8 History of seals and type of seals

8.1 Seal of richard neytenyn

This document is an indenture by which Robert de Mortuomar, knight, grants land to Richard Neytenyn and his wife, Joan 4 February 1361

The small, circular armorial seal of Sir Robert de Mortuomar,

in red wax, depends from a parchment tag, sur double queue The tag is wrapped above the seal with strands of flax, as a means of protection The seal measures 2.6 cm by 3 cm at its widest points

8.2 “Lead bulla” seal

In Roman Catholicism, the metal seals attached

to official papal letters or documents are known

as bulla Usually made of lead, on rare occasions

these seals might be covered in gold- the

so-called ‘golden bull’

The seal depicts the founders of the Roman

church, the apostles, Peter and Paul The name of

Alexander IV, as the issuing pope is on the

reverse side The bulla is attached to the

document by cords of red and yellow silk, looped

through holes in the folded up bottom edge

8.3 Queen victoria’s great seal matrix

The reign of Queen Victoria was so long that she

had two Great Seals The first became worn

through use The second Great Seal matrix is

shown above Queen Victoria is depicted mounted

on an elaborately decorated horse which is being

led by a page The seal matrix is crafted in solid

silver