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

lOMoARcPSD|39107117 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 ASSIGNMENT Instructor: M.A Nguyen Pham Ngoc Han Group: 11 Ho Chi Minh City, 2023 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 Onumber GROUP MEMBER Student ID 1 GROUP 11 2156240062 2 2156240099 3 Full name 2156240073 4 Tô Trần Hữu Nghĩa (LD) 2156240056 Phan Ngọc Yến Trương Y Quỳnh Trịnh Hoàng Long 2 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 1 Definitions of records 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) 4 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 2 Photos to clarify the meanings of these nouns Ledger Register A book in which things are regularly An official list or record of names or recorded, especially business activities items and money received or paid Microfilm X-RAY film Film containing microphotographs of a The plastic film is then coated with a newspaper, catalogue, or other silver substance that helps doctors view document the inside of body 5 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 Microfiche Magnetic Tape A thin photographic film which is capable A type of physical storage media for of storing information in miniaturized different kinds of data It is considered form an analog solution Catography Optical disk The art and science of graphically An optical disk is any computer disk that representing a geographical area uses optical storage techniques and technology to read and write data 6 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 Negative Film Iconography A negative image is a total inversion, in The use of images and symbols to which light areas appear dark and vice representideas, or the particular images versa Transparency Film Scientific Specimen A transparency is a thin sheet of transparent A piece or portion of a sample flexible material, typically polyester, for use selected for examination or using it as in inkjet printers for making film positives a model under study 7 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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 8 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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) 9 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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 10 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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 copies are in another file because they relate specifically to an event or issue other than 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 11 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117  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 businesses across the board As a result, a number of specialised document storage facilities were established countrywide - The digital age The introduction of computers into the business world in the 1970s changed records management significantly An increasing rate of document production and the development of document retention laws stimulated the need for even more sophisticated levels of records management 12 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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 Paper-based records management Computer-based records management SPACE STORAGE Occupies valuable physical storage space As computer-based records is digital, it leading to unnecessary expense year upon requires little storage space resulting in year such as costs of photocopying, printing, cost saving Magnetic discs and optical fax paper, writing pads, accounting media provide even greater space savings books,…etc Allows staff to reclaim their office space and enjoy organized productivity 13 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 RETRIEVAL AND SHARING Multiple photocopies may end up circulating Increase the speed of information exchange and if amendments need to be made, these will and enables users to conduct more advanced need to be reshared and confirmed before the searches final version is created Finally, if there are It makes the right information accessible via many records, these will be bulky the convenience of your desktop whenever It’s also common for the layout or format of and wherever you need it It takes only the information to become inconsistent from seconds to route and share documents across one record to the next Even records that have multiple departments and systems been scanned, photocopied or microfilmed Records can be simply emailed or transferred can be difficult to read, which can over, or if the service user’s move is internal, compromise data retrieval quality the records will be accessible over shared software UNAUTHORIZED ACCESS Paper records can also be left out in the office, Computer-based records is far less susceptible on counters, or copy machines Intentional or to damage or tampering than paper-based not, this exposes records and the contents records as it is more difficult to access behind within to unauthorized individuals a reliable digital security wall So if they were Paper records are protected by weak security to be copied or stolen by and unauthorized measures (such as locked cabinets) that can individual, the information would still be safe easily be breached And in case of damage or loss, paper-based records are hard to be or never be retrieved ORGANIZATION AND INDEXING Organizing paper records requires manual Electronic records can be organized and sorting, labeling, and filing Physical indexed automatically or through defined documents can be misplaced, misfiled, or lost, metadata fields This facilitates consistent leading to challenges in locating and tracking and standardized categorization, searching, information and sorting of records, reducing the chances of misplacement 14 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 FORMAT As paper is physical by nature and therefore It can not be damaged by the outside factors tangible and visible, a person who need not and easy to capture in a computer or any have any knowledge of computer to handle electronic device and work with them It doesn’t require any It depends on device, application so the device to help using the records necessary of computer is very important, by But paper-based records is not stable As the way, the cost of the computer is more paper is exposed to wear and tear throught expensive than a stack of paper frequent handling, exposed to adverse weather conditions and cannot be backed up 15 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 7 Flowchart of correspondence and email (incoming, outgoing) 7.1 Flowchart of correspondence and email incoming 16 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 7.2 Flowchart of email incoming 17 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 7.3 Flowchart of correspondence and email outgoing 18 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 7.4 Flowchart of the proposed mail management system 7.5 Flowchart of correspondence process 19 Downloaded by ANH TRAM (bachvan13@gmail.com) lOMoARcPSD|39107117 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 20 Downloaded by ANH TRAM (bachvan13@gmail.com)