COMPREHENSION. Ex. 1. Mark the following statements as true or false

Ex. 1. Mark the following statements as true or false. Correct the false ones.

1. Records management is an old discipline whose beginnings can be traced back to the ancient times.

2. Records exist primarily because of the need to keep a record of transactions carried out.

3. No Government can function without records.

4. A basic principle of records management is that information should be distinguished and separated as if moves though two phases of its life cycle.

5. Non-current records are equal to archives.

6. The retirement of records from the office to the storeroom is not always necessary.

7. It is necessary to have a transitional period between active use and storage of records in offices and their transfer to Records Centres.

Ex. 2. Complete the sentences using information from the text.

1. Records management is concerned with …

2. It encompasses a wide variety of activities and sub-disciplines each of which has arisen to cater for a specific need such as … .

3. It is difficult to describe records management on a world basis because … .

4. For records to be grouped together however it implies that there is … .

5. At its creation and through its active usage the records are said … .

6. As the records become semi-current they should be retired from the office and registry into … .

7. The main problem that is faced however is knowing … .

Ex. 3. Find information to prove the following statements.

1. Records management is multimedia.

2. Records management encompasses several main elements.

3. There are three distinct phases of the life cycle of any information.

4. There is a transitional period between active use and storage of records in offices and their transfer to Records Centres.

Ex. 4. Answer the following questions.

1. Is records management a new or an old discipline?

2. What is it concerned with?

3. What activities does it encompass?

4. What are the reasons for keeping records?

5. What is the efficiency of the government machinery closely tied to?

6. What are the main elements of records management?

7. Why do we need filing systems?

8. What’s the basic principle of records management?

9. What mistake is often made speaking about archives and records?

10. What is an absolute must for better functioning of any system?

11. In what way can we decide at what point to retire records from the office or registry to the storeroom or strong room?

12. When should the records be transferred to a Records Centre?

13. What are the basic concepts related to Records Centres?

T E X T 2