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Report on records management conference
A summary of the Records Management Conference I attended in Detroit on August 10 is included in this report.
Summary of Seessions Attended
The following summarizes each of the sessions I attended
1. Filling Equipment
This session was designed to acquaint the participants with the latest filling equipment. Much of the equipment on display was automatic.
The purpose of this session was to acquaint the participants with the various factors that need ed to be considered in developing a records retentiuon schedule
1. Records Transfer
In this session, participants leaned about the new developments in transferring records from active status to inactive status.
On the basis of my attending the conference, I am making the following recommendations:
1) We investigate the possibility of purchasing lateral filling equipment
2) We evaluate the validity of our records retention schedule and revise as needed.
Model 3 商务信函
I am writing to you because we have been having a bit of trouble with one of our suppliers who makes the lightweight batteries we use to power our vehicles. I am pretty sure you don’t have a local distributor of your products in this country, which I am writing to you direct to see if you can help us out. I did try to call, but you weren’t available
We require 4,800 units and delivery must be completely by 15 January, 20. A full specification of our requirements is given on the attached sheet, together with our technical brochure.
I would appreciate it if you could quote us your best CIF price, giving a full specification of your product and shipping date. Of course our technical department would need nto have some samples of the batteries to test in our laboratories before we would place a firm order.
We usually deal with new suppliers on the basis of payment in our currency by confirmed irrevocable letter of credit.
Assuming the lab tests go well, and you can quote us a competitive price, we would certainly be able to place more substantial orders on a regular basis.
I will be out of the office for a couple of weeks from tomorrow. In the meantime, do get in touch with one of my assistants if you need any more information
Looking forward to hearing from you.
Give my regards to Jeanne and the kids
Fred A. North , Buying Manager
Enclosed: Specification and technical brochure
Model 4 拒绝信
Dear Mr. Johnson,
We are terribly sorry that the repair of your cassette player is really beyond our reach. There are several reasons why we left your equipment unrepaired.
Firstly, our technician in charge of the cassette player had been several days off for serious flu, the delayed the handling of the equipment
Secondly, there is no parts found in the present market to replace the volume control which really needs repairing.
We have the ability to replace the on/off switch, however, the cost is too high to worth it, because you can use the amount of money to buy a new one.
Accoring to our survey, this type of equipment is manufactured in 1985 and the manufacturer has gone out of business, so it is impossible for you to talk with them.
We are really sorry for our helplessness
Model 5 商务报告
To: Jean Withrow
From: Bob Stein
Subject: Feasibility of Flexible Working Hours
This report concerns the feasibility of allowing workers to start and stop work ast the times that suit them best, a practice known as flex-time. Of course, we all understand that everyone would still wrok a total of 40 hours per week, as we do now. This idea of flexible working hours was first presented to the directors by some of our workers , many of whom have young children in school.
The Personnnel Manager was asked to look into the question, and his study had two aspects. First, he looked at the experience of other companies, and second , he looked carefully at our own working arrangements.
After studying flex-time arrangements at four similar companies, the Personnel Manager reported several advantages:
Parents of school-age children were able to fit their work hours to those of their children, workers could choose to work during hours they could be most productive, and worker attitude improved because of more choice in work time.
There were , however, some disadvantages as well:
Sometimes there were not enough workers in some departmetn at crucial hours of the day, and it took a while to iron out confusion about schedules
Next, we asked all employees of our company to predict the hours they would probably choose to work. This information was then circulated to all heads of departmetn for comment. The department heads were asked to look in particular at possible problems and their solution
After studying all this information, a committee that included a representative from every department decided to try flex-time for a period of 3 months, starting April 1. At the end of that peroid, the committee will make a final decision
Model 6 邮件
Dear Ms. O’Flanagan,
Thank you for your e-mail 5 September. I am pleased to confirm that the SR100 will launch on time on 20 November with brochures available from 8 October.
We are also planning a sales conference for mid-October to train salespeople in how to use the product and brief them about its selling points, I hope to confirm the dates and venue of the conference in a couple of weeks
If you have any questions, please do not hesitate to call or email me.
Model 7 投诉信
On October 20 we ordered from Mr. Robinson, the salesman for our territory, stationery and office supplies for use in our office . We asked that the order be sent before the end of the year. The duplicate sales order that we have is No.3455. We have not yet received the order, even though it is past the promised delievery date. We did, however, receive an outgoing invoice for $475.13
Would you please check to see the reason for this delay? We are getting quite low on certain items in the order. And unless we received this order soon, it will be difficult for our office to operate properly
Is it possible to send this order so that it reaches us by January 10? We are, of course, holding your invoice for payment until we receive the order
Please let us know immediately, either by telephone or special-delivery letter, what has become of our order and how soon we shall receive it. We are sure that you will take care of the difficulty promptly.
Model 8 推销信
Have you ever thought how much time your typist wasters in taking down your letter? It can be as much as a third of the time he spends on correspondence. Why not record you dictation—on our Stenogram-and save this time for other jobs he can be doing while dictation is in progress?
You will be surprised how little it costs. For fifty-two weeks in the year your Stenogram works hard for you, without lunch breaks or holidays. You cann’t ever give it too much to do. It will take your dictation at any time, and anywhere-after office hours, at home, or even while you are traveling, it does away with mistrascriptions in short-hand and can even do away altogether with typewriting since recorded messages can be posted.
The Stenogram is efficient, dependable , timesaving and economical and , backed as it is by our interantional reputation for releabiltiy, is in regular use in thousands of offices all over the country. It gives superb reproduction quality-very syllable as clear as a bell. It is unbelievably simple to use. You just slip in a pre-loaded cassette, press a button, and your Stenogram is ready to record dictation , instructions , interviews, telephone conversations, or what you will. Nothing could be simpler or more efficient either. Our unique after-sale service contract ensures lasing operation at the peak of efficiency.
Some of your busness friends are sure to be using the Stenogram. Ask them about it before you place an order, or, if you prefer, fill in the enclosed prepaid card and we will arrange for Mr. James Baron, our representative for your area , to call and give you a demonstration. Just state a day and time.
Model 9 求职信
Dear Sir or Madam,
Two years of High School accounting, supplemented by summer work at an accounting firm and stsrengthened by an evening program in accounting at the Abrames Institute have equipped me to handle the general demands of accounting work. I would therefore appreciate it if you would consider me for an accounting position in your firm
I am presently employed as a tax consultant with the Avida Manufacturing Corportaion. But I am looking for a position that would make greater use of my broad trainning. I would also value the opportunity to get into a more advanced phrase of accounting. I plan to continue my accounting education through a night school program at our local community college. The enclosed resume summarizes my education and experience. It also inlcudes the names of three people from whom you may obtain information about my character and ability. I would very much like to talk to you in person. I may be reached by phone at 555-3245
Model 10 祝贺信
In the ten years you have been with Ford, you have seen our company grow from a small local factory to a national organization . Responsible for this remarkable growth are highly productive and loyal employees like you. It is a pleasure for me to write this congratulatory letter on your tenth anniversary, for it gives me an opportunity to thank you for your contribution to our success.
As supervisor of our filling staff, you have set up a highly flexible and effective system for handing the increasing volume of records. I am sure you have heard the often-repeated statement around the office, “ If you don’t know, ask Maria.”This statement is indeed a tribute to your efficiency.
I look forward to working with you in the years ahead. When I think of the slogan, “Ford is people:, I can’t help calling to mind a picture of you and all those like you who help to make our firm th econgenial, effective group it is today.