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(共17张PPT)
涉外秘书英语阅读
Unit 3 Information Management
Matrix
Recording and Storing Information
Keeping Information Safe
Part A Brainstorming
What can you learn from the funny story
Why is technology misused will lead to serious consequences
At the sound, her family rushed into the room and saw this note on the screen:
__________________________________.
Dearest Wife:
Just got checked in. Everything prepared for
your arrival tomorrow.
Part B Recording and Storing Information
What are types of information
What are advantages and disadvantages of computer filling system
Task One Choose the best answer to fill in the blank.
1. It's healthier to release _______ than to bottle it up.
A. irritation B. temptation C. frustration D. satisfaction
2. She tried to _______the situation by making profuse apologies.
A. receive B. achieve C. relieve D. retrieve
3. What _______ will the war have on the economy
connections B. constructions C. repercussions
D. preventions
4. In no way am I _________what has happened.
stand for B. responsible for C. in charge of
D. approve of
B
C
D
C
5. Hearsay definitely can't be regarded as _______ information.
A. accurate B. detailed C. reasonable D. selective
6. She is sorting ________ into alphabetical order.
A. reference B. query C. brochure D. index card
7. Some aircraft are designed to carry _________ freight or vehicles.
stocky B. tight C. bulky D. loose
8.Before the bank was willing to lend him money,
it had to _________ that he was the true owner
of the house.
verify B. identify
C. purify D. clarify
A
A
D
C
Task Two Decide whether the following statements are T or F.
1. ( ) A document filed correctly can be the cause of a delay in a business transaction, resulting in frustration and irritation to the staff concerned.
2. ( ) In a small firm, there may be a central filing system into which all documents are stored.
3. ( ) Information can be found quickly for reference purposes.
4. ( ) Nowadays, we still need to store papers into bulky filing cabinets in spite of developments in electronic data storage.
5. ( ) Back-up paper copies are needed which increase the amount of material to be stored.
T
F
F
T
F
Task Three Translate the following sentences from the text into Chinese.
1. Only when the filing system is efficient can the office function properly.
_________________________________________________
2. Records, whether they are in their original paper form or processed electronically, must be filed accurately so that they can be retrieved instantly.
__________________________________________________
相关记录不论是以原始的纸张形式还是经过处理的电子稿形式，都应该正确存放以便能及时获取。
只有当文件管理系统高效的时候办公室工作才能运转正常。
3. Time which would be wasted searching through multiple documents and sheets of paper is saved.
________________________________________________
4. In computerized filling system, information is kept by using different types of software packages such as database and spreadsheet.
________________________________________________
5. Information will not be able to be retrieved when there is a power cut or a system breakdown.
_________________________________________________
当断电或系统崩溃时将无法获取信息。
可以节省因在大量文件和纸张中寻找浪费掉的时间。
在电脑化的文件管理系统中，可以使用不同类型的软件来储存信息，如数据库和空白表格程序。
Part C Keeping Information Safe
Pre-reading Questions

What is importance of information to an organization
How to deal with information and prevent them from being breached and leaked
Task One Fill in the blanks with the expressions given below. Change the form when necessary.

breach; leak; suspicious; duplicate; lest; shredder;
switch off; potential; warn off; regularly
1.I'm __________ of the government's intentions.
2.Be sure to _____________ the light when you leave the office.
3.He picked up the agenda sheets and fed them into a ______________.
4.If you cannot come to term with it, eventually you will ______________ the policies and be forced to leave the business in disgrace.
suspicious
switch off
shredder
breach
5.We meet ____________ to discuss business.
6.He opened the door with a _____________ key.
7.He denied that he had _______________ the news to the press.
8.The road was closed to traffic after the accident, and the police were ______________everyone.
9.We dare not play jokes on him ____________ he should become angry.
10.The dispute has scared away _____________ investors.

breach; leak; suspicious; duplicate; lest; shredder;
switch off; potential; warn off; regularly
regularly
duplicate
leaked
warning off
lest
potential
Task Two Choose the best answer according to the text.
1. Which of the following behaviors is NOT right for Security of Paper Documents
A. Documents should be filed immediately.
B. Leave documents on desks.
C. Documents should be stored in fireproof cabinets.
D. Filing cabinets should be kept locked.
2. Any confidential or secret documents no longer required should be put in the __________.
A. waste paper bin B. drawer C. shredder D. filing cabinet
3. The word “confidential” means __________.
A. widely known or commonly encountered
B. worthy of notice
C. showing concern for the rights and feelings of others y.
D. of information given in confidence or in secret
D
B
C
4. Which of the following behaviors is NOT right for Security of Computerized Documents
A. Keep back-up duplicate copies of disks in a secure place.
B. Keep the password confidential but never changed.
C. Use codes, known only to users, for document file access.
D. Use write-protect tags on system disks against attacks.
5. Which of the following attention should not be paid to ensure computer security
A. Save data occasionally.
B. Computers may have an alarm system fitted to warn off potential thieves.
C. Exit programs correctly and close off applications when leaving the desk.
D. Properly place the computer, lest the screen be read by visitors or passers-by.
A
B
Part E Banked Cloze
A) durable B) cabinet C) cases D) concerning E) archive
F) storing G) number H) file I) counterpart J) programs
Computer File
A computer file is a block of arbitrary information, or resource for ______________(1) information, which is available to a computer program and is usually based on some kind of durable storage. A file is ______________(2) in the sense that it remains available for programs to use after the current program has puter files can be considered as the modern ______________(3) of paper documents which traditionally are kept in offices’ and libraries’ files, and this is the source of the term.
F. storing
A. durable
I. counterpart
Information in a computer file can consist of smaller packets of information that are individually different but share some trait in common. For example, a payroll file might contain information ______________(4) all the employees in a company and their payroll details; each record in the payroll file concerns just one employee, and all the records have the common trait of being related to payroll—this is very similar to placing all payroll information into a specific filing ______________(5) in an office that does not have a computer. A text file may contain lines of text, corresponding to printed lines on a piece of paper.
The way information is grouped into a file is entirely up to how it is designed. Most computer files are used by computer ______________(6) which create, modify or delete the files for their own use on an as-needed basis. The programmers who create the programs decide what files are needed, how they are to be used and (often) their names.
D. concerning
B. cabinet
J. programs
In some ______________(7), computer programs manipulate files that are made visible to the computer user. For example, in a word-processing program, the user manipulates document files that the user personally names. Although the content of the document file is arranged in a format that the word-processing program understands, the user is able to choose the name and location of the ______________(8) and provide the bulk of the information (such as words and text) that will be stored in the file.
Many applications pack all their data files into a single file called ______________(9) file, using internal markers to discern the different types of information contained within. The benefits of the archive file are to lower the ______________(10) of files for easier transfer, to reduce storage usage, or just to organize outdated files. The archive file must often be unpacked before next using.
C. cases
H. file
E. archive
G. number

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