CARIBBEAN EXAMINATION COUNCIL

SCHOOL BASED ASSESTMENT

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

NAME:
SHAKERIA FRANCIS

CENTRE NO:

CANDIDATE NO:

TEACHER:
MISS. MACKINLEY
 TABLE OF CONTENTS
CHAPTERS PAGE
Introduction 1

Acknowledgement 2

Letters
Blocked Style letter 3-4
Circular letter 5

Manuscript 6-7

Tabulation

A notice with an agenda

Invitation

Organizational Chart

Will with Endorsement

A contract of Employment
 A TWO PAGE BLOCKED STYLE LETTER

National Association of Document Managers

Castries
St Lucia

Ref: 1234567 11th January 2012

Ms Burnadette Hamil
34 Main Street
Castries
St Lucia

Dear Ms Hamil,

INVITATION TO QUARTERLY MEETING

I am very pleased to invite you to attend the next quarterly meeting of the National Association
of Document Managers. The breakfast session will be held at the Sparkling Waters on the last
Wednesday in March.

This event promises to be a special one as the guest speaker will be Ms Dawn Segree, the
President of the Caribbean chapter of the International Society for Records Management. This
will be the first that Ms Segree will be visiting St Lucia and we hope to make it a very special
time for her.

There will be opportunities to ask questions and discuss document management issues on which
you would like advice. The event will open at 8am and will begin with informal networking
between delegates. The guest speaker will be introduced at 9am and her talk will last for
approximately half an hour.

Refreshments will be provided. We ask that you provide details of any dietary requirements
when you confirm attendees from your organisation.

Topics to be discussed include:

1. Retention of Files.
This will archiving issues as well as legal limits for retaining electronic files.
PAGE 2 OF 2 11TH JANUARY 2012 MS.BURNADETTE HAMIL

2. Tracing Document Versions.

This is a necessary procedure for every company and promises to be insightful.

3. Manual and Electronic Filing Systems.

The advantages of using an electronic filing system will be examined and a representative
from Bell Document Company will lead a case study.

4. Data Protection Issues.

This talk will look at a company’s responsibilities in relation to the protection of client
and a supplier data when held in company files.

The event will be recorded for transmission on the national radio station in St Lucia. The
recording will be broadcast on 1st April in their ‘Business Affairs’ programme that airs at
5pm. When you arrive at the venue you will be asked to sign an agreement permitting use
of your comments in the recording. If you do not wish your comments to be included, we
kindly ask you do not contribute to the main discussion. There will be opportunities for
discussion that will not be included in the recording at the beginning and end of the
event.

Kindly contact us by email and let us know how many persons from your organisation
will be in attendance.

We look forward to see you in March

Taneisha Bigby
Secretary
 A CIRCULAR LETTER WITH TEAR OFF

December 2007

Dear Workers

A SOFT SOLUTION TO HARD PROBLEMS

At a time when all your household bills are rising let us tell you of a way you can cut it back! The answer
is a water softener that can help with many hard problems. Here are some:

1 it cuts down the amount of soap, shampoo and detergent you need to buy.

2 clothes come softer from the wash and last longer, this applies particularly to woollens.

3 maintenance and service costs are reduced on appliances like dishwashers and washing machines,
which can be ruined by hard water.

4 steam iron and kettles last longer for the same reason.

Complete the coupon below and post at once in the enclosed addressed envelope. By return we will
send you a lot more information about water softeners.

Yours faithfully

D Adams

Marketing Manager

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Name.......................................................................................................................................
Address. ..................................................................................................................................
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..............................................postcode.....................................................................
 MANUSCRIPT AND REPORT WRITING

This report describes one acceptable form for typing manuscripts and reports. Follow these
guides carefully.

Spacing and Margins

The form selected depends on the use of the document. Reports prepared for use in the business
office as a means of internal communication are often typed single spaced liker inter office
memorandum. Manuscripts, school reports and formal reports to be submitted for publication
should be double-spaced. The margins to be used vary depending on the style of the manuscript.
Left-bound, top-bound or unbound.

Heading and Subheading

MAIN HEADING: The main heading is typed in all caps and centred over the line of writing
followed by one blank line space (double space): if a secondary heading is used there should be
two (2) blank line space (triple space): the secondary heading is typed in a double line space
below the main heading with only main words capitalized: followed by (2) blank line spaces
(triple space).

Side Heading: main words of the side heading begin with capital letters. The headings are typed
underlined, even with the left margins, and with no terminal punctuation. A triple space is left
below a side heading.

Paragraph Heading: A paragraph heading is indented, underlined and followed by a period.

Most often only the first word and proper nouns are capitalized.

PLACEMENT OF FOOTNOTES, ENDNOTES AND EXPLANATORY NOTES

Footnotes: The preferred placement of footnotes is in numerical order ending.

___________________________

*When only one explanatory note is needed: it is referenced with an asterisk (*) about 1 inch
from the bottom of the page. Separating the footnotes from the body of the report is a single
space and a 11/2inch dividend line. Footnotes are single-spaced with a double space between
them. On a partially filled page, footnotes may be typed at the bottom of the page or immediately
below the last line of the body of the report.

Endnotes: endnotes are placed at the end of the report or manuscript. They are usually listed in
alphabetical order. If, however, the references are numbered in the text, the endnotes must be
listed numerically to correspond with the order in which they are referenced in the body of the
report.

Explanatory Notes: when the written feels that a statement needs to be classified, an
explanatory note is used, and placed as footnotes would be. If more than one explanatory note is
used, the notes are referenced in numerical order throughout the body of the report.

BIBLIOGRAPHY:
A bibliography is used, in the final part of the report and is typed using the same margins as the
first page of the report. It is arranged alphabetically with the page(S) numbered appropriately.

Title Page:
The arrangement of the title page varies depending on the information needed. It usually contains
the name of the report and other identifying information in proximate centre of the page, and the
date on the lower half of the page.

Table of Content:
The table of content is typed after the report is finished because accurate page numbers must be
inserted into the table. The margins are the same as those for the first page of the report. Leader
dots, typed by alternating periods and spaces, separate the heading from the page numbered.
.

_______________________________
A model of a bibliography page is shown in the reference guide.

\
RULED TABULATION WITH OBLIQUE HEADINGS
A NOTICE WITH AGENDA
MINUTES OF A MEETING