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Dialogue 4
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A: Miss Chen, do you know the filing system in our company?
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A：陈小姐，你知道本公司的归档系统吗？
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B: Yes. I attended a training class before I started work in this office.
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B：是的。我来办公室开始工作前参加了一个培训班。
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A: What is the essence of filing, do you know?
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A：你知道归档的要素吗？
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B: Yes, I do. The essence of filing is to bring together in a single folder or file all papers relating to a particular subject.
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B：是的，我知道。归档的要素是把档案存入档案夹内或把所有的文件归入一个特定的编目。
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A: That means “one customer, one file”.
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A：那就是说“一户一档”。
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B: And each file should be named clearly, either in block capitals or in jet-black typed capitals.
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B：而且每个档案名称清晰，或者用印刷体大写字母或者用黑体字大写字母。
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A: That’s right. And how should the filing materials be sorted into order?
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A：对。要入档的材料如何分类呢？
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B: There are five basic methods of classifying materials for filing: alphabetical, numerical, alpha-numerical, geographical, and by the subject.
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B：归档材料分类有5种基本方法：按字母、按数字、按字母与数字、按地理区域和按专题分类。
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A: You have a good memory, Miss Chen.
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A：陈小姐，你的记性真好。
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B: One thing I think is also very important.
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B：我认为还有一件事很重要。
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A: What’s that?
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A：什么呀？
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B: If individual papers must be removed from the files, markers should be used for all absent files so that one can know where the papers are.
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B：如果要从档案中抽出个别文件，要在抽出的地方作个标记，这样就能知道那些文件的去向。
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