Cavite State University- Indang Campus

Home Economics, Vocational and Technical Education

Department

Indang, Cavite

TOUR 23- APPLIED BUSINESS TOOLS

AND TECHNOLOGIES
Module 4. Administrative and Clerical
Procedures

Compiled by:
This module belongs to:
Maizie Anne S. Modesto
Instructo
r ________________________________
 Preface

This module intends to identify the processes that are involved with
documentation, and the types of documentation that may be found in hospitality
office environments. Processing of documents may include (but is not limited to)
recording receipt or sending of documents, mailing (including bulk mailing),
photocopying, faxing, e-mailing, collating, binding, and banking.

This module also aims to provide relevant knowledge and information in

carrying out various administrative and clerical procedures in tourism and hospitality
industry such as managing office supply inventory, client support, record-keeping,
and general assistance.

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 Table of Contents

Learning Objectives ………………………………………………………………………1

Instructions to the learner ………………………………………………………………1

Pre-Test …………………………………………………………………………………….2

Learning Topics: Administrative and Clerical Procedures

A. Basic Documentation used in Tourism and Hospitality ……………………..3

1. Keywords and Concepts ……………………………………………….3

2. Common Office Documents ……………………………………………5

3. Processing Documents …………………………………………………5

B. Office Equipment ………………………………………………………………..6

1. Different Types of Computers ………………………………………….6

2. Hardware versus Software ……………………………………………..6

3. Maintenance ……………………………………………………………..9

C. Drafting Correspondence …………………………………………………….10

1. Spelling Rules…………………………………………………………..10

2. Steps in Good Writing …………………………………………………13

3. Different Letter Styles ………………………………………………….14

D. Maintaining Document System ……………………………………………….17

1. Filing Techniques ……………………………………………………….17

2. Storing, Deleting, Retrieving, and Emptying Files …………………..18

E. Basic Troubleshooting Tips ……………………………………………………20

Post-Test …………………………………………………………………………………..23

Key to Correction ………………………………………………………………………..24

References ………………………………………………………………………………..25
 LEARNING OBJECTIVES

After the completion of this module, the student will be able to:

1. identify office documents used in tourism and hospitality industry;

2. process documents with appropriate office equipment in accordance with
enterprise procedures and within designated timelines;
3. identify and rectify and/or report malfunctions promptly in accordance with
enterprise procedures;
4. use office equipment to process documents; and
5. perform administrative and clerical procedures such as drafting correspondence,
maintaining document system, filing and retrieving documents and basic
troubleshooting

INSTRUCTIONS TO THE LEARNER

• Answer the pre-test questions before reading the learning topics covered in this
module.

• The pre-test will serve as a diagnostic exam which will gauge the level of your
knowledge regarding the topics.

• Make sure to read the lecture notes thoroughly and jot down unfamiliar terms and
take time to research its definitions by any means possible.

• Several learning activities and supplementary readings are required for some
topics which will further enhance your comprehension and understanding about the
subject matter so make sure to accomplish them.

• You may also be asked to watch video clips related to certain topics so please be
mindful of footnotes regarding the links to such learning materials.

• Do not forget to answer the post-test after completing this module since it is one of
the tools in assessing what you have learned from the included topics.

• Should there be any clarification or queries, feel free to communicate your

concerns with your instructor through any means possible and within the specified
consultation hour/period.

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 PRE-TEST

True or False. Write T if the statement is correct and F if the statement is false.

___________1. A database is a computer software program used to store and

organize a range of records and data.

___________2. Ergonomics is an important concept in ensuring that the workplace

environment is conducive for efficient and productive work.

___________3. Guest mails, client records, memos and letters are part of the

common office documents.

___________4. Cleaning of the office hardware such as the monitor, mouse and

keyboard is part of the routine maintenance of equipment.

___________5. Applications such as MS Office, Keynote, Google Chrome and

Internet Explorer are all examples of computer software.

___________6. The memory is a part of the system unit which serves as a

permanent storage space for data.

___________7. A memo and business letter practically refers to the same document.

___________8. Misspelled words and grammatical errors are acceptable mistakes in

drafting business documents.

___________9. The Full Block Style is considered as the more attractive and

modern style of layout in writing letters.

___________10. Knowing how to file the documents properly as well as

troubleshooting basic problems in computers are part of the administrative and

clerical duties.

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 Chapter 4

Administrative and Clerical Procedures

“To create something exceptional, your mindset must be relentlessly focused on the smallest
detail.”
– Georgio Armani
__________________________________________________________________________________

A. BASIC DOCUMENTATION USED IN TOURISM AND HOSPITALITY INDUSTRY

• Keywords and Concepts

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Common Office Documents
• Guest mail

• Customer records

• Incoming and outgoing correspondence, letters, facsimiles, memos and reports

• Menu and stock inventory

• Banquet orders

• Financial records, invoices and receipts

• Business letters

• Minutes of the Meeting

Processing Office Documents

• Recording receipt or sending of documents

• Mailing (including bulk mailing)

• Photocopying

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• Faxing

• E-mailing

• Collating and binding

• Banking

B. OFFICE EQUIPMENT

A computer (also referred to as a

PC) can be used for various
functions e.g. word processing,
spreadsheets, databases, business
accounting, desktop publishing,
accessing the Internet, sending
email, playing games, movies,
music etc.

Parts of a Computer

• Monitor (or Screen or VDU - Visual Display Unit) -enables the operator to view
data (and to alter it before printing it out).

• System Unit containing CPU (Central Processing Unit) -can contain storage
devices such as a hard disk, floppy disk drive and CD ROM drive. A chip (called a
Central Processing Unit) within the system unit processes data and relays
messages to and from the keyboard, monitor, disk drives and printer.

• Keyboard -has the standard QWERTY layout with extra keys for specific functions.
The name comes from the first six letters (keys) appearing in the top left letter row
of the keyboard, read left to right: Q-W-E-R-T-Y.
• Speakers -play sound when sound-capable features are accessed on the
computer.
• Mouse -used to select menu options, text and graphics displayed on the monitor.
• Printer -is used to print text and graphics onto paper.

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Different Types of Computers

1. Notebook or Laptop -These are portable computers which are used by people
“on the go”. A notebook is similar in size to a standard book. A laptop is larger than
a notebook. They are both lightweight, very convenient but are not as fast as a
fixed PC, have a shorter battery life and can easily be damaged if not taken care
of.

2. Touch Screen PC -This is a PC that can be held in the hand. A touch screen
looks similar to a notebook/laptop monitor, though they can vary in style. A special
pen is used to access different menu options on the touch screen. There is no
keyboard or mouse.

3. Palmtops -Mini computers are designed to perform basic computer functions and
fit in the palm of the hand. Many are used in conjunction with a normal PC. There
are different styles available. You can transfer data from your PC to the Palmtop
as reference or to edit on the go. The palmtop is not as powerful as a PC.
Palmtops can be connected to the internet, or to a PC and are useful when
travelling to send and receive email.

4. Tablets/Ipads and Iphones -Ipads and android tablets are a combination of a

modern smart phone and a laptop computer. Business owners often use tablets to
get tasks done on the run, create presentations for meetings and update websites
and blogs. They are lightweight, compact and affordable. They can easily be
synchronized with your computer when returning to the office.

Hardware versus Software

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Hardware pertains to the physical components of a computer system, that is,
everything that you can touch. Examples include: computers, digital cameras,
modem/routers, printers, fax machines, hard drives etc.

The software refers to the programs used on a computer which includes system
software (such as Windows, Mac OS etc.) and application software such as
Microsoft Word, Microsoft Excel, etc. System software is necessary in order to run a
computer and all applications within it. Additional examples include web or internet
browsers such as Google, Safari and Windows Explorer, cloud services and file
sharing applications like Dropbox, Google Drive and AirDrop.

The System Unit

Hard Disk, Floppy Disk, USB/Memory sticks and CD ROM Drives

Drives are used to store and access data. A hard disk drive is a permanent storage
device within your computer. Floppy disk, USB/Memory sticks and CD ROM drives
allow you to read data from portable media (CDs, floppy disks and external hard
drives).

Video Card

A video card fits inside your computer and determines the resolution (fineness of
information) and number of colors your monitor can display. In addition to color,
some video cards allow the display of graphics such as graphs, circles and
geometric designs as well as text.

Memory

The memory is not a permanent storage place for information. It is only active while
your computer is turned on. When your computer is turned off the memory is erased
from the computer. This is called Random Access Memory (RAM). To avoid losing
your work you should save data on an external hard drive or a disk (i.e. hard disk or
floppy disk) for permanent storage.

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 ROM (Read-Only Memory)

ROM holds data/instructions relating to your computer e.g. ROM may store small
programs that can change the configuration of your computer. The data/instructions
held within ROM memory cannot be altered. When your computer is turned off the
data/instructions within ROM will remain.

RAM (Random Access Memory)

RAM is a set of memory chips that hold data temporarily. This data can be accessed
and edited as required. When you turn off your computer the data stored within RAM
is lost. When you open a program, it is placed in RAM. When you exit a program, it is
removed from RAM. If a machine crashes, all that is in RAM, i.e. programs and/or
data, is lost.

Important to Remember!

1. Proper booting, logging on and logging off

2. File management program
3. Saving, closing and printing files

Maintenance

Preventive maintenance
- Cleaning of your keyboard, monitor and mouse
- Clearing paper jams, changing cartridges and cleaning the
- Even printer paper require correct storage to ensure that they will be usable when
required

Routine maintenance
It is important that routine maintenance of business technology is carried out on a
regular basis to ensure minimal breakdowns.
Regular servicing by qualified or manufacturer-approved technicians will ensure that
all equipment is in the best condition possible to minimize breakdowns.

Technology Consumables: Printer ribbons, ink cartridges, CD-Rs, etc.

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C. DRAFTING CORRESPONDENCE

Spelling Rules

According to www.grammarly.com, there are five basic spelling rules worth

remembering, they are as follows:

Spelling Rule 1: I Before E, Except After C

The rule goes like this:
I before E, Except after C, unless it sounds like A, as in neighbor or weigh
There are many exceptions to this rule—maybe it’s better to think of it as a guideline
—but it can be helpful with words like the ones below.
• I before E
Would you like a piece of cake? Jerry will believe anything. They’re planting new
grass on the football field .
• Except before C
Darnell received an A on his spelling test. Jeremy spotted a spider on the ceiling . I
never expected such deceit from you!
• Unless it sounds like A
Our neighbors live in a beige house. How much does the kitten weigh ?

Here’s a tip: It’s a good idea to memorize these common exceptions to the rule:
seize, either, weird, height, foreign, leisure, conscience, counterfeit, forfeit, neither,
science, species, sufficient

Spelling Rule 2: Adding Suffixes to Words that End in Y

• When you add a suffix that starts with E (such as -ed, -er, or -est) to a word that
ends in Y, the Y usually changes to an I.
Cry – cried – crier
Dry – dried – drier
Lay – laid (note the irregular spelling: no E)
Baby – babies
Family – families
Ugly – ugliest

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 This is the dustiest old house I’ve ever seen. The best bakers make the flakiest pie
crusts. The soup needs the tiniest pinch of salt, and then it’s perfect. Seawater dries
out your skin.

• The Y doesn’t change for the suffix -ing.

The baby has been crying for almost an hour. The minute we brought in the new
puppy, our mother began laying down sheets of newspaper. We should spend some
time tidying before the guests arrive.

• If the word in question has two consonants before the Y, change the Y to I before
adding the suffix - ly.
Sloppy – sloppily
Happy – happily
Scary – scarily

Funnily enough, I said the same thing just yesterday.

• Of course, there are always exceptions:

“Funny,” he said dryly .

Spelling Rule 3: The Silent E

• Typically, an E after a consonant at the end of a word is silent, but it does affect the
way you pronounce the vowel that comes before the consonant. The E makes the
vowel sound of the word (or syllable) long (like the I sound in kite) instead of short
(like the I sound in kitten). It’s important to get the silent E right, because its
presence or absence can change the meaning of a word.

The monkey bit me. Keep your fingers out of the cage: the monkeys bite .
-By adding the E to the end of bit, the word is changed from past to present tense.

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 Don’t cut yourself on the sharp knives. The kitten is really cute .
-In this case, the silent E creates a completely different word.

• When adding a suffix like -ed, -er or -est, the silent E is usually dropped from the
end of the root word.

The dog bared his teeth at the mail carrier. The baby’s eyes were the bluest I’d ever
seen.

Spelling Rule 4: Double Consonants

• Watch out for double consonants. It can be difficult to hear them when a word is
said aloud—especially if the word has only one syllable. Double consonants are
frequently found in words that have suffixes added to them:

I dropped the heavy bags to the floor. Someone called for you earlier.

• Some words can be pronounced as either one or two syllables, but the spelling
remains the same:

Blessed are the meek for they shall inherit the Earth.
In this sentence, which is a fixed expression, blessed is pronounced as two syllables:
bless-ed.

The father blessed his son before the wedding.

In this sentence, blessed is pronounced as one syllable: blest.

• Be particularly careful with words where a double consonant can change the
pronunciation and the meaning of the word.

Cacti are native to the desert . Would you like ice cream for dessert ?

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Spelling Rule 5: Plural Suffixes
• When do you add - s and when do you add - es to make a plural? It’s not quite as
arbitrary as it may seem. The rule is this: if a word ends in - s, - sh, - ch, - x, or - z,
you add - es.

I only had to take one bus; you had to take two buses. I only get one wish; you get
two wishes. I have a splotch on my shirt; you have two splotches. I’m carrying one
box; you’re carrying two boxes. Would you like a spritz of perfume? Two spritzes,
please.

• For all other endings, add - s.

I have one cat; you have two cats. I have one cup; you have two cups. I have one
shoe; you have two shoes. Where is my other shoe? I have one ski; you have two
skis. How am I supposed to ski? I have one toque; you have two toques.

• Be careful of words that don’t change when they’re pluralized (e.g., fish, sheep,
moose). If you’re unsure, check the dictionary.

• Be sure to also check out this list of commonly confused words to help you choose
the right spelling of words with similar meanings and pronunciations.

Steps in Good Writing

1. Be clear about your purpose.

2. Plan what you are about to say.

3. Draft your document.

4. Check and edit for any grammatical errors.

5. Type the final document

6. Let others proofread your work.

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 Different Letter Styles

Full Block Style Modified Block Style Semi Block Style

• Each part of the letter is • Recipient’s address and • Uses the same layout as
placed against the left-hand the salutation are placed Modified Block Style,
margin of the page (the against the left-hand except that the first line of
sender’s address, the date, margin. each paragraphis
the inside address and the • Each paragraph is indented from the left-
salutations). blocked against the left- hand margin.
• Supplementary parts such hand margin. • The most traditional and
as enclosures, file numbers • Sender’s address is conservative style among
blocked to the right the three layouts.
and copy notations are also
margin.
blocked.
• Date is in line with the
• Attractive, modern layout sender’s address.
that is easy to read. • The complimentary close
and signature blocks are
centered in line with the
writer’s address and the
date.
• More conservative style of
layout

Memorandum (Memo) versus Business Letters

A memorandum or commonly memo, is a usually brief written message or report

from one person or department, within a company/organization to another (Merriam-
Webster Dictionary). It is usually a communication that contains directive, advisory or
informative matter.

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A business letter is a type of letter which serves as a means of communication,
written for various commercial purposes. These may include a business deal or
proposal, complaint, warning, notice, invitation, declaration, information, apology and
other corporate matters (www.targetstudy.com/letters/business-letter/).

Sample Memo Sample Business Letter

Writing Routine Letters

• Opening Paragraph - refer to the communication they sent you.
For example: “Here is the information you asked for in your letter of 12 November…”
“In your letter dated on the 9th of June, you asked for…"
“In response to your your request made last September
17…”
• Middle Paragraphs - provide the compete details and information on the matter.
For example: “I have enclosed a brochure detailing our hotel…”
“Attached herewith are the minutes of the meeting for the last quarter…”
• Ending Paragraph - include a goodwill closing message.
For example: “If I can be of any further assistance please don’t hesitate to contact
me on the above contact numbers.”

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Writing Good News Letters
• Opening Paragraph - write about the good news.
For example: “Although the warranty on your heater ended six months ago, we have
decided to replace it without further charge."
"We overestimated the costs of repairs to your roof. The account will be $700.00
less than we
anticipated.”
• Middle Paragraphs - provide the compete details and information on the matter.
For example: “Our repair staff have thoroughly tested the heater over three months
and found that…"
• Ending Paragraph - repeat stating the good news.
For example: “Please call our office to make a suitable time for our plumber to fit
your new heater.”
“Our cheque for seven hundred dollars is enclosed in this mail.”

Good News Letters

1. Inquiry - asks others to share information and ideas.

2. Request - seeks a specific action or favor.

3. Acknowledgement - acknowledges requests for information, order confirmation,

supply inventory and expresses gratitude to the receiver.

4. Introduction - aims to maintain contact and create goodwill and the opportunity for
future sales or business.

Writing Bad News Letters

• Opening Paragraph - allude to the situation with a neutral comment.
For example: “The heating unit that you returned has been checked by our
laboratory. "
"The cost of the repairs to your roof which we originally estimated at $8000 can
now be compared with the actual costs of the
materials.”
• Middle Paragraphs - provide the compete details and information on the matter.
State the bad news and provide workable alternatives.
For example: “In the process of installation your heater has received some damage
which has stopped the flow of water into the unit. Broken pipes may result from
improper positioning during installation or from mistreatment of the pipes once they
are in place.”

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• Ending Paragraph - close with a neutral or positive statement.
For example: “We can recommend an excellent tradesman to correctly install one of
our new heaters. Thank you for thinking of us for your heating needs.”

Rule of 7C’s

When writing Business Correspondence we

generally consider the rule of the “7 Cs ". This means that all of
your work should be:
CLEAR
CONCISE
COMPLETE
CORRECT
COURTEOUS
CLEAN
CHECKED

D. MAINTAINING DOCUMENT SYSTEM

Filing Techniques

1. Alphabetical - The most commonly used method of filing, the alphabetical

system, places files in alphabetical order according to the customer or business
name e.g. the telephone book.

2. Numerical - Each file or piece of information is filed in number order, from lowest
to highest, according to the number on the document (for example, invoice
number) or the customer number.

3. Geographical - Information is indexed alphabetically according to geographical

location. States/Provinces are indexed first, followed by the city, town or suburb,
then other appropriate information e.g. customer name.

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4. By subject - Records are sorted according to the subject matter and filed
alphabetically. This allows information on the one topic, or subject, to be easily
located.

5. By Keyword - A particular word is used as the subject classification and specific

descriptors are also allocated to further classify the information. Keyword systems
are usually used in large organizations where the keywords are specifically
designated

6. Chronological - Chronological filing is used in conjunction with other filing

methods and involves sorting records according to their date. In a client file for
example, correspondence would be filed with most recent on top. Copies of
Purchase Orders would be filed with the most recently sent order on top.

Storing, Deleting, Retrieving and Emptying Files

Storage of data

Most data is stored on a computer’s hard

drive. It is important to understand a
computer’s file management system in order
to save work in the right place. Data is stored
in folders (or directories) and sub-folders (or
sub-directories), similar to a paper-based
filing cabinet.

MS Windows Directory

Other than on the hard drive, data may also be stored on:
1. USB memory sticks
2. External hard drives: important in case of computer failure to safeguard large
amounts of information
3. Floppy disks or CD Roms: remember that a limited amount of information can be
stored here, so it is a good idea to compress the file to accommodate large amounts
of data. They are becoming obsolete, in favor of the above.

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 Deleting Temporary Files

Temporary files are backup files that are automatically created by the computer
in case a document is lost.

Temporary files can be found on the C drive in the following 3 locations:

C:\Temp
C:\Windows\Temp
C:\Windows\Temporay internet files.

To delete these files:

Click on a file on the right of the screen and press Ctrl A (select all)
Click on the delete button or press the Delete key, and click on Yes. If you
receive any further messages about files, click on No.

Retrieving a Document

Windows Explorer

- Go to Computer icon on your desktop

OR go to “Start”

- “Search”

- “All files and folders”

- Fill in the information that is known, as

shown:

Emptying the Recycling Bin

- Double click on the Recycle Bin icon

- Choose [File] Empty Recycle Bin, then click on Yes

- Close the Recycle Bin.

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E. BASIC TROUBLESHOOTING TIPS

According to www.edu.gcfglobal.org, here are some of the common problems and

possible solutions when dealing with computers:

Problem: Power button will not start computer

Solution 1: If your computer does not start, begin by checking the power cord
to confirm that it is plugged securely into the back of the computer case and the
power outlet.
Solution 2: If it is plugged into an outlet, make sure it is a working outlet. To
check your outlet, you can plug in another electrical device, such as a lamp.
Solution 3: If the computer is plugged in to a surge protector, verify that it is
turned on. You may have to reset the surge protector by turning it off and then back
on. You can also plug a lamp or other device into the surge protector to verify that it's
working correctly.
Solution 4: If you are using a laptop, the battery may not be charged. Plug
the AC adapter into the wall, then try to turn on the laptop. If it still doesn't start up,
you may need to wait a few minutes and try again.

Problem: An application is running slowly

Solution 1: Close and reopen the application.
Solution 2: Update the application. To do this, click the Help menu and look
for an option to check for Updates. If you don't find this option, another idea is to run
an online search for application updates.

Problem: An application is frozen

Sometimes an application may become stuck, or frozen. When this happens, you
won't be able to close the window or click any buttons within the application.
Solution 1: Force quit the application. On a PC, you can press (and hold)
Ctrl+Alt+Delete (the Control, Alt, and Delete keys) on your keyboard to open the
Task Manager. On a Mac, press and hold Command+Option+Esc. You can then
select the unresponsive application and click End task (or Force Quit on a Mac) to
close it.
Solution 2: Restart the computer. If you are unable to force quit an
application, restarting your computer will close all open apps.

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Problem: All programs on the computer run slowly
Solution 1: Run a virus scanner. You may have malware running in the
background that is slowing things down.
Solution 2: Your computer may be running out of hard drive space. Try
deleting any files or programs you don't need.
Solution 3: If you're using a PC, you can run Disk Defragmenter. To learn
more about Disk Defragmenter, check out our lesson on Protecting Your Computer.

Problem: The computer is frozen

Sometimes your computer may become completely unresponsive, or frozen. When
this happens, you won't be able to click anywhere on the screen, open or close
applications, or access shut-down options.
Solution 1: (Windows only): Restart Windows Explorer. To do this, press and
hold Ctrl+Alt+Delete on your keyboard to open the Task Manager. Next, locate and
select Windows Explorer from the Processes tab and click Restart. You may need to
click More Details at the bottom of the window to see the Processes tab.

Solution 2: (Mac only): Restart Finder. To do this, press and hold

Command+Option+Esc on your keyboard to open the Force Quit Applications dialog
box. Next, locate and select Finder, then click Relaunch.

Solution 3: Press and hold the Power button. The Power button is usually
located on the front or side of the computer, typically indicated by the power symbol.
Press and hold the Power button for 5 to 10 seconds to force the computer to shut
down.
Solution 4: If the computer still won't shut down, you can unplug the power
cable from the electrical outlet. If you're using a laptop, you may be able to remove
the battery to force the computer to turn off. Note: This solution should be your last
resort after trying the other suggestions above.

Problem: The mouse or keyboard has stopped working

Solution 1: If you're using a wired mouse or keyboard, make sure it's
correctly plugged into the computer.
Solution 2: If you're using a wireless mouse or keyboard, make sure it's
turned on and that its batteries are charged.

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Problem: The sound isn't working
Solution 1: Check the volume level. Click the audio button in the top-right or
bottom-right corner of the screen to make sure the sound is turned on and that the
volume is up.

Solution 2: Check the audio player controls. Many audio and video players
will have their own separate audio controls. Make sure the sound is turned on and
that the volume is turned up in the player.

Solution 3: Check the cables. Make sure external speakers are plugged in,
turned on, and connected to the correct audio port or a USB port. If your computer
has color-coded ports, the audio output port will usually be green.

Solution 4: Connect headphones to the computer to find out if you can hear
sound through the headphones.

Problem: The screen is blank

Solution 1: The computer may be in Sleep mode. Click the mouse or press
any key on the keyboard to wake it.
Solution 2: Make sure the monitor is plugged in and turned on.
Solution 3: Make sure the computer is plugged in and turned on.
Solution 4: If you're using a desktop, make sure the monitor cable is properly
connected to the computer tower and the monitor.

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 POST-TEST

I. Identification

____________1. It refers to the method of storing files just in case an emergency/

unexpected situation occurs.

____________2. The most useful office equipment used for various document
processing such as e-mailing, researching and communicating.

____________3. These are a combination of a modern smart phone and a laptop

computer.

____________4. A type of letter which serves as a means of communication, written

for various commercial purposes.

____________5. Letter style which has the recipient’s address and the salutation
placed against the left-hand margin.

____________6. A usually brief written message or report from one person or

department, within a company/organization to another.

____________7. The type of maintenance done when a device or its components

are serviced to rectify a specific fault.

____________8. Part of the system unit which determines the resolution and
number of colors your monitor can display.

____________9. Paper, toner, bulbs and other items that must be constantly
replaced as they are used up or consumed by office equipment.

____________10. A set of memory chips that hold data temporarily.

II. Enumeration

1-6 Different Filing Techniques

7-10 Types of Computers

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 KEY TO CORRECTION

PRE-TEST
1. T
2. T
3. T
4. F
5. T
6. F
7. F
8. F
9. T
10.T

POST-TEST
I. Identification II. Enumeration

1. Backup 1. Alphabetical
2. Computer 2. Numerical
3. Geographical
3. Tablets/Ipads 4. By subject
5. By keyword
4. Business letter 6. Chronological
5. Modified Block style
7. Notebooks/laptops
6. Memorandum 8. Touch screen PC
9. Palmtops
7. Non-routine maintenance 10. Tablets/Ipads
8. Video card
9. Technology consumables
10. Random Access Memory (RAM)

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 REFERENCES

• ASEAN (2012). Toolbox Development for Priority Labour Division. Australian

Government’s aid program. ASEAN-Australia Development Cooperation Program
PhaseII

• www.edu.gcfglobal.org

• www.grammarly.com

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