Caribbean Examination Council

Electronic Document Preparation and

Management
General Proficiency
SBA PORTFOLIO

Name of Candidate: Akeem Miller

Registration No:

Centre: Munro College

Teacher: Ms Charm Adair

Territory: Jamaica

Year: 2023
Page 2 of 29

TABLE OF CONTENTS

LETTERS
Two Page Letter...........................................................................................4-6
Circular Letter..............................................................................................7-8
MANUSCRIPT
Report............................................................................................................10-11
Tabular Work...............................................................................................12
COMMITTEE
Agenda....................................................................................................14
Minutes of a Meeting................................................................................15-16

DISPLAY
Programme.................................................................................17-19
Organizational Chart.....................................................................20

LEGAL WORK
Agreement to Lease..........................................................................22-23
Contract of Employment...................................................................24-26
LETTERS
Page 4 of 29
Page 5 of 29
Page 6 of 29

Caribbean Examination Council

Electronic Document Preparation and
Management
General Proficiency
SBA PORTFOLIO

Name of Candidate: Akeem Miller

Registration No:

Centre: Munro College

Teacher: Ms Charm Adair

Territory: Jamaica

Year: 2023
Page 7 of 29

Ref V/1

25 September 2022

Mr Harry Chan
Main Road
Chaguanas

Dear Mr Chan

VACATION BENEFITS

In reply to your letter of 07 September 2022 re Vacation Benefits, I wish to inform you that
you are entitled to the Full Benefits for yourself with effect from the first of January next year
according to the Terms and Conditions of your employment.

The maximum value of your benefits is $5 000.00 which is the subject to income tax
deductions under the provisions of the law. As a result, your maximum benefits will be
calculated as follows:

(a) Income Tax $1 680.64

(b) Net Benefits $3 319.36

Your spouse shall also be entitled for Vacation Benefits in accordance with the Terms and
Conditions of your employment. In support of your claims, please forward documentary
proof of “marriage”:

1 Birth Certificate of spouse (with affidavit where necessary )

2 Marriage Certificate

In making your claims you are reminded that:

25 September 2022

Mr Harry Chan

1 The amount of your Vacation Benefits is calculated on an individual basis and you should

not exceed your allowances.

2 If the cost of your travel ticket is less than your Vacation Benefits allowance, the company

will pay the cost of hotel accommodation to the amount of the difference between the cost of

your travel ticket and your Vacation Benefits Allowance

3 If the whole amount of your Vacation Benefits Allowance is not utilized the remainder

cannot be used for any other purpose.

On completion of you arrangement fro travel, please ask your Travel to send me a statement

showing the following.

1. Itinerary

2. Cost of travelling

I will then dispatch a purchase Order to your Travel Agent who must forward to me an

Invoice and the ticket(s) before I can make any payment.

Should it be necessary for you to change or cancel travel arrangements, please inform me so

that the necessary action can be taken. Should you proceed on your vacation overseas, you

must submit your ticket stub(s) or electronic tickets to Human Resources Department within

one week of your resumption of duties for the completion of your vacation records.

Yours truly

TRINIPAC LIMITED
Page 9 of 29

Desmond Subnaik

Human Resources Manager

DS/yrs

CC Chief Accountant
The Factory Manager
Page 10 of 29

CIRCULAR LETTER
Millers Teas

MILLERS TEAS

30 Sept 2022
Miss Charm Adair
Teablends Speciality Teas 18765454554
Little Park
Saint Elizabeth

White Marl
Spanish Town
St. Catherine

Dear Customer

Teablends Speciality Teas

We are very pleased to receive your request for our speciality ministaries, and sincerity that
you enjoy, and found at least one to suit your taste. These samples are only representative of
ours total speciality range of teas. These are four other blend that make up the complement.

A special order from is attacked to enable you to try any one of these teas without paying any
more that you could for ordinary tea. Enclose a price list for all blends.

The Teablends speciality representative will be in your area for six months on a promotional
campaign and will be pleased to supply your order if you prefer not to order by post.

Yours Sincerely,
 Page 11 of 29

M Samuels
Marketing Manager

---------------------------------------------------------------------------------------------------------

Name_________________________________________________

Address__________________________________

Tel No________________________ Email___________________________

Page 12 of 29

MANUSCRIPT
Page 13 of 29

FILING SYSTEMS AND PROCEDURES

Procedures For Preparing Records For Filing

Records are very important to the smooth running of an organization. However, before

any document is filed, there are certain set procedures which must be followed. Collecting all

documents from the different departments to be filed must be collected at the agreed time and

put together. In an orderly manner.

Inspecting

After the papers have been orderly arranged, each document has to be examined to

ensure that it has been released for filing. A mark agreed upon will be put on each document,

example X.

Indexing

This involves deciding the name under which each document should be filed, example

the name of the firm, the name of the name of the writer or the name of the subject.

Coding

The next stage is to decide the mark on the document the correct indexing order,

example 1, 2, 3.
Page 14 of 29

Cross-referencing

Having decided the index order, card/sheet of each document they may be filed under

more than one name has to be prepared stating where the document is filed and placed in the

folder it is likely to be requested or put a photocopy of the document there.

Sorting

The next stage is to arrange documents in alphabetical order.

Purching

The final stage is to make holes on the documents to attach them on the folders.
Page 15 of 29

Tabular Work
EXAMINATION RESULTS

SURNAME FIRST NAME ENGLISH MATHS POA POB OA EDPM TOTAl AVERAGE RA

BRINSON MICHEAL 39 74 54 35 55 60 317 53

BROTMAN TONY 80 90 85 82 88 90 515 86

CRAWFORD RICHARD 60 36 44 93 76 84 393 66

GOLDFINGER RICHARD 18 25 30 33 35 40 181 30

HOFF PETER 66 80 66 54 34 45 345 58

LACARDI WILLIAM 83 66 58 34 82 54 377 63

MARTINEZ JEREMY 76 76 66 80 70 68 436 73

NAVARRO SEAN 42 35 34 35 37 52 235 39

PATRICK ERIK 90 56 95 45 68 50 404 67

RODRIGUEZ JUSTIN 68 64 73 55 52 62 374 62

SANTONSKY ANTHONY 56 66 67 68 65 65 387 65

SANTOS JOSHUA 78 50 90 50 86 85 439 73

Page 16 of 29

COMMITTEE DOCUMENTS
Page 17 of 29

Agenda
GOLDEN YEARS CITIZENS ASSOCIATION – ROCKEYVILLE BRANCH

A meeting of the committee of the Golden Years Citizens’ Association will be held at the
Rockyville Town Hall at 6:45 p.m. on Wednesday 22, 2023.

The Agenda is as follows:

1. Apologies for absence

2. Minutes of last meeting

3. Matters arising from the minutes

4. Correspondence

5. New matters

6. Any other business

7. Date of next meeting

Bernadine Harrichan
Secretary (Hon.)
Page 18 of 29

MINUTES OF A MEETING
GOLDEN YEARS CITIZENS’ ASSOCIATION-ROCKLEYVILLE BRANCH

Minutes of a Meeting

Presiding: Mr Francois Blaine, Chairman

Present: Mrs Karen Noughton

Mrs Prudence Smith-Keane
Mr Simeon Poon Yip
Mrs Bernadine Harrichan, Secretary

Absent: Ms Sueann Look Lai

Mr Eustace Friday

1. Welcome and opening After verifying that there was a quorum, the
meeting was declared open buy the chairman at
6:45 pm

2. Apologies for absence Mrs Harrichan communicated apologies for

absence on behalf of Ms Look Lai and Mr Friday

3. Minutes of last meeting The Minutes of the meeting held on 16 of

November were read. There were no errors so
Mr Poon Yip moved to confirm the minutes, The
motion was seconded by Mrs Noughton

4. Matters arising from minutes Mr Blaine reported that the proposal for the
construction of a wheelchair ramp for the Town
Hall was favourably received by the Mayor.
Further discussions will be held next month at the
Town Meeting.
Page 19 of 29

Mrs Smith-Keane said that Senior Citizens’

Aquarobics Program at Rockleyville Community
Swimming area got off to a good start with 12
participants. Several other residence have
expressed interest in joining. It may be necessary
to organize a second session if inters continues to
grow.

5. Correspondence The association has received an invitation

from the Rockleyville Chamber of commerce
to a seminar on financial management on the
31 of December from 9:45a.m to 2:00 p.m.
Refreshments will be served.
Page 20 of 29

Programme

Page 4
Page 21 of 29

Cocktails: 6:00 p.m

Contribution: US$

Printed by: Exclusive Designs

Shop #4, The Amex
Manchester, Shopping Centre
Mandeville, Jamaica
Page 22 of 29

Page 2

MENU

<<Scotch whisky and Sprite>>

<<Chilled Bailey’s Irish Cream>>
Opening Remarks
<<Cream of Vegetable Soup>>
Prayer ……………

<<Roast Beef with Horseradish Sauce>>

Welcome…………
<<Fresh Scotch Salmon and Salad>>
<<Roast Pork>>
Introduction of Gu
<<Pigeon Peas with Rice>>
<<Buttered Pumpkin>> Guest Speaker……
<<Medley of Fresh Garden
Vegetables>> Citations…………

Special Awards…
<<Chilled Fruit Juices>>

Vote of Thanks…
<<Strawberry Ice-Cream>>
<<Black Forest Cake>>
Page 23 of 29

Organizational Chart
BOARD OF DIRECTORS

GENERAL MANAGER

FINANCIAL EXECUTIVE TECHNICAL EXECUTIVE SALES EXECUTIVE

ADVERTISING
CHEIF CASHIER FACTORY MANAGER
MANAGER

SALES
CHEIF BUYER
CHEIF DESIGNER MANAGER

TRANSPORT
SECRETARY
MANAGER
Page 24 of 29

LEGAL DOCUMENTS
Page 25 of 29

Agreement to lease
The equipment lease agreement (hereinafter called the
“Agreement”) is made and entered on (March 14, 2023)
by and between ANTHEN ATKINS ENTERPRISES
OF 117 Grace Street Fullerton (hereinafter called the Lease)
both Lessor and Lessee collectively being referred to as the
parties.
The parties agree as follows

1. EQUIPMENT Lessor hereby leases to leasee one

forklift bearing registration code LK14562 (hereinafter
called the Equipment)

2. LEASE TERM the lease will start on March 1 2023

and will end on March , 2024

3. LEASE PAYMENTS Lessee agrees to pay lessor as

rent for the Equipment the amount of Three thousand
five-Hundred dollars $3500 each month in advance on
the first day of each month at 117 Grace Street
Fullerton or at any other address Destomater Othae
lessor.

4. LATE CHARGES If any amount under this Agreement

is more than five days late Lessee agrees to pay a late
fee of Two-hundred dollars ($200) per day.
Page 26 of 29

5. SECURITY DEPOSIT Before taking possession of the

Equipment, Lessee shall deposit with Lessor a deposit
of Six thousand dollars ($6000) as security for the
performance by Lessee of the terms under this
Agreement and for any damages caused by Lessee or
Lessee’s agents to the Equipment during the Lease
Term.

6. USE OF EQUIPMENT, MAINTENANCE AND

OPERATION. Lessee shall ensure that the equipment
is used only in keeping with the terms and conditions
outlined in the attached schedule.
Page 27 of 29

Contract of Employment
Contract of employments made between the MEGA-
ENGINEERING COMPANY LIMITED of point lisas
industrial estate hereinafter called

Conditions--------------------------------------------------------------
1 Employee`s Job Title Labourer ---------------------------
2 Hours and Days of work shall be from 7:45 a.m. to
4:00 p.m.
Mondays through Fridays with half hours off for
lunch 12:30 to 1:00 p.m.------------------------------------
3 Basic Salary: The basic salary shall not be lower than
the minimum wage decreed by the
government------------------------------
4 Duration of Contract: The contract shall initially be
for minimum period of two years-------------------------
5 Attendance: The Employee shall report to work on
time and swipe has card on and on
departure-----------------------------------------
6 Leave : The Employee shall inform the Employee of
his leave
entitlement-----------------------------------------
Page 28 of 29

7 Absence/Late If the Employee has to be late or absent

for any reasons, he shall his supervisor in advance or
call in on the day he shall be late or
absent---------------------------------------------------------
SHOULD the Employee be absent for more than two
consecutive days, he shall supply a medical
certificate----------------------------------------------
IF the Employee is late on more than two consecutive
days, he shall be given an oral warning and if he
continues to be late shall be given written warning
after which he shall be suspended without
pay----------------
8 Overtime: When the Employer requests the Employee
to work overtime, the rate of pay shall be one and a
half times the basic pay-------------------------------------
9 Insurance: The Employer shall register the Employee
with the National Insurance
Board----------------------------------
10 Payment: The Employer shall pay the Employee on
the last Friday of every fortnight through the
Employee`s bank--------------------------------------------
11 Deductions: The Employer shall deduct from
the Employee`s pay contributions for the National
Insurance Board and the Board of Inland
Revenue--------------------------------
IN WITNESS whereof the said parties hereto have
voluntarily set their hands on this 12th day of March
2023.
At point Lisas------------------------------------------------
Page 29 of 29

................................ ....................................
Signature for and on behalf of Signature of Employee
THE MEGA ENGINEERING COMPANY LIMITED