BBC LA County BBC Records and File Management

Question 1

In an alphabetical filing system, which name would be filed FIRST?

Accepted Answer

Smith, Andrew

Answer

Alphabetical filing is done letter by letter; 'Smith, Andrew' comes before 'Smith, John' because 'A' precedes 'J'.

Question 2

A retention schedule in records management is used to:

Accepted Answer

Define how long specific types of records must be kept before disposal

Answer

A retention schedule specifies the mandatory storage period for each record type before it can be legally destroyed.

Question 3

Which filing method organizes records by number rather than by name?

Accepted Answer

Numeric filing

Answer

Numeric filing assigns each record a unique number and organizes folders in numerical sequence.

Question 4

When a file cannot be located in its designated folder, the first step in locating it should be to:

Accepted Answer

Check an out-card or charge-out record to see who last accessed it

Answer

An out-card or charge-out record tracks who removed a file and when, making it the first logical place to look.

Question 5

Which of the following is an example of an active record?

Accepted Answer

A current employee personnel file used for ongoing HR actions

Answer

An active record is one that is currently referenced or used in the conduct of ongoing business.

(BBC) LA County Broad-Based Clerical/Secretarial examination Practice Test