Alphabetical and Numerical Filing Flashcards
6 cards from real California State Jobs Exam practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Alphabetical and Numerical Filing flashcards as text
When filing documents alphabetically, how should you handle names that begin with 'Mc' versus 'Mac'?
Answer: File them as if both are spelled Mac
Standard filing rules treat Mc and Mac as the same prefix, filing them as if both were spelled Mac.
A California state office receives documents numbered 1045, 1054, 1405, and 1450. In ascending numerical order, which document is filed third?
Answer: 1405
1045 < 1054 < 1405 < 1450, so 1405 is the third document.
How should you file a document from the 'Department of Motor Vehicles' in an alphabetical system that uses the 'as written' rule?
Answer: Under D for Department
The 'as written' rule files documents under the first word as it appears, which is Department.
Which of the following is the correct alphabetical order for filing purposes?
Answer: San Bernardino, San Diego, San Francisco, San Jose
After 'San,' compare the next word alphabetically: Bernardino, Diego, Francisco, Jose.
A state agency uses a terminal-digit filing system. Which file number would be stored closest to file 23-45-67?
Answer: 22-44-67
Terminal-digit filing groups by the last two digits first. File 22-44-67 shares the terminal digits 67.
When filing state employee records, you encounter two employees named 'James Smith.' What is the best next step?
Answer: Use their middle names or initials to differentiate
When names are identical, the standard procedure is to use additional identifying information such as middle names or initials.
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