Clerical Exams File Management 3

Question 1

Which filing method is MOST efficient for a very large organization needing exact, unique identification for millions of records?

Accepted Answer

Numerical filing

Answer

Alphabetical filing

Answer

Geographic filing

Answer

Subject filing

Question 2

A clerk is organizing geographic files. Which is the correct order of filing units for a record from 'Springfield, Illinois, USA'?

Accepted Answer

USA, Illinois, Springfield

Answer

Springfield, Illinois, USA

Answer

Illinois, Springfield, USA

Answer

USA, Springfield, Illinois

Question 3

Active records are generally stored in:

Accepted Answer

Immediately accessible filing equipment in the work area

Answer

Offsite storage facilities

Answer

Microfilm archives

Answer

Sealed boxes in a warehouse

Question 4

When filing the business name 'St. Mary's Hospital,' the abbreviation 'St.' should be:

Accepted Answer

Filed as 'Saint'

Answer

Ignored entirely

Answer

Filed as 'Street'

Answer

Filed exactly as 'St.'

Question 5

What is the primary advantage of an open-shelf filing system over a vertical drawer filing cabinet?

Accepted Answer

Faster retrieval speed and higher storage density

Answer

Better security for sensitive documents

Answer

Lower purchasing cost per unit

Answer

Automatic alphabetical sorting

Question 6

A file labeled 'Miscellaneous' in an alphabetic filing system should contain:

Accepted Answer

Records for subjects with only one or two documents not yet warranting a separate folder

Answer

Records for subjects that appear in very high volume

Answer

Confidential records that cannot be categorized

Answer

Duplicate copies of all filed documents