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

Numerical filing assigns a unique number to each record, making exact identification and expansion easy in large systems.

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

Geographic filing moves from largest to smallest: country, state, city.

Question 3

Active records are generally stored in:

Accepted Answer

Immediately accessible filing equipment in the work area

Answer

Active records need to be immediately accessible and are stored in filing cabinets or systems in the work area.

Question 4

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

Accepted Answer

Filed as 'Saint'

Answer

ARMA rules specify that 'St.' as an abbreviation for 'Saint' is filed as if spelled out: 'Saint'.

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

Open-shelf systems allow faster access (no drawer opening) and store more records per square foot.

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