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File Management Flashcards

6 cards from real Clerical Exams practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.

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  1. Which of the following is the correct ARMA alphabetic indexing rule for filing a name like 'Saint-Claire, Robert'?

    Answer: File under Saint-Claire as one unit

    ARMA rules treat hyphenated names as one filing unit. 'Saint-Claire' files under S as a single unit.

  2. A records retention schedule specifies that employee performance reviews must be kept for 7 years. A performance review dated January 2017 may be destroyed at the earliest on:

    Answer: January 2024

    2017 + 7 years = 2024. The earliest destruction date is January 2024.

  3. What does the acronym FIFO mean in the context of records and supply management?

    Answer: First In, First Out

    FIFO = First In, First Out — the oldest records or items are processed or used first.

  4. A cross-reference sheet is used in filing when:

    Answer: A document might be requested under more than one name or subject

    Cross-references are created when a document could be searched under multiple names or subjects.

  5. In a terminal-digit filing system, the file number 45-23-07 would be filed in which primary section?

    Answer: Section 07

    In terminal-digit filing, the LAST group of digits (07) is the primary sort key.

  6. Which of the following best describes the purpose of an OUT card or OUT folder in a filing system?

    Answer: A placeholder indicating a file has been removed and who has it

    An OUT card/folder replaces a removed file and shows who has it and when it was taken.