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

    Answer: Numerical filing

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

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

    Answer: USA, Illinois, Springfield

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

  3. Active records are generally stored in:

    Answer: Immediately accessible filing equipment in the work area

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

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

    Answer: Filed as 'Saint'

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

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

    Answer: Faster retrieval speed and higher storage density

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

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

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

    Miscellaneous folders hold records for subjects with fewer than 5 documents that don't yet warrant their own folder.