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CLERICAL Record Keeping Flashcards

7 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. When a misfiled document is discovered in a filing system, what is the correct procedure?

    Answer: Re-file it in the correct location and add a cross-reference if needed

    The correct action is to re-file the document in its proper location and create a cross-reference if the document could logically be filed under more than one category.

  2. In a numeric filing system, records are organized primarily by:

    Answer: An assigned identification number

    A numeric filing system assigns each record or account a unique number and files documents in numerical sequence, offering confidentiality and easy expansion.

  3. What is the main advantage of using a cross-reference sheet in a filing system?

    Answer: It allows a record to be located under more than one possible heading

    A cross-reference sheet directs users to the correct file from an alternative heading, ensuring a document can be found regardless of which name or term a user searches under.

  4. When maintaining a petty cash log, which of the following is essential to record for each transaction?

    Answer: The date, amount, purpose, and recipient of each disbursement

    Each petty cash entry must include the date, amount spent, purpose of the expenditure, and who received the funds to provide a complete and auditable record.

  5. In records management terminology, an 'active record' is best described as:

    Answer: A record currently in frequent use and stored in accessible primary storage

    An active record is one that is currently being used or referenced regularly and is therefore kept in easily accessible primary storage locations.

  6. Under standard alphabetic filing rules, a company named 'The Grand Hotel' would be filed under which letter?

    Answer: G, for 'Grand'

    Standard filing rules direct that articles like 'The,' 'A,' and 'An' are disregarded when indexing, so 'The Grand Hotel' is filed under G for 'Grand.'

  7. What is the purpose of an 'out card' or 'out guide' in a physical filing system?

    Answer: To indicate that a file has been removed and show its current location or borrower

    An out card is a placeholder inserted where a borrowed file was stored, indicating who took the file and when, so others know where to find it.