Clerical Exams CLERICAL Record Keeping 2

Question 1

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

Accepted Answer

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

Answer

Leave it where it is to avoid further confusion

Answer

Report the error to management before taking any action

Answer

Discard it and request a replacement copy

Question 2

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

Accepted Answer

An assigned identification number

Answer

The employee's last name alphabetically

Answer

The department that created the document

Answer

The date the document was received

Question 3

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

Accepted Answer

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

Answer

It reduces the total number of files needed in the office

Answer

It speeds up the scanning and digitization process

Answer

It serves as a backup copy of the original document

Question 4

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

Accepted Answer

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

Answer

The personal reason the employee needed the cash

Answer

Only the total amount remaining in the fund at day's end

Answer

The supervisor's home phone number for approval

Question 5

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

Accepted Answer

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

Answer

A record that has been recently purged from the system

Answer

A record that has been transferred to a remote archive

Answer

A digital record that is backed up daily

Question 6

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

Accepted Answer

G, for 'Grand'

Answer

T, for 'The'

Answer

H, for 'Hotel'

Answer

A, because articles are placed at the end

Question 7

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

Accepted Answer

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

Answer

To mark files that are scheduled for destruction

Answer

To separate active files from inactive ones

Answer

To flag files that require supervisor review