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

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.

Question 2

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

Accepted Answer

An assigned identification number

Answer

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

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

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.

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

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.

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

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

Clerical Exams Practice Test

Clerical Exams Practice Test

Clerical Exams CLERICAL Record Keeping 2