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Filing & Record Keeping Flashcards

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

Read the first 7 Filing & Record Keeping flashcards as text

  1. A label reads 'Confidential — Personnel'. Where should this record be stored?

    Answer: In a secured, restricted-access file

    Confidential personnel records must be kept in a secured, restricted-access location.

  2. When filing the business 'The Daily Post', which word is used as the first indexing unit?

    Answer: Daily

    Articles like 'The' are disregarded as the first unit, so 'Daily' becomes the first indexing unit.

  3. A logbook entry must be corrected. What is the proper method?

    Answer: Draw a single line through it, write the correction, and initial

    Corrections should leave the original legible: draw one line, write the correction, and initial it.

  4. Records are filed by ZIP code. Where does 02134 belong relative to 02139?

    Answer: Before 02139

    Treating ZIP codes numerically, 02134 is smaller than 02139 and is filed first.

  5. What information should a file checkout/charge-out card record?

    Answer: Who took the file and the date

    A charge-out card tracks who removed a file and when, so it can be located.

  6. When filing names with hyphens such as 'Anne Marie-Smith', the hyphenated surname is treated as:

    Answer: One unit

    A hyphenated surname is generally treated as a single indexing unit.

  7. An expired retention record contains sensitive data. How should it be destroyed?

    Answer: Shredded

    Sensitive records past retention should be shredded to protect confidential information.