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
In subject filing, mail about 'Equipment Repair' and 'Equipment Purchase' would be grouped under which main heading?
Answer: Equipment
Subject filing groups related records under a common main heading, here 'Equipment'.
A company name is 'A-1 Movers'. How is the 'A-1' portion typically indexed?
Answer: As if spelled out, treating the number after letters
In standard indexing, the letter unit 'A' is used first, with numeric units considered in order.
Why are tickler files (follow-up reminder files) maintained?
Answer: To remind staff of future action dates
A tickler file organizes items by future date to remind staff when action is due.
When two file folders are too full, the correct action is to:
Answer: Split the contents into additional folders
Overfilled folders should be subdivided into additional folders to keep records accessible.
A cross-reference sheet is used when a record:
Answer: Could logically be filed under more than one name
Cross-references point to a record that could reasonably be searched under multiple headings.
Records for 'St. Louis Office' and 'Saint Paul Office' — how is 'St.' indexed?
Answer: As if spelled 'Saint'
Abbreviations like 'St.' are indexed as if fully spelled out, here 'Saint'.
What is the main advantage of color-coding file folders?
Answer: Faster retrieval and easier spotting of misfiles
Color-coding speeds retrieval and makes misfiled folders stand out visually.