Postal Exam Filing & Record Keeping 2 — Questions and Answers
Question 1: When filing customer change-of-address (COA) records, what is the primary purpose of keeping them on file?
- To forward mail to the correct new address (Correct answer)
- To bill the customer for the service
- To track delivery employee routes
- To generate marketing mailings
Correct answer: To forward mail to the correct new address
Change-of-address records are retained so mail can be properly forwarded to the customer's new address.
Question 2: Documents are filed alphabetically. Where would 'McArthur' be placed relative to 'MacArthur'?
- After 'MacArthur' (Correct answer)
- Before 'MacArthur'
- It depends on the first name
- They cannot be filed together
Correct answer: After 'MacArthur'
In alphabetical filing, 'Mac' precedes 'Mc' because 'a' comes before 'c' as the third letter.
Question 3: A record must be retained for 7 years. It was created on March 1, 2020. When can it be destroyed?
- After March 1, 2027 (Correct answer)
- After March 1, 2026
- Immediately
- After March 1, 2025
Correct answer: After March 1, 2027
A 7-year retention from March 1, 2020 means the record may be destroyed after March 1, 2027.
Question 4: When filing numerically, where does file number 0098 belong relative to 0102?
- Before 0102 (Correct answer)
- After 0102
- They are equal
- It cannot be determined
Correct answer: Before 0102
98 is a smaller number than 102, so 0098 is filed before 0102.
Question 5: What should you do if you find a misfiled document while searching for another record?
- Move it to its correct location (Correct answer)
- Leave it where it is
- Throw it away
- Make a copy and keep the original misfiled
Correct answer: Move it to its correct location
A misfiled document should be moved to its correct location to maintain an accurate filing system.
Question 6: In chronological filing, which date order is typically used for an active 'pending' file?
- Most recent on top (Correct answer)
- Oldest on top
- Random order
- Alphabetical by sender
Correct answer: Most recent on top
Active pending files are commonly arranged with the most recent items on top for quick access.
Question 7: Two records have identical last names 'Smith'. How are they ordered next?
- By first name (Correct answer)
- By date received
- By file size
- Randomly
Correct answer: By first name
When last names match, alphabetical filing proceeds to the first name to break the tie.
Postal Exam Filing & Record Keeping 2
When filing customer change-of-address (COA) records, what is the primary purpose of keeping them on file?