Postal Exam Filing & Record Keeping 3 — Questions and Answers
Question 1: A label reads 'Confidential — Personnel'. Where should this record be stored?
- In a secured, restricted-access file (Correct answer)
- In the general open file
- On the public counter
- In the recycling bin
Correct answer: In a secured, restricted-access file
Confidential personnel records must be kept in a secured, restricted-access location.
Question 2: When filing the business 'The Daily Post', which word is used as the first indexing unit?
- Daily (Correct answer)
- The
- Post
- Business
Correct answer: Daily
Articles like 'The' are disregarded as the first unit, so 'Daily' becomes the first indexing unit.
Question 3: A logbook entry must be corrected. What is the proper method?
- Draw a single line through it, write the correction, and initial (Correct answer)
- Use white-out to cover it
- Erase it completely
- Tear out the page
Correct 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.
Question 4: Records are filed by ZIP code. Where does 02134 belong relative to 02139?
- Before 02139 (Correct answer)
- After 02139
- Same position
- Cannot be filed by ZIP
Correct answer: Before 02139
Treating ZIP codes numerically, 02134 is smaller than 02139 and is filed first.
Question 5: What information should a file checkout/charge-out card record?
- Who took the file and the date (Correct answer)
- Only the file number
- The weather that day
- Nothing — cards aren't needed
Correct answer: Who took the file and the date
A charge-out card tracks who removed a file and when, so it can be located.
Question 6: When filing names with hyphens such as 'Anne Marie-Smith', the hyphenated surname is treated as:
- One unit (Correct answer)
- Two separate units
- Ignored entirely
- Filed under the first name only
Correct answer: One unit
A hyphenated surname is generally treated as a single indexing unit.
Question 7: An expired retention record contains sensitive data. How should it be destroyed?
- Shredded (Correct answer)
- Placed in regular trash
- Left on a desk
- Mailed back to the sender
Correct answer: Shredded
Sensitive records past retention should be shredded to protect confidential information.
Postal Exam Filing & Record Keeping 3
A label reads 'Confidential — Personnel'.
Where should this record be stored?