Postal Exam Filing & Record Keeping 3

Question 1

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

Accepted Answer

In a secured, restricted-access file

Answer

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?

Accepted Answer

Daily

Answer

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?

Accepted Answer

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

Answer

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?

Accepted Answer

Before 02139

Answer

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?

Accepted Answer

Who took the file and the date

Answer

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

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