PSEE Clerical and Office Skills 2 — Questions and Answers
Question 1: When coding documents for filing, which system assigns numbers to categories?
- Alphabetical system
- Geographic system
- Numeric system (Correct answer)
- Subject system
Correct answer: Numeric system
The numeric filing system assigns numbers to files and records, allowing for easy expansion and precise retrieval using an index.
Question 2: A government clerk types at 65 words per minute. How many words can she type in 15 minutes?
- 650 words
- 875 words
- 975 words (Correct answer)
- 1,050 words
Correct answer: 975 words
65 words per minute × 15 minutes = 975 words typed in 15 minutes.
Question 3: What is the purpose of a 'tickler file' in an office setting?
- To store confidential personnel files
- To track deadlines and remind staff of future tasks (Correct answer)
- To file documents by subject matter
- To record incoming telephone messages
Correct answer: To track deadlines and remind staff of future tasks
A tickler file is a chronological reminder system used to flag documents or tasks that require attention on specific future dates.
Question 4: Which of the following best describes 'proofreading'?
- Writing a first draft of a document
- Checking a document for errors before finalizing (Correct answer)
- Distributing copies of a document to staff
- Archiving outdated documents
Correct answer: Checking a document for errors before finalizing
Proofreading involves carefully reviewing a document to identify and correct errors in grammar, spelling, punctuation, and formatting before finalization.
Question 5: In records management, 'retention schedule' refers to:
- The schedule for employee working hours
- The policy specifying how long records must be kept (Correct answer)
- The timetable for digitizing paper files
- The daily schedule for filing clerks
Correct answer: The policy specifying how long records must be kept
A retention schedule is a policy that specifies how long different types of government records must be maintained before they can be disposed of.
Question 6: What does 'BCC' mean in email correspondence?
- Blind Carbon Copy (Correct answer)
- Brief Communication Copy
- Business Correspondence Copy
- Background Carbon Copy
Correct answer: Blind Carbon Copy
BCC stands for Blind Carbon Copy; recipients in the BCC field receive the email but their names are not visible to other recipients.
PSEE Clerical and Office Skills 2
When coding documents for filing, which system assigns numbers to categories?