Senior Typist Exam Office Procedures and Filing 2

Question 1

Which color-coding principle is commonly used in government filing to quickly identify file categories?

Accepted Answer

Consistent color per category or department

Answer

Assigning a consistent color to each category or department allows staff to quickly identify and retrieve files by visual recognition.

Question 2

What is the purpose of a cross-reference sheet in a filing system?

Accepted Answer

To note additional locations where a record might be sought

Answer

A cross-reference sheet directs users to a file that may be sought under more than one name or subject.

Question 3

According to standard office procedures, incoming mail should be date-stamped:

Accepted Answer

Immediately upon receipt

Answer

Date-stamping incoming mail immediately upon receipt establishes an official record of when each item arrived.

Question 4

Which filing method is most efficient for a large government agency with thousands of client folders?

Accepted Answer

Terminal-digit numeric filing

Answer

Terminal-digit numeric filing distributes files evenly across drawers using the last digits of a number, reducing congestion in one area.

Question 5

What is the first step before placing a document into a filing system?

Accepted Answer

Index and code the document

Answer

Indexing and coding a document — deciding under which name or subject it will be filed — is the essential first step before filing.

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