Senior Typist Exam Office Procedures and Filing 1 — Questions and Answers
Question 1: Which filing system arranges records in order from A to Z by name?
- Numeric filing
- Alphabetic filing (Correct answer)
- Geographic filing
- Subject filing
Correct answer: Alphabetic filing
Alphabetic filing organizes records by name from A to Z, making it the most common and intuitive system.
Question 2: What is the standard procedure for handling confidential documents in a government office?
- Shred immediately after reading
- Store in a locked cabinet and limit access (Correct answer)
- Share freely among all staff
- Keep on your desk for easy access
Correct answer: Store in a locked cabinet and limit access
Confidential documents must be stored in a locked cabinet with access restricted to authorized personnel only.
Question 3: When using a tickler file system, documents are organized by:
- Subject matter
- Alphabetical order
- Date or deadline (Correct answer)
- Department name
Correct answer: Date or deadline
A tickler file is a follow-up system where documents are sorted by date so reminders surface at the appropriate time.
Question 4: Which of the following is the correct procedure when a requested file cannot be found?
- Ignore the request
- Create a new file
- Use an out-guide or charge-out slip to track it (Correct answer)
- Assume it was destroyed
Correct answer: Use an out-guide or charge-out slip to track it
An out-guide or charge-out slip records who removed a file, so its location can always be tracked.
Question 5: In a numeric filing system, which reference tool is required to locate records by name?
- A subject index
- An alphabetic cross-reference index (Correct answer)
- A color-coded label
- A date stamp
Correct answer: An alphabetic cross-reference index
Because numeric files are ordered by number, an alphabetic cross-reference index is needed to find a name's assigned number.
Question 6: What does 'retention schedule' mean in records management?
- How quickly to type a document
- How long records must be kept before disposal (Correct answer)
- How to organize files alphabetically
- The number of copies to make
Correct answer: How long records must be kept before disposal
A retention schedule specifies how long different types of records must be kept before they can be legally destroyed.
Senior Typist Exam Office Procedures and Filing 1
Which filing system arranges records in order from A to Z by name?