Senior Typist Exam Office Procedures and Filing

Question 1

Which filing system arranges records in order from A to Z by name?

Accepted Answer

Alphabetic filing

Answer

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?

Accepted Answer

Store in a locked cabinet and limit access

Answer

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:

Accepted Answer

Date or deadline

Answer

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?

Accepted Answer

Use an out-guide or charge-out slip to track it

Answer

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?

Accepted Answer

An alphabetic cross-reference index

Answer

Because numeric files are ordered by number, an alphabetic cross-reference index is needed to find a name's assigned number.

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