Office Procedures and Filing Flashcards
6 cards from real Senior Typist Exam practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Office Procedures and Filing flashcards as text
Which color-coding principle is commonly used in government filing to quickly identify file categories?
Answer: Consistent color per category or department
Assigning a consistent color to each category or department allows staff to quickly identify and retrieve files by visual recognition.
What is the purpose of a cross-reference sheet in a filing system?
Answer: To note additional locations where a record might be sought
A cross-reference sheet directs users to a file that may be sought under more than one name or subject.
According to standard office procedures, incoming mail should be date-stamped:
Answer: Immediately upon receipt
Date-stamping incoming mail immediately upon receipt establishes an official record of when each item arrived.
Which filing method is most efficient for a large government agency with thousands of client folders?
Answer: Terminal-digit numeric filing
Terminal-digit numeric filing distributes files evenly across drawers using the last digits of a number, reducing congestion in one area.
What is the first step before placing a document into a filing system?
Answer: Index and code the document
Indexing and coding a document — deciding under which name or subject it will be filed — is the essential first step before filing.
In government offices, vital records are typically stored:
Answer: In off-site or fireproof storage
Vital records require off-site or fireproof storage to protect them from disasters, theft, or accidental destruction.