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
When filing names that begin with 'The,' standard indexing rules place 'The' in which position?
Answer: Last unit
By standard ARMA indexing rules, the article 'The' is transposed to the last position and treated as the last filing unit.
When indexing personal names for filing, the correct order of units is:
Answer: Last name, first name, middle name
Standard indexing places the last name (surname) as the first unit, then first name, then middle name or initial.
A suspended (hanging) folder is used in a filing cabinet primarily to:
Answer: Hang individual folders inside a drawer for easy access
Suspended folders hang on rails inside file drawers, keeping individual folders upright and easy to flip through.
Which document control measure helps track who accessed or modified an official record?
Answer: An audit trail or access log
An audit trail or access log records each instance of who viewed, added to, or modified an official record, ensuring accountability.
In alphabetical filing, how should a hyphenated last name such as 'Smith-Jones' be treated?
Answer: Treat the hyphenated name as one filing unit
ARMA rules treat a hyphenated name as one single filing unit, so 'Smith-Jones' is filed as if written 'Smithjones.'
What is the main advantage of a centralized filing system in a government agency?
Answer: All records are maintained in one controlled location for consistency
Centralized filing ensures consistent procedures, reduces duplication, and makes records accessible to all authorized staff from one location.