OBM247 CHAPTER 3

OBM247 CHAPTER 3

by NURFAZNIM SHUIB

Multiple Choice

Which of the following is NOT the advantages of decentralized registry?

• Easy access to information

• Faster retrieval and speedier decision-making.

• Saving in labor costs and expensive equipment.

• Confidentiality of information is more easily safeguard.

Multiple Choice

The centralized registry controls the following components EXCEPT

• the records system.

• the records staff.

• the allocated time for employees.

• the records equipment and supplies.

Multiple Choice

Which are the following process is TRUE when operating the mail room?

• Planning, organizing, coordinating and budgeting

• Planning, coordinating, organizing and budgeting.

• Planning, inspecting, organizing and coordinating.

• Planning, organizing, inspecting and coordinating.

Multiple Choice

The objective of mail management is to.....

• control records creation from duplication.

• ensure information hogging will be de

• provide rapid handling and accurate delivery of mail throughout the agency at minimal cost

• create standard procedure on record management

Multiple Choice

Report, directives, forms, and committee minutes are examples of

• internally generated documents.

• outward correspondence.

• inward correspondence.

• government's internal mail system.

Multiple Choice

Which of the following is NOT the function of registry?

• Storing entire series of records kept in a particular department.

• Dispatching and receiving all letters.

• Reducing the distance required for the movement of mails.

• Monitoring the movement of records or files.

Multiple Choice

Which of the following is NOT operation in the mail room?

• Budgeting

• Planning

• Leading

• Coordinating

Multiple Choice

The physical arrangement of all mail rooms and their facilities of furniture and equipment are refers to

• Registry.

• Archive.

• File room.

• Space and layout.

Multiple Choice

When opening inward correspondence addressed officially to the agency, procedures should include

• opening or receipt by a designated officer in the presence of another officer.

• filing inward and outward correspondence and other associated documents.

• associating inward correspondence with the relevant file.

• preparing the reply.

Multiple Choice

A traditional system of inward correspondence registration is known as

• file room.

• mail room.

• in-registers.

• registry.

Multiple Choice

The following coding systems used with subject filing EXCEPT

• alphabetic

• accession log

• alphanumeric

• block-numeric

Multiple Choice

All the following are the main systems used in subject classification system EXCEPT

• alphabetical systems.

• coding systems.

• function and activity systems.

• administration structure systems.

Multiple Choice

The two categories of subject files are:

• Administrative files and operational files

• Function files and simple files

• Treasury files and activity files.

• General files and specific files.

Multiple Choice

__________ is relative reference list of key words or topics which will coordinate these fields, types, categories, locations, organization or things.

• Subject classification

• Cross reference

• Index

• Alphabetic

Multiple Choice

A folder or that keeps enclosure together in some order or another called

• hard cover.

• treasury tag.

• contents.

• file.

Multiple Choice

Files are closed when their thicknesses have exceeded

• 10 inches.

• 100 inches.

• 1 inch.

• 100 pages

Multiple Choice

Which of the following document should be filed?

• Any forms of rough drafts that do not differ in content from the final versions.

• Copies of correspondence and internal documents.

• Copies of outward correspondence.

• Ephemera.

Multiple Choice

Which of the following is NOT the rule of opening a new file?

• Each file must related to a single subject or transaction

• Each file should have a title that describes its content precisely, concisely and uniquely.

• Each file location must be recorded in a requisition sheet.

• Each file should be classified and coded within registry's classification scheme.

Multiple Choice

Which of the following is NOT the advantages of decentralized registry?

• Easy access to information

• Faster retrieval and speedier decision-making.

• Saving in labor costs and expensive equipment.

• Confidentiality of information is more easily safeguard.