Record management

An out guide indicates:

• when the boss has gone out of the office

• which staff are absent

• that a document had been borrowed

• information is in another file

Correspondence is usually filed in:

• alphabetical order

• subject order

• chronological order

• numerical order

The main aim of a card index is to:

• guide people to cross-references

• reduce file information to a minimum

• signal important information

• act as reminder

Centralised filing results in:

• more filing equipment

• specialist filing clerks

• quicker access to files

• less security for files

You are a clerk in a small organization. Your supervisor is the secretary, and the head of the organization is the General Manager. You feel that some improvements can be made in the filing system. Which of the following actions should you take?

• Discuss your ideas with the secretary.

• Make the changes you feel are

  necessary

• Continue with the old system until

  you are asked for an opinion.

• Discuss your ideas with the General

  Manager.

At XYZ Company, information from staff files which are currently kept in the general office has been leaked on many occasions. Which of the following actions would MOST likely increase employee data security?

I. Use the alphabetic filing system for staff files.

II. Use the numeric filing system for staff files.

III. Ask each staff member to keep his/her file.

IV. Store all staff files in the Human Resources department.

• l and lll only

• ll and lll only

• ll and lv only

• lll and lv only

The accounts department has requested a file from the central filing department. Which of the following actions should the file clerk take?

I. Make a record of the written request.

II. Complete an “out” sheet and place it in the file.

III. Ask the person receiving the file to sign for it.

IV. Send the file with a request for it to be returned in an hour’s time.

• I, II and III only

• I, II and IV only

• I, III and IV only

• II, III and IV only

In a terminal digit filing system, a folder in position 7 on shelf 4 of bay 36 should be numbered

• 7436

• 4736

• 3674

• 3647

Which of the following files would be MOST suitable for filing petty cash vouchers?

• Circular rotary

• Concertina

• Visible index

• Card wheel index

Microfilm will be MOST useful when there is limited space for the storage of

• inactive files

• temporary files

• documents transferred from

  inactive files

• documents transferred between

  active files