California State Jobs Exam Alphabetical and Numerical Filing 2 — Questions and Answers
Question 1: When filing documents alphabetically, how should you handle names that begin with 'Mc' versus 'Mac'?
- Always file Mc before Mac
- File them as if both are spelled Mac (Correct answer)
- File them separately in their exact spelling order
- Group all Mc and Mac names at the end of M
Correct answer: File them as if both are spelled Mac
Standard filing rules treat Mc and Mac as the same prefix, filing them as if both were spelled Mac.
In most government and business filing systems, the prefixes Mc and Mac are considered equivalent. Both are filed as though they were spelled 'Mac' to ensure consistency and easy retrieval.
Question 2: A California state office receives documents numbered 1045, 1054, 1405, and 1450. In ascending numerical order, which document is filed third?
- 1045
- 1054
- 1405 (Correct answer)
- 1450
Correct answer: 1405
1045 < 1054 < 1405 < 1450, so 1405 is the third document.
Numerical filing requires arranging documents from lowest to highest. In order: 1045 (first), 1054 (second), 1405 (third), 1450 (fourth).
Question 3: How should you file a document from the 'Department of Motor Vehicles' in an alphabetical system that uses the 'as written' rule?
- Under D for Department (Correct answer)
- Under M for Motor
- Under V for Vehicles
- Under C for California
Correct answer: Under D for Department
The 'as written' rule files documents under the first word as it appears, which is Department.
The 'as written' filing rule means you file a name or title exactly as it appears, starting with the first word. 'Department of Motor Vehicles' starts with Department, so it is filed under D.
Question 4: Which of the following is the correct alphabetical order for filing purposes?
- San Bernardino, San Diego, San Francisco, San Jose (Correct answer)
- San Bernardino, San Diego, San Jose, San Francisco
- San Diego, San Bernardino, San Francisco, San Jose
- San Jose, San Francisco, San Diego, San Bernardino
Correct answer: San Bernardino, San Diego, San Francisco, San Jose
After 'San,' compare the next word alphabetically: Bernardino, Diego, Francisco, Jose.
When multiple entries share the same first word (San), you compare the second word alphabetically. Bernardino < Diego < Francisco < Jose.
Question 5: A state agency uses a terminal-digit filing system. Which file number would be stored closest to file 23-45-67?
- 23-45-68
- 22-44-67 (Correct answer)
- 24-46-66
- 23-46-67
Correct answer: 22-44-67
Terminal-digit filing groups by the last two digits first. File 22-44-67 shares the terminal digits 67.
Terminal-digit filing organizes records by the last group of digits first. Files ending in 67 are stored together. Among the options, 22-44-67 shares terminal digits 67.
Question 6: When filing state employee records, you encounter two employees named 'James Smith.' What is the best next step?
- File them together in the same folder
- Use their middle names or initials to differentiate (Correct answer)
- Assign arbitrary numbers to each
- File the one hired first in front
Correct answer: Use their middle names or initials to differentiate
When names are identical, the standard procedure is to use additional identifying information such as middle names or initials.
Standard filing practice for identical names is to use the next piece of identifying information, typically the middle name or initial. Only if those are also identical would you move to other differentiators.
California State Jobs Exam Alphabetical and Numerical Filing 2
When filing documents alphabetically, how should you handle names that begin with 'Mc' versus 'Mac'?