Clerical Exams File Management 2 — Questions and Answers
Question 1: Which of the following is the correct ARMA alphabetic indexing rule for filing a name like 'Saint-Claire, Robert'?
- File under 'S' for Saint, hyphen ignored
- File under 'C' for Claire, first unit
- File under 'R' for Robert, first name
- File under Saint-Claire as one unit (Correct answer)
Correct answer: File under Saint-Claire as one unit
ARMA rules treat hyphenated names as one filing unit. 'Saint-Claire' files under S as a single unit.
According to ARMA International alphabetic filing rules, hyphenated personal names are treated as one unit. 'Saint-Claire' is filed as a single unit beginning with 'S'. This is one of the most commonly tested ARMA rules on records management and clerical exams.
Question 2: A records retention schedule specifies that employee performance reviews must be kept for 7 years. A performance review dated January 2017 may be destroyed at the earliest on:
- January 2023
- January 2024 (Correct answer)
- January 2025
- December 2024
Correct answer: January 2024
2017 + 7 years = 2024. The earliest destruction date is January 2024.
Records retention: 2017 + 7 = 2024. The review may be destroyed starting January 2024. Records retention schedules are a legal and operational requirement tested in records management and clerical exams.
Question 3: What does the acronym FIFO mean in the context of records and supply management?
- Files In, Files Out
- First In, First Out (Correct answer)
- Format, Index, File, Organize
- Federal Information Filing Order
Correct answer: First In, First Out
FIFO = First In, First Out — the oldest records or items are processed or used first.
FIFO (First In, First Out) is a principle used in both inventory management and records processing, meaning the earliest-dated items are accessed or disposed of first. It helps ensure records are processed in order and older inventory is used before newer stock.
Question 4: A cross-reference sheet is used in filing when:
- A document is too large for one folder
- A document might be requested under more than one name or subject (Correct answer)
- Two employees share the same last name
- A file needs to be duplicated for backup
Correct answer: A document might be requested under more than one name or subject
Cross-references are created when a document could be searched under multiple names or subjects.
A cross-reference sheet is placed in an alternate location to direct the searcher to where the actual record is filed. For example, a contract might be filed under the client name but cross-referenced under the project name. This prevents misfiling and supports efficient retrieval.
Question 5: In a terminal-digit filing system, the file number 45-23-07 would be filed in which primary section?
- Section 45
- Section 23
- Section 07 (Correct answer)
- Section 4523
Correct answer: Section 07
In terminal-digit filing, the LAST group of digits (07) is the primary sort key.
Terminal-digit filing uses the last digit group as the primary filing unit. For 45-23-07: primary = 07, secondary = 23, tertiary = 45. This system distributes files evenly across sections and is commonly used in medical records and large government offices.
Question 6: Which of the following best describes the purpose of an OUT card or OUT folder in a filing system?
- A folder for files waiting to be created
- A placeholder indicating a file has been removed and who has it (Correct answer)
- A summary of all files checked out in the past month
- A designation for overdue documents
Correct answer: A placeholder indicating a file has been removed and who has it
An OUT card/folder replaces a removed file and shows who has it and when it was taken.
When a file is removed from the filing system, an OUT card or OUT folder is placed in its location. It typically records the borrower's name, department, date of checkout, and expected return date. This charge-out system helps prevent lost files and facilitates tracking in manual filing environments.
Clerical Exams File Management 2
Which of the following is the correct ARMA alphabetic indexing rule for filing a name like 'Saint-Claire, Robert'?