Clerical Exams CLERICAL Record Keeping 1 — Questions and Answers
Question 1: When a personnel file is updated with new information, what should be done with the superseded document?
- Shred it immediately to save space
- Mark it as obsolete and retain it per the retention schedule (Correct answer)
- Return it to the employee for personal records
- Place it in the general office recycling bin
Correct answer: Mark it as obsolete and retain it per the retention schedule
Superseded documents should be marked as obsolete and kept according to the organization's retention schedule to maintain a complete audit trail.
Question 2: Which filing system arranges records chronologically by date?
- Alphabetical filing
- Numeric filing
- Chronological filing (Correct answer)
- Geographic filing
Correct answer: Chronological filing
Chronological filing organizes records by date, making it easy to locate documents by when they were created or received.
Question 3: In records management, 'purging records' refers to:
- Scanning paper records into digital format
- Removing and disposing of records that have met their retention period (Correct answer)
- Reorganizing files into a new filing system
- Transferring records to another department
Correct answer: Removing and disposing of records that have met their retention period
Purging records means removing and properly disposing of documents that have reached the end of their legally required retention period.
Question 4: What is the primary purpose of a tickler file in an office?
- To store humorous memos and lighten office morale
- To track overdue invoices from vendors
- To serve as a follow-up reminder system for future action items (Correct answer)
- To hold documents temporarily while waiting for signatures
Correct answer: To serve as a follow-up reminder system for future action items
A tickler file is a chronological reminder system that prompts action on specific tasks or follow-ups on specific future dates.
Question 5: In records management, a 'retention schedule' refers to:
- A calendar for scheduling file room staff shifts
- A policy that specifies how long each type of record must be kept (Correct answer)
- A checklist for annual records audits
- A timetable for converting paper files to digital format
Correct answer: A policy that specifies how long each type of record must be kept
A retention schedule is an official policy document that specifies the required storage period for each category of record before it can be destroyed.
Question 6: When logging incoming mail in an office mail register, which item is typically NOT recorded?
- Date of receipt
- Name of the sender
- The personal opinion of the mail clerk about the letter's content (Correct answer)
- Department the mail was routed to
Correct answer: The personal opinion of the mail clerk about the letter's content
A mail register records objective facts such as date, sender, and routing destination; personal opinions have no place in an official log.
Question 7: A document labeled 'Confidential' should be filed:
- In the general open filing area for easy access
- In a locked cabinet or secure storage accessible only to authorized personnel (Correct answer)
- At the front of the file drawer for quick retrieval
- In the supervisor's inbox until further notice
Correct answer: In a locked cabinet or secure storage accessible only to authorized personnel
Confidential documents must be stored in secured, access-controlled storage to prevent unauthorized viewing and protect sensitive information.
Clerical Exams CLERICAL Record Keeping 1
When a personnel file is updated with new information, what should be done with the superseded document?