Clerical Exams Coding & Info Ordering 2 — Questions and Answers
Question 1: In alphanumeric filing, which name comes first?
- Smith, John A.
- Smith, John B.
- Smith, Joan (Correct answer)
- Smith, J.A.
Correct answer: Smith, Joan
Nothing comes before something — 'Joan' comes before 'John' alphabetically.
In alphabetical filing: Smith, J.A. → Smith, Joan → Smith, John A. → Smith, John B. 'Joan' comes before 'John' because 'a' comes before 'h' in the fourth letter position.
Question 2: When filing by number, which order is correct?
- 1, 11, 2, 22, 3
- 1, 2, 3, 11, 22 (Correct answer)
- 22, 11, 3, 2, 1
- 11, 1, 22, 2, 3
Correct answer: 1, 2, 3, 11, 22
Numerical filing uses ascending order: 1, 2, 3, 11, 22.
Straight numerical filing arranges records in ascending order (1, 2, 3, 11, 22). Unlike alphabetical filing, the actual value of the number determines order, not the first digit.
Question 3: In the terminal digit filing system, the number 12-34-56 is filed by:
- The first two digits (12)
- The middle two digits (34)
- The last two digits (56) (Correct answer)
- All six digits at once
Correct answer: The last two digits (56)
Terminal digit filing sorts by the last digits first, then middle, then first.
Terminal digit filing reads numbers from right to left. File 12-34-56 would be filed first by '56' (primary), then '34' (secondary), then '12' (tertiary). This system distributes files more evenly and is common in medical records.
Question 4: Which filing rule applies to names with prefixes (Mc, Mac, Van, De)?
- File the prefix separately
- Treat the prefix as part of the surname (Correct answer)
- Ignore the prefix entirely
- File all prefixed names at the end
Correct answer: Treat the prefix as part of the surname
Prefixes are treated as part of the surname: McDonald files as MCDONALD.
Prefixes (Mc, Mac, Van, De, La, etc.) are considered part of the surname for filing purposes. McDonald → MCDONALD, Van der Berg → VANDERBERG. Remove spaces and treat as one word in the filing order.
Question 5: Cross-referencing in a filing system is used when:
- Files are stored in two locations
- A record could be filed under more than one name or subject (Correct answer)
- The filing cabinet is full
- Files need to be destroyed
Correct answer: A record could be filed under more than one name or subject
Cross-references direct users to the correct location when a record could be filed multiple ways.
Cross-referencing creates a guide card in alternate filing locations that says 'SEE [primary location].' For example, a married woman's maiden name would have a cross-reference to her married name file.
Question 6: In subject filing, which comes first?
- The most recent document
- The alphabetically first subject (Correct answer)
- The most important subject
- The subject with the most files
Correct answer: The alphabetically first subject
Subject files are arranged alphabetically by subject heading.
Subject filing organizes records by topic rather than name or number. Main subjects are filed alphabetically, with subdivisions also in alphabetical order within each main subject. A master index helps users locate the correct subject category.
Clerical Exams Coding & Info Ordering 2
In alphanumeric filing, which name comes first?