Filing & Record Keeping Flashcards

When indexing a personal name for filing, the correct unit order is:

Answer: Last name, first name, middle name

Personal names are indexed surname first, then first name, then middle name or initial.

A delivery log shows an entry out of time sequence. What does this most likely indicate?

Answer: A possible recording error needing review

An out-of-sequence time entry suggests a recording error that should be reviewed.

Government agency records like 'U.S. Department of Labor' are typically indexed first by:

Answer: The governing body / jurisdiction

Government records are indexed first by jurisdiction (e.g., United States), then by department.

Which is the best reason to keep an index or master list of all files?

Answer: To locate records quickly and confirm what exists

A master index lets staff quickly locate records and verify what is on file.

When a file is permanently transferred to archive storage, the active area should:

Answer: Note the transfer with a transfer record

Transfers to archives should be documented so the file's location remains traceable.

Numbers in business names, such as '21st Century Co.', are generally filed:

Answer: In numeric order before alphabetic names, or spelled as written per the system used

Most systems file numbers in numeric sequence ahead of letters, depending on the adopted rule.

Why should files be returned to their proper place promptly after use?

Answer: To prevent loss and keep records retrievable

Prompt refiling prevents lost records and keeps the system reliable for everyone.