DEPARMENTAL TEST KERALA: MOP: MANUAL OF OFFICE PROCEDURE _Test No.1

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Manual of Office Procedure- Test No. 1

Quiz

 

1. After disposal of a file, the same has to be sent to Fair Copy section to obtain __________in the Personal register
   1.   Receipt
   2.   Acknowledgement
   3.   Noting
   4.   Report
2. What is to be written on the top of a 'letter'?
   1.   Date
   2.   Name of Office
   3.   File number
   4.   Title
3. The note file will be ___________ from the current file and pages will be numbered.
   1.   Together
   2.   Separated
   3.   One by one
   4.   Chronologically
4. __________ is written to facilitate the disposal of a file, which one?
   1.   Note
   2.   Essay
   3.   Opinion
   4.   Query
5. Which kind papers are not entered in the Distribution Register?
   1.   Of ephemeral Character
   2.   Registered Letter
   3.   Letter received in Certificate of Posting
   4.   Memo
6. Which of the following messages is treated as 'demi-official' communication?
   1.   Facts message
   2.   Telephone message
   3.   E-mail
   4.   Teleprinter
7. How many columns are there in a Dispatch-cum-stamp account Register?
   1.   8
   2.   5
   3.   10
   4.   9
8. How many periods of the stock file to be kept by the section for ready reference?
   1.   7 Years
   2.   10 Years
   3.   15 Years
   4.   Permanently
9. Number of fly leaves that can be placed with each file put up, for reference?
   1.   Two
   2.   Three
   3.   No restriction
   4.   One
10. Who is responsible for inspection of the record room, once in a quarter?
    1.   Finance officer
    2.   Head Clerk
    3.   Head Ministerial Officer
    4.   Security Officer
11. Which of the under mentioned register is to be inspected by the Head of Office every month?
    1.   Local Delivery Book
    2.   Call book
    3.   Cash book
    4.   Bank pass book
12. 'Important', 'Urgent', 'Personal' etc should be marked in _________ on the economy slip.
    1.   Red
    2.   Blue
    3.   Marker Pen
    4.   Violet
13. Where the dispatch stamp is affixed by the dispatch Clerk?
    1.   On Fair Copy
    2.   On Office Copy
    3.   In the current file
    4.   In note file
14. Each subject clerk shall prepare an abstract of pendency in form X11 App-1, on the _______ of every month.
    1.   Fifth
    2.   Tenth
    3.   First
    4.   Third
15. How many columns are there in the register of periodicals?
    1.   8
    2.   5
    3.   10
    4.   7
16. Who shall maintain the remainder diary in form XV having 12 pages?
    1.   Section Supt.
    2.   Section Clerk
    3.   Fair Copy Supt.
    4.   Typist
17. Which is the slip pasted on the envelop?
    1.   Index Slip
    2.   Label
    3.   Urgent Slip
    4.   Economy Slip
18. What is affixed on both ends of the economy slip of the cover containing confidential papers?
    1.   Index number
    2.   Urgent Slip
    3.   Office Seal
    4.   Label
19. When economy slip can't be used?
    1.   Certificate of Posting
    2.   Registered Post
    3.   By Local delivery
    4.   By Special messenger
20. All letters to the office within the head Quarters shall be sent by
    1.   A:-Local Delivery
    2.   B:-E-mail
    3.   C:-Special Messenger
    4.   D:-Speed Post
21. Which register shall be checked daily by the Fair Copy Supt?
    1.   Fair copy register
    2.   Dispatch cum stamp account Register
    3.   Index Register
    4.   Distribution Register
22. Valuables intended for dispatch will be put in envelops or packed and sealed in the presence of the
    1.   Section Supt.
    2.   Office Supt.
    3.   Fair copy supt.
    4.   Head of Office
23. What is to be noted on the cover handed over to peon sent to Officer's residence?
    1.   Data and month
    2.   Month and year
    3.   Time
    4.   Day
24. What will be issued, in the place of records?
    1.   Flag
    2.   Label
    3.   Red Mark
    4.   Slip
25. What is the number of records to be asked for in one requisition slip?
    1.   One
    2.   Two
    3.   Three
    4.   No limit
26. How many years, the 'dispatch-cum-stamp account register' is to be retained?
    1.   One Year
    2.   3 Years
    3.   5 Years
    4.   10 Years
27. How long 'Fair Copy Register' shall be preserved?
    1.   One
    2.   Two
    3.   Three
    4.   No limit
28. When the 'record issue register' can be destroyed?
    1.   One Year
    2.   3 Years
    3.   5 Years
    4.   10 Years
29. Personal register will be destroyed after ________ years.
    1.   One
    2.   Two
    3.   Three
    4.   No limit
30. Security Register will be destroyed after _________ years.
    1.   One Year
    2.   3 Years
    3.   5 Years
    4.   10 Years
31. Annual Index will be destroyed after _________ years.
    1.   1 Year
    2.   3 Years
    3.   20 Years
    4.   5 Years
32. The orders of ___________ should be required annually for the destruction of record files.
    1.   Head of Office
    2.   Head Clerk
    3.   Office Supt.
    4.   Head of Dept.
33. To watch the punctual receipt or dispatch of periodical reports and returns, each Clerk shall maintain a register in Form X1-appendix-1. Name the register.
    1.   Register of periodicals
    2.   Monthly statement
    3.   Distribution Register
    4.   Movement Register
34. What is the form of salutation of official letters?
    1.   Dear Friend
    2.   Dear Madam
    3.   Sir
    4.   Dear Sir
35. Who is to be seated in front of the record room?
    1.   Record Assistant
    2.   Record Clerk
    3.   Record keeper
    4.   Security Officer
36. Cases which are ordered to be kept in abeyance is called
    1.   Pending File
    2.   Lie Over
    3.   Lost file
    4.   Kept file
37. When two or more papers are to be pinned together, the sharp end of the pin should not be left free at which side?
    1.   At the top
    2.   At the left
    3.   At the right end
    4.   Below
38. How much margin on both sides of paper is left blank when 'note' is prepared, as a general rule?
    1.   1/3
    2.   1/2
    3.   1/4
    4.   2 inches
39. Which form of communication is used by an Officer to draw personal attention of another?
    1.   Special letter
    2.   Demi-official
    3.   Confidential
    4.   Express
40. What is the form of communication used for seeking the remarks from his subordinate officer?
    1.   Demi-official
    2.   Special letter
    3.   Endorsement
    4.   Note
41. How many topics can be dealt with in one letter normally?
    1.   As many as possible
    2.   Maximum 2
    3.   One
    4.   Five
42. All communications are to sent from the office in the name of
    1.   Section Supt.
    2.   Any Gazetted Officer
    3.   Head of Office
    4.   No such restriction
43. Which of the following officers can address the Govt. directly?
    1.   Regional Officers
    2.   District Officers
    3.   Head of Office
    4.   Head of Dept.
44. What is the subscription of the letter addressed to the Governor?
    1.   Yours Obediently
    2.   Yours Sincerely
    3.   Yours Affectionately
    4.   Yours Faithfully
45. Which form of correspondence is undesirable to place on official records?
    1.   Personal Letter
    2.   Proceedings
    3.   Endorsement
    4.   Demi-Official
46. What is the salutation form of letter addressed to a lady?
    1.   Madam
    2.   Sir
    3.   Mrs
    4.   Smt
47. Which form of communication is used to send a copy of a paper to a subordinate officer?
    1.   Endorsement
    2.   Special note
    3.   Memorandum
    4.   Demi-Official
48. Fair copies of official communication addressed to higher authorities are to be signed by
    1.   Head of Office
    2.   Fair Copy Supt.
    3.   Gazette Officer
    4.   Section Supt.
49. Official communication of KPSC should be addressed to
    1.   Chairman
    2.   Secretary
    3.   Deputy Secretary
    4.   Controller of Exams
50. Who is responsible for proper maintenance of Distribution Register?
    1.   Tappal clerk
    2.   Office Supt.
    3.   Fair Copy Supt.
    4.   Security officer
51. Memorandum form of correspondence can be signed by
    1.   Fair Copy Supt.
    2.   Section Clerk
    3.   Head of Office
    4.   Section Supt
52. In which form of communication, an important instruction of a standing nature to be followed by various authorities will be communicated?
    1.   Personal Letter
    2.   Proceedings
    3.   Endorsement
    4.   Circular
53. Who should sign the proceedings criticizing a subordinate Officer?
    1.   Section Supt.
    2.   Any Gazetted Officer
    3.   Head of Office
    4.   No such restriction
54. The corrections and interlineations should be avoided in
    1.   Comparing
    2.   Fair Copying
    3.   Drafting
    4.   Registering
55. Fair copies of disciplinary proceedings should be signed by
    1.   Head of Office
    2.   Section Clerk
    3.   Fair Copy Supt.
    4.   Section Supt.
56. Who is directly responsible for prompt dispatch of papers sent for issue?
    1.   Fair Copy Supt.
    2.   Office Supt.
    3.   Dispatch Clerk
    4.   Tappal Clerk
57. Name the register in form No: XV1 to be maintained by the Typists.
    1.   Daily turn-out Register
    2.   Work Allotment register
    3.   Daily work load register
    4.   Work diary
58. Who will examine local delivery book daily?
    1.   Section Clerk
    2.   Dispatching Clerk
    3.   Section Supt.
    4.   Tappal Clerk
59. After signing of a paper, to whom it is handed over?
    1.   Section Clerk
    2.   Dispatching Clerk
    3.   Section Supt.
    4.   Tappal Clerk
60. Who is the custodian of work load register?
    1.   Fair Copy Supt.
    2.   Office Supt.
    3.   Dispatch clerk
    4.   Typist
61. Who will fix dispatch stamp on office copy?
    1.   Dispatch clerk
    2.   Fair copy supt.
    3.   Office Supt.
    4.   Section Clerk
62. When the officer writes his query in the margin of the note file, where the section clerk furnish his reply?
    1.   In the margin just below the query
    2.   In Continuation of the Note file
    3.   Bottom of the note
    4.   Top of the note
63. What colour fly leaf is placed at the top of the note file?
    1.   Black
    2.   Blue
    3.   Yellow
    4.   Brown
64. In which way a telephonic message dealt with?
    1.   Demi-Official communication
    2.   Endorsemet
    3.   Letter received in Local Delivery
    4.   Letter
65. When a file is finally disposed of, the file with a copy of _________ is sent to record room
    1.   Disposal jacket
    2.   Index slip
    3.   Economy Slip
    4.   Fair Copy
66. Which of the disposal is to be sent out in original?
    1.   N-Dis
    2.   X-Dis
    3.   L-Dis
    4.   D-Dis
67. Which kinds of disposal must be indexed?
    1.   L-Dis
    2.   R & D-Dis
    3.   XL-Dis
    4.   XN-Dis
68. Which disposals are to be put into brown paper jackets and stichtes?
    1.   L-Dis
    2.   R&D-Dis
    3.   XL-Dis
    4.   XN-Dis
69. Papers of ephemeral character received in an office are not numbered and disposed of:
    1.   K-Dis
    2.   XN-Dis or XL-Dis
    3.   D-Dis
    4.   L-Dis
70. The office copy of the draft and enclosures are to be added to the _______ file.
    1.   Note file
    2.   Stock file
    3.   Current File
    4.   Disposal File
71. Cross reference of disposals in the inside jackets of all the back number files is known as
    1.   Indexing
    2.   Referencing
    3.   Chaining
    4.   Linking
72. What is the benefit of keeping combined index?
    1.   New slips can be avoided
    2.   Old slips can be destroyed
    3.   New slips can be inserted
    4.   All slips can be removed
73. What is the entry made in the index relating to an individual paper is called?
    1.   Reference
    2.   Salutation
    3.   Subject
    4.   Title
74. In which way the index slips are filed in the record room in one combined index?
    1.   Region wise
    2.   Section wise
    3.   Division wise
    4.   For the entire office
75. Which among the following will enable one to trace the papers containing the orders passed on any particular subject?
    1.   Titles
    2.   Heads
    3.   Subject
    4.   Indexes
76. What is process of filing the slips in the record room in one combined index for the whole office is called for?
    1.   Filing of Index slips
    2.   Index filing
    3.   Filing of slips
    4.   Indexing of records
77. While classifying papers for indexing personal papers relating to officials, it should be indexed under the __________ concerned.
    1.   Name of Officer
    2.   Name of Office
    3.   Name of Section
    4.   Name of posts held
78. In which way the papers relating to 'suits' will be indexed?
    1.   Papers relating to suits
    2.   Common Head
    3.   General Head
    4.   Papers relating to miscellaneous head
79. The system of indexing on the basis of index slip is named as
    1.   Slip Head System
    2.   Slip Index System
    3.   Special Index System
    4.   Sub-head Slip system
80. Which form of communication is used to address Govt.?
    1.   Memorandum
    2.   Letter
    3.   Endorsement
    4.   Proceedings
81. who among the following officials is responsible for examining the stock file at frequent intervals?
    1.   Section Supt.
    2.   Manager
    3.   Fair Copy Supt.
    4.   Head of Office
82. When 'Running Note' will be destroyed?
    1.   After 3 Years
    2.   After 5 Years
    3.   After 7 Years
    4.   After One Year
83. Security register will be destroyed after ____________ years
    1.   10
    2.   20
    3.   7
    4.   5
84. All records issued out of the record section shall be entered in the _________ register
    1.   Distribution Register
    2.   Record Register
    3.   Record Issue Register
    4.   Stock Register
85. What is the period of destruction of a "Call Book"?
    1.   After 3 Years
    2.   After 5 Years
    3.   After 7 Years
    4.   After One Year
86. Which among the following is an effective mechanism for checking the delay in taking action on a 'Current File'?
    1.   Distribution Register
    2.   Personal Register
    3.   Remainder Diary
    4.   Pending List
87. Who will be custodian of 'Call Book'?
    1.   Section Clerk
    2.   Office Supt.
    3.   Fair Copy Supt.
    4.   Tappal Clerk
88. Name the register which is meant for noting the time of departure of a staff member who desires to leave the section before the close of office hours.
    1.   Attendance Register
    2.   Record Register
    3.   Casual Leave Register
    4.   Movement Register
89. To whom a communication marked 'Express' shall be sent by the clerk on holiday duty?
    1.   Office Supt.
    2.   Security Staff
    3.   Head of Office
    4.   Head of the Dept.
90. What is the term used for 'copying and dispatching' a communication intended for a person or an authority?
    1.   Disposal
    2.   Local Delivery
    3.   Issue
    4.   Dispatch
91. Who is the person responsible for prompt dispatch of papers marked to 'Issue'?
    1.   Tappal Clerk
    2.   Fair Copy Supt.
    3.   Dispatch Clerk
    4.   Office Supt.
92. What is the term used for the 'preparation of a communication for issue'?
    1.   Put up
    2.   Drafting
    3.   Disposing
    4.   Noting
93. Who shall be addressed for an official communication intended to send to the Hon: High Court?
    1.   Chief Justice
    2.   Advocate General
    3.   Registrar
    4.   P.A. to Chief Justice
94. What is the colour of fly leaf of a 'Note File'?
    1.   Yellow
    2.   Red
    3.   Blue
    4.   Green
95. What is the periodicity of inspection of 'Call Book'?
    1.   Once in 3 months
    2.   Every Month
    3.   Once in 6 months
    4.   Once in 2 months
96. A file closed in D-Dis should be kept for _________ years.
    1.   One Year
    2.   3 Years
    3.   10 Years
    4.   12 Years
97. What is it called when a paper is given a current number and entered in the personal register?
    1.   Disposed
    2.   Dispatched
    3.   Filed
    4.   Registered
98. A précis of previous papers, statement of facts reported and proposals made in the current files is called
    1.   Draft
    2.   Disposal
    3.   Current
    4.   Note
99. Names of which of the following officers should be written in the fly leaf of the personal register?
    1.   Section Clerk and Section Supt.
    2.   Section Clerk and Head of Office
    3.   Section Clerk and Tappal Clerk
    4.   Section Supt. and Head of Office
100. Which of the following papers need not be entered in the Distribution Register?
     1.   Unstamped and in-sufficiently stamped petitions
     2.   Wrongly addressed
     3.   Applications that are not in the prescribed form
     4.   All the above

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