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