09 DISPOSALS


CHAPTER IX
 DISPOSALS



1. Which of the following disposals is to be sent out in original?
(A) K-Dis
(B) L-Dis
(C) D-Dis
(D) N-Dis
Correct Answer Option: (D) N-Dis


2. Which disposals are to be filed?
(A) L disposal
(B) F disposal
(C) X disposal
(D) D disposal
Correct Answer Option: (B) F disposal
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3. Which of the following disposals is to be destroyed after one year?
(A) D-dis
(B) N-dis
(C) L-dis
(D) K-dis
Correct Answer Option: (C) L-dis


4. Which of the following disposals means 'Do not register but lodge in original'?
(A) NN
(B) KN
(C) XL
(D) XN
Correct Answer Option: (C) XL


5. R disposals are to be retained in the office in one of the following:
(A) For 10 years
(B) Permanently
(C) For 15 years
(D) For 2 years
Correct Answer Option: (B) Permanently


6. K disposals are those that are to be:
(A) Destroyed after 5 years
(B) Destroyed after 1 year
(C) Destroyed after 6 months
(D) Destroyed after 3 years
Correct Answer Option: (D) Destroyed after 3 years


7. L Disposal is to be destroyed after ------------ year.
(A) One
(B) Two
(C) three
(D) five
Correct Answer Option: (A) one


8. R-Disposals are those that are to be
(A) Destroyed after 7 years
(B) Destroyed after 3 years
(C) Destroyed after 10 years
(D) Those that are to be retained permanently
Correct Answer Option: (D) Those that are to be retained permanently


9. XN - Disposal:
(A) Do not register but return in original
(B) Destroyed after 3 years
(C) Destroyed after 7 years
(D) Do not register but lodge
Correct Answer Option: (A) Do not register but return in original


10. Disposal to be destroyed after the correct period is:
(A) K - Disposal will be destroyed after 5 years
(B) L - Disposal will be destroyed after 2 years
(C) D- Disposal will be destroyed after 10 years
(D) R - Disposal will be destroyed after 2 years
Correct Answer Option: (C) D- Disposal will be destroyed after 10 years


11. Only papers of an ephemeral character which are not numbered will be given disposal :
(A) K Dis
(B) XN/XL Dis
(C) D Dis
(D) L Dis
Correct Answer Option: (B) XN/XL Dis


12. R-Disposals are those that are to be retained permanently where R-stands for (A) Retain
(B) Reserve
(C) To records
(D) Returned
Correct Answer Option: (A) Retain


13. D-Disposals are those that are to be destroyed after:
(A) One year
(B) Five years
 (C) Six years
(D) Ten years
Correct Answer Option: (D) Ten years


14. K-Disposals are those that are to be destroyed after
 (A) Ten years
(B) Five years
(C) Three years
(D) One year
Correct Answer Option: (C) Three years


15. XN-Disposals are those that are to be:
(A) Destroyed after one year
(B) Destroyed after three years
 (C) Do not register but lodge
(D) Do not register but return in original
Correct Answer Option: (D) Do not register but return in original


16. When final disposal is made, the nature and date of disposal to be completed in this register?
(A) Distribution register
(B) Security register
(C) Valuable register
 (D) Personal register
Correct Answer Option: (D) Personal register


17. When a file is finally disposed of the file with a copy of which is sent to record room?
(A) Disposal Jacket
(B) Index slip
(C) File copy
(D) Flag
Correct Answer Option: (B) Index slip


18. How many index slips are prepared by the clerk?
(A) Duplicate
(B) Triplicate
(C) Quadruplicate
 (D) Original
Correct Answer Option: (A) Duplicate



19. One Index slip is kept by the clerk:
(A) For reference to record keeper
(B) For reference of the clerk
(C) For reference of the Superintendent
(D) For reference of the fair copy section
Correct Answer Option: (B) For reference of the clerk


20. When a case has been finally disposed of the concerned clerk will send them together with one copy of the index slip to
(A) Record Section
(B) Office Section
(C) Fair copy section
(D) Despatch section
Correct Answer Option: (C) Fair copy section


21. Which kinds of disposals must be indexed?
(A) L disposals
(B) R and D disposals
(C) XL disposals
(D) XN disposals
Correct Answer Option: (B) R and D disposals


22. When a disposal is indexed, how many copies are to be prepared by the clerk noting the current numbers and nature and date of disposal?
(A) In triplicate
(B) In quadruplicate
(C) In duplicate
(D) Single
Correct Answer Option: (C) In duplicate


23. Index Slip:
(A) On receiving a case after final disposal the clerk shall ensure the index slip
(B) Index slip is a slip prepared in duplicate by the clerk when a disposals to be indexed. The current number and the nature and date of disposal are note on it

(C) All R and D disposal must be indexed

(D) No communication to which a reply is excepted should be given a final disposal.

Correct Answer Option: (B) Index slip is a slip prepared in duplicate by the clerk when a disposals to be indexed. The current number and the nature and date of disposal are note on it


24. What is to be prepared by the clerk when a disposal is to be indexed, on return of the file with final orders?
(A) Record slip
(B) Index slip
(C) Correction slip
(D) Fair copy
Correct Answer Option: (B) Index slip


25. When a case is disposed of and to be indexed the clerk shall prepare an index slip in?
(A) Single
(B) Duplicate
(C) Triplicate
(D) Quadruplicate
Correct Answer Option: (B) Duplicate


26. When a case has been finally disposed of the concerned clerk will send them together with one copy of the Index Slip to
(A) Record Section
(B) Despatch Section
(C) Office Section
(D) Fair Copy Section
Correct Answer Option: (C) Office Section


27. Before sending a final disposal to the fair copy section who among the following should satisfy himself that there is no other action to be taken:
(A) Head of the office
(B) Subject clerk
(C) Section Supt.
(D) Office Supt.
Correct Answer Option: (C) Section Supt.


28. The process of marking the number of the disposal as a torward number on the inside of the jackets of all the back number files is known as:
(A) Linking
(B) Chaining
(C) Indexing
(D) Jacketing
Correct Answer Option: (B) Chaining


29. Before sending the final disposal to the fair copy section who is expected to verify that no further action to be taken:
(A) Clerk
(B) Head Clerk
(C) Superintendent
(D) U.D.Clerk
Correct Answer Option: (C) Superintendent


30. Who will send the disposal to the record section?
(A) Section
(B) Fair copy section
(C) Head clerk
(D) Section clerk
Correct Answer Option: (B) Fair copy section


31. When the disposal is forwarded to record section what is to be obtained from record section by fair copy section:
(A) Acknowledgement
(B) Despatch details
(C) Receipt
(D) Section number
Correct Answer Option: (A) Acknowledgement


32. Which disposal are to be put into brown paper disposal. jackets and stitched?
(A) R and D disposals
(B) L disposals
(C) XN disposals
(D) XL disposals
Correct Answer Option: (A) R and D disposals


33. Before sending the final disposal to the fair copy section which officer should satisfy that there is no further action to be taken?
(A) Section clerk
(B) Superintendent
(C) Head clerk
(D) Head of the office
Correct Answer Option: (B) Superintendent


34. Cross reference of disposals in the inside of the jackets of all the back number files is known as:
(A) Indexing
(B) Referencing
(C) Chaining
(D) Linking
Correct Answer Option: (C) Chaining


35. The office copy of the draft and enclosure are to be added to the :
(A) Note file
(B) Current file
(C) Stock file
(D) Disposal file
Correct Answer Option: (B) Current file


36. When a case is finally disposed of to where the file with a copy of index slip to be sent:
(A) Despatch section
(B) Record room
(C) Account section
(D) Superintendent
Correct Answer Option: (B) Record room


37. The process of marking the number of the disposal as a forward number on the inside of the jackets of all the back number files is known as:
(A) Linking
(B) Chaining
(C) Jacketing
(D) Indexing
Correct Answer Option: (B) Chaining


38. Cross reference of disposals in the inside of docket is called
(A) Referencing
(B) Linking
(C) Indexing
(D) Chaining
Correct Answer Option: (D) Chaining


39. Premature disposal
(A) To enable one to trace out the papers containing the orders passed on any particular subject
(B) The office copy of the draft and its enclosures should
be restored
(C) The closing of a current merely because it has been pending a long time and opening a new current
(D) None of the above
Correct Answer Option: (C) The closing of a current merely because it has been pending a long time and opening a new current

40. Such closing of files are strictly prohibited:
(A) Early closing
 (B) Final closing
 (C) Premature closing
(D) Emergency closing
Correct Answer Option: (C) Premature closing


41. The practice of closing a current merely because it has been pending a long time and opening a new current is called
(A) Intermediate disposal
(B) premature disposal
(C) Final disposal
(D) Part disposal
Correct Answer Option: (B) premature disposal


42. The irregular way of disposal of a file before completion of all action in a file:
(A) Erroneous closing
(B) Early closing
(C) Premature closing
(D) Improper closing
Correct Answer Option: (C) Premature closing


43. The practice of closing a current merely because it has been pending a long time and opening a new current is called
(A) Part disposal
(B) Premature disposal
(C) Final disposal
(D) Intermediate disposal
Correct Answer Option: (B) Premature disposal


44. When writing an index title it is important to select the which must be a word that will naturally occur to anyone who wants the paper:
(A) Head
(B) Subject
(C) Index
(D) Subhead
Correct Answer Option: (A) Head



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Para.78 Classification of Disposal: R, D, K, L, N, F

  • R (=Retain) Disposals are those that are to be retained permanently 

  • D (=Destroy) Disposals are those that are to be destroyed after 10 years

  • K (=Keep) Disposals are those that are to be destroyed after 3 years

  • L (=Lodge) Disposals are those that are to be destroyed after 1 years)

  • N  Disposals are those that are to be sent out in original 

  •  F Disposals are those that are to be filed 

  • “X” marked on a disposal means that it is not to be registered

  • This may be prefixed to an N disposal-“X-N. Disposal” (=Do not registered but returned in Original) or to 
  •  An L disposal - “X- L. Disposal” (=Do not registered but lodge) also. 

  • Only papers of ephemeral character which are not numbered will be given a disposal in X.N or XL 


Para.82

  • All R. And D. Disposals must be indexed.

  • F. Disposal will be also be indexed if they are marked “I” by competent authority. 
  • When a disposal is to be indexed, on returned of the file with final orders the clerk prepared index slips.(Form. V, Appendix. I) in duplicate and notes upon them the current number and the nature and date of disposal. 
  • One slip is attached to the disposal and sent to the Record Keeper (through the Fair Copy Section) and the kept by the clerk. 
  • Thus each clerk has an index of disposal files which he should arrange alphabetically and to which he can refer at any time in order find out whether such files have any bearing upon his current work.

Para.83
  • R and D disposals are put in to brown paper disposal jackets and stitched. 

  • On the outside of the disposal jackets are boldly marked the name of the Department and Office, the number of the current preceded by the Letter R and D, the date of the disposal, the number of pages in the file(current and note file separately) and the year of destruction. Nothing else, not even the title, is to be written on the jacket.

  • Number of the disposal should be marked as ‘a forward number’ on the side of the jackets of all the back number files. This Chaining is most important.
  • Before sending a final disposal to the Fair copy section the Superintendent should satisfy himself that there is no further action to be taken. 

  • The fair copy section then forwards the disposals to the Records Section and obtains the acknowledgement of the record-keeper in the Distribution Register.

Para.84. Premature Disposals =അകാല തീര്‍പ്പുകള്‍

The practice of closing a current merely because it has been pending a long time and opening a new current is strictly prohibited.

1 comment:

  1. Which disposal to be sent out in original?
    (A) N disposal
    (B) L disposal
    (C) F disposal
    (D) D disposal
    Correct Answer Option: (A) N disposal

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