10 INDEXING AND TITLES

CHAPTER X
 INDEXING AND TITLES

1. What is to be prepared by the clerk when a disposal is to be indexed, on return of the file with final orders?

(A) Index slip

(B) Fair copy

(C) Correction slip

(D) Record slip

Correct Answer Option: (A) Index slip

2. 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) Office Supt.

(C) Section Supt.

(D)Subject Clerk

Correct Answer Option: (C) Section Supt.

3. Which among the following will enable one to trace the papers containing the orders passed on any particular subject?

 (A) Titles

(B) indexes

(C) Heads

(D) Bracketed heads

Correct Answer Option: (B) indexes

4. Which among the following words will enable one to trace the papers containing the orders passed on any particular subject?

(A) Titles

(B) Indexes

(C) Heads

(D) Bracketed heads

Correct Answer Option: (B) Indexes

5. Object of indexing is:

(A) To enable one to trace out the papers containing the orders passed on any particular subject

(B) The current number and the nature and date of disposal are noted

(C) In index any addition or modification cannot be made

(D) The head of office approval is not necessary for modification

Correct Answer Option: (A) To enable one to trace out the papers containing the orders passed on any particular subject

6. The object of which is to enable one to trace out the papers containing the orders passed on any particular subject is

(A) Slip

(B) Indexing

(C) Head

(D) Sub head

Correct Answer Option: (B) Indexing

7. The entry in the index relating to an individual paper is called a:

(A) Title

(B) Head

(C) Sub head

(D) Subject

Correct Answer Option: (A) Title

8. The entry in the index relating to an individual paper is called a:

(A) Title

(B) Sub head

(C) Head

(D) Subject

Correct Answer Option: (A) Title

9. The entry in the index relating to an individual paper is called

(A) Subject

(B) Title

(C) Head

(D) Sub head

Correct Answer Option: (B) Title

10. The entry in the index relating to an individual paper is called:

(A) Reference

(B) Salutation

(C) Subject

(D) Title

Correct Answer Option :(D) Title

11. The first thing to do when writing an index title is to select the ------------- which must be a word that will naturally occur to anyone who wants the papers.

(A) Subject

(B) Head

(C) Sub head

(D) Abstract

Correct Answer Option: (B) Head

12. Any addition or modification in the list of index heads a be made only with the approval of one of the following on

 (A) Unit officer

(B) Head of the office

(C) Superintendent

(D) Section clerk

Correct Answer Option: (B) Head of the office

13. While classifying papers for indexing personal papers relating to officials should be indexed under the ----------- concerned

(A) Name of the office

(B) Name of the officer

(C) Name of the sender

 (D) Name of the Head of office

Correct Answer Option: (B) Name of the officer

14. How personal papers relating to officials should be indexed?

(A) In the name of the office

(B) In the name of Superior officer

 (C) In the name of the Head office

(D) In the name of the officer concerned

Correct Answer Option: (D) In the name of the officer concerned

15 While classifying papers for indexing, personal papers relating to officials should be indexed under

(A) Name of the officer concerned

(B) Name of the sender

(C) Name of the office

(D) Name of the Head of office

Correct Answer Option: (A) Name of the officer concerned

16. While classifying papers for indexing personal papers relating to officials should be indexed under the concerned.

(A) Name of the officer

(B) Name of the office

(C) Name of the head of dept.

 (D) Name of the sender

Correct Answer Option: (A) Name of the officer

17. In papers relating to suits the number of the suit is preceded by appropriate abbreviations like 'AS' which means

(A) Appeal suit

(B) Assessment suit

(C) Additional suit

(D) Appeal section

Correct Answer Option: (A) Appeal suit

18. In which way the papers relating to 'suits' will be indexed?

(A) common head

(B) General head

(C) Papers relating to 'suits'

(D) Papers relating to miscellaneous head

Correct Answer Option: (C) Papers relating to 'suits'

19. In papers relating to suits the number of the suit is preceded by appropriate abbreviation like A.S which means :

(A) Additional suit

(B) Appeal suit

(C) Assessment suit

(D) Appeal section

Correct Answer Option: (B) Appeal suit

20. After the heads and sub heads which is placed:

(A) Title proper

(B) Index

(C) Slip

(D) Head

Correct Answer Option: (A) Title proper

20. Which method should be used if an order deals with more than one subject which falls under more than one head?

(A) referencing

(B) indexing

(C) cross reference

(D) chaining

Correct Answer Option: (C) cross reference

21. A ------------ should be used if an order deals with more than one subject which falls under more than one head.

(A) Referencing

(B) Indexing

 (C) Cross reference

(D) Internal reference

Correct Answer Option: (C) Cross reference

22. ............. should be used if an order deals with more than one subject which falls under more than one head.

(A) Referencing

(B) Indexing

(C) Internal reference

(D) Cross reference

Correct Answer Option: (D) Cross reference

23 The system of indexing on the basis of index slip is known as:

 (A) Flagging

(B) Indexing

(C) Crossing

(D) Slip index system

Correct Answer Option: (D) Slip index system

24. How the index slip are used in the office?

(A) Punched with 2 holes

(B) Without punching

(C) Punched with 3 holes

(D) Punched with 4 holes

Correct Answer Option: (A) Punched with 2 holes

25 What is the benefit of keeping combined index?

(A) New slips can be avoided

(B) Old slips can be destroyed

(C) New slips can be inserted

(D) All slips can be removed

Correct Answer Option: (C) New slips can be inserted

26. It is the primary duty of the to see that index titles are prepared properly.

(A) Subject Clerk

(B) Office Supt

(C) Head of Office

(D) Section Supt.

Correct Answer Option: (D) Section Supt.

27. It is the primary duty of the ------------- to see that Index titles are prepared properly.

(A) Subject clerk

(B) Section Supt.

(C) Head of the office

 (D) Office Supt.

Correct Answer Option: (B) Section Supt.

28. The system of indexing on the basis of index slip is-known as:

(A) Slip index system

 (B) Slip head system

(C) Slip subhead system

(D) Special index system

Correct Answer Option: (A) Slip index system

29. What is Slip Index System?

(A) The system of indexing on the basis of index slip is known as Slip Index System (B) The slip prepared in duplicate by the clerk

(C) It is to be enable one to trace out the papers containing the orders passed on any particular subject

 (D) Index slip is printed annually

Correct Answer Option: (A) The system of indexing on the basis of index slip is known as Slip Index System

30. The process of filing the slips in the record room in one combined index for the whole office is known as:

(A) Indexing filing

(B) Filing of index slips

(C) Filing of slips

 (D) Indexing of records

Correct Answer Option: (B) Filing of index slips

31. The process of filing the slips in the record room in one combined index for the whole office is known as:

(A) Indexing of records

(B) Filing of Index slips

(C) Filing slips

(D) Compilation of files

Correct Answer Option: (B) Filing of Index slips

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Para.85

 The object of the indexes is to enable one to trace the papers containing the orders passed on any particular subject. 

Para.86

The entry in the index relating to an individual paper is called a "Title”  

Para.87

The first thing to do when writing an index title is called the head. The head must be a word that will naturally occur to anyone who wants the papers. 

Para.88

 A general list is given in Appendix. Every clerk must constantly refer to the list. Any addition to it or modification, it found necessary should be made only with the approval of the head of office. 

Para.92

Personal papers relating of officials should be indexed under the name of the officer concerned.  

Para.93

Papers relating to suits will be indexed under the head “Suits” thus: First will come the name of the district followed by that of the place at which, the court which is dealing with the suit is situated, then the designation of the court and then the number of the suit, proceeded by appropriate abbreviations: “A.S” (Appeal Suit”, “O.S” (Original Suit), etc . 

Para.93

Papers relating to suits will be indexed under the head “Suits” thus: First will come the name of the district followed by that of the place at which, the court which is dealing with the suit is situated, then the designation of the court and then the number of the suit, proceeded by appropriate abbreviations: “A.S” (Appeal Suit”), “O.S” (Original Suit), etc . 

Para.98: Two or more titles when necessary-CROSS -REFERENCE:

If an order deals with more than one subject, two or more complete titles under different ha different heads may be necessary. But the same title must not be repeated under more than one head, either in its entirely or partially. Instead of this, where a subject falls under more than one head, at it seems useful to index it under each head, a cross-reference  or cross references must be used –that is, the complete title will be written on one slip under one head, while on other slips, one for each of the other heads will be written merely one of the other heads of following by “see, so and so” (mentioned the former head). The same cross-reference must never be repeated. 

Para.101

It is the primary duty of the Superintendent to see that index titles are properly prepared. The officer will check the titles when drafts are submitted to him for approval )

Para.102

The system of indexing is the “Slips index” system. Indexes are compiled strictly in alphabetical order of the index titles. The index slips are punched with two holes by mean of which they are filed in strict alphabetical order with two holes by special tages, between two title cardboard covers or “binders” similarly punched. This system permits of a fresh leaf being, inserted in its proper order at any point. The two tags are through from the same side, so that two cross tags are at the bottom. The other two ends are tied in bow on top. 

Para.103 FILING OF INDEX SLIPS

In record room the slips are filed in one combined index for the whole office. When one of these title volumes of slips becomes so bulky that the tags cannot easily and quickly be passed through it, it will be broken up into smaller volumes, each volume in alphabetical order containing slips from say.

A-E, F-K, L-R and so on. The slips will be filed in one continuous series till the index is printed or typed which will be done annually. It will be printed or typed as the case may be direct from the slips. After it has been printed or typed, the R and D disposal will be destroyed.