Question paper 2
FINAL ANSWER KEY
Paper: Departmental Manual of Office Procedure
Date of Test 10-10-2020
Question1:-After disposal of a file, the same has to be sent to Fair Copy section to obtain __________in the Personal register. A:-Receipt
B:-Acknowledgement
C:-Noting
D:-Report
Correct Answer:- Option-B
Question2:-What is to be written on the top of a 'letter'?
A:-Date
B:-Name of Office
C:-File number
D:-Title
Correct Answer:- Option-D
Question3:-The note file will be ___________ from the current file and pages will be numbered. A:-Together
B:-Separated
C:-One by one
D:-Chronologically
Correct Answer:- Option-B
Question4:-__________ is written to facilitate the disposal of a file, which one?
A:-Note
B:-Essay
C:-Opinion
D:-Query
Correct Answer:- Option-C
Question5:-Which kind papers are not entered in the Distribution Register?
A:-Of ephemeral Character
B:-Registered Letter
C:-Letter received in Certificate of Posting
D:-Memo
Correct Answer:- Option-A
Question6:-Which of the following messages is treated as 'demi-official' communication?
A:-Facts message
B:-Telephone message
C:-E-mail
D:-Teleprinter
Correct Answer:- Option-B
Question7:-How many columns are there in a Dispatch-cum-stamp account Register?
A:-8
B:-5
C:-10
D:-9
Correct Answer:- Option-A
Question8:-How many period the stock file to be kept by the section for ready reference?
A:-7 Years
B:-10 Years
C:-15 Years
D:-Permanently
Correct Answer:- Option-D
Question9:-Number of fly leaves that can be placed with each file put up, for reference?
A:-Two
B:-Three
C:-No restriction
D:-One
Correct Answer:- Option-D
Question10:-Who is responsible for inspection of the record room, once in a quarter?
A:-Finance officer
B:-Head Clerk
C:-Head Ministerial Officer
D:-Security Officer
Correct Answer:- Option-C
Question11:-Which of the under mentioned register is to be inspected by the Head of Office every month? A:-Local Delivery Book
B:-Call book
C:-Cash book
D:-Bank pass book
Correct Answer:- Option-B
Question12:-'Important', 'Urgent', 'Personal' etc should be marked in _________ on the economy slip. A:-Red
B:-Blue
C:-Marker Pen
D:-Violet
Correct Answer:- Option-A
Question13:-Where the dispatch stamp is affixed by the dispatch Clerk?
A:-On Fair Copy
B:-On Office Copy
C:-In the current file
D:-In note file
Correct Answer:- Option-B
Question14:-Each subject clerk shall prepare an abstract of pendency in form X11 App-1, on the _______ of every month. A:-Fifth
B:-Tenth
C:-First
D:-Third
Correct Answer:- Option-C
Question15:-How many columns are there in the register of periodicals?
A:-8
B:-5
C:-10
D:-7
Correct Answer:- Option-D
Question16:-Who shall maintain the remainder diary in form XV having 12 pages?
A:-Section Supt.
B:-Section Clerk
C:-Fair Copy Supt.
D:-Typist
Correct Answer:- Option-B
Question17:-Which is the slip pasted on the envelop?
A:-Index Slip
B:-Label
C:-Urgent Slip
D:-Economy Slip
Correct Answer:- Option-D
Question18:-What is affixed on both ends of economy slip of the cover containing confidential papers? A:-Index number
B:-Urgent Slip
C:-Office Seal
D:-Label
Correct Answer:- Option-C
Question19:-When economy slip can't be used?
A:-Certificate of Posting
B:-Registered Post
C:-By Local delivery
D:-By Special messenger
Correct Answer:- Option-B
Question20:-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
Correct Answer:- Option-A
Question21:-Which register shall be checked daily by the Fair Copy Supt?
A:-Fair copy register
B:-Dispatch cum stamp account Register
C:-Index Register
D:-Distribution Register
Correct Answer:- Option-B
Question22:-Valuables intended for dispatch will be put in envelops or packed and sealed in the presence of the A:-Section Supt.
B:-Office Supt.
C:-Fair copy supt.
D:-Head of Office
Correct Answer:- Option-B
Question23:-What is to be noted on the cover handed over to peon sent to Officer's residence? A:-Data and month
B:-Month and year
C:-Time
D:-Day
Correct Answer:- Option-C
Question24:-What will be issued, in the place of records?
A:-Flag
B:-Label
C:-Red Mark
D:-Slip
Correct Answer:- Option-D
Question25:-What is the number of records to be asked for in one requisition slip?
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-A
Question26:-How many years, the 'dispatch-cum-stamp account register' is to be retained? A:-One Year
B:-3 Years
C:-5 Years
D:-10 Years
Correct Answer:- Option-B
Question27:-How long 'Fair Copy Register' shall be preserved?
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-C
Question28:-When the 'record issue register' can be destroyed?
A:-One Year
B:-3 Years
C:-5 Years
D:-10 Years
Correct Answer:- Option-B
Question29:-Personal register will be destroyed after ________ years.
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-C
Question30:-Security Register will be destroyed after _________ years.
A:-One Year
B:-3 Years
C:-5 Years
D:-10 Years
Correct Answer:- Option-D
Question31:-Annual Index will be destroyed after _________ years.
A:-1 Year
B:-3 Years
C:-20 Years
D:-5 Years
Correct Answer:- Option-C
Question32:-The orders of ___________ should be required annually for the destruction of record files.
A:-Head of Office
B:-Head Clerk
C:-Office Supt.
D:-Head of Dept.
Correct Answer:- Option-A
Question33:-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.
A:-Register of periodicals
B:-Monthly statement
C:-Distribution Register
D:-Movement Register
Correct Answer:- Option-A
Question34:-What is the form of salutation of official letters?
A:-Dear Friend
B:-Dear Madam
C:-Sir
D:-Dear Sir
Correct Answer:- Option-C
Question35:-Who is to be seated in front of the record room?
A:-Record Assistant
B:-Record Clerk
C:-Record keeper
D:-Security Officer
Correct Answer:- Option-C
Question36:-Cases which are ordered to be kept in abeyance is called
A:-Pending File
B:-Lie Over
C:-Lost file
D:-Kept file
Correct Answer:- Option-B
Question37:-When two or more papers are to be pinned together, the sharp end of the pin should not be left free at which side? A:-At the top
B:-At the left
C:-At the right end
D:-Below
Correct Answer:- Option-A
Question38:-How much margin on both sides of paper is left blank when 'note' is prepared, as a general rule?
A:-1/3
B:-1/2
C:-1/4
D:-2 inches
Correct Answer:- Option-A
Question39:-Which form of communication is used by an Officer to draw personal attention of another?
A:-Special letter
B:-Demi-official
C:-Confidential
D:-Express
Correct Answer:- Option-B
Question40:-What is the form of communication used for seeking the remarks from his subordinate officer?
A:-Demi-official
B:-Special letter
C:-Endorsement
D:-Note
Correct Answer:- Option-C
Question41:-How many topics can be dealt with in one letter normally?
A:-As many as possible
B:-Maximum 2
C:-One
D:-Five
Correct Answer:- Option-C
Question42:-All communications are to sent from the office in the name of
A:-Section Supt.
B:-Any Gazetted Officer
C:-Head of Office
D:-No such restriction
Correct Answer:- Option-C
Question43:-Which of the following officers can address the Govt. directly?
A:-Regional Officers
B:-District Officers
C:-Head of Office
D:-Head of Dept.
Correct Answer:- Option-D
Question44:-What is the subscription of the letter addressed to the Governor?
A:-Yours Obediently
B:-Yours Sincerely
C:-Yours Affectionately
D:-Yours Faithfully
Correct Answer:- Option-D
Question45:-Which form of correspondence is undesirable to place on official records?
A:-Personal Letter
B:-Proceedings
C:-Endorsement
D:-Demi-Official
Correct Answer:- Option-D
Question46:-What is the salutation form of letter addressed to a lady?
A:-Madam
B:-Sir
C:-Mrs
D:-Smt
Correct Answer:- Option-A
Question47:-Which form of communication is used to send a copy of a paper to a subordinate officer?
A:-Endorsement
B:-Special note
C:-Memorandum
D:-Demi-Official
Correct Answer:- Option-A
Question48:-Fair copies of official communication addressed to higher authorities are to be signed by
A:-Head of Office
B:-Fair Copy Supt.
C:-Gazette Officer
D:-Section Supt.
Correct Answer:- Option-A
Question49:-Official communication of KPSC should be addressed to
A:-Chairman
B:-Secretary
C:-Deputy Secretary
D:-Controller of Exams
Correct Answer:- Option-B
Question50:-Who is responsible for proper maintenance of Distribution Register?
A:-Tappal clerk
B:-Office Supt.
C:-Fair Copy Supt.
D:-Security officer
Correct Answer:- Option-C
Question51:-Memorandum form of correspondence can be signed by
A:-Fair Copy Supt.
B:-Section Clerk
C:-Head of Office
D:-Section Supt
Correct Answer:- Option-D
Question52:-In which form of communication, an important instruction of a standing nature to be followed by various authorities will be communicated?
A:-Personal Letter
B:-Proceedings
C:-Endorsement
D:-Circular
Correct Answer:- Option-D
Question53:-Who should sign the proceedings criticizing a subordinate Officer?
A:-Section Supt.
B:-Any Gazetted Officer
C:-Head of Office
D:-No such restriction
Correct Answer:- Option-C
Question54:-The corrections and interlineations should be avoided in
A:-Comparing
B:-Fair Copying
C:-Drafting
D:-Registering
Correct Answer:- Option-B
Question55:-Fair copies of disciplinary proceedings should be signed by
A:-Head of Office
B:-Section Clerk
C:-Fair Copy Supt.
D:-Section Supt.
Correct Answer:- Option-A
Question56:-Who is directly responsible for prompt dispatch of papers sent for issue?
A:-Fair Copy Supt.
B:-Office Supt.
C:-Dispatch Clerk
D:-Tappal Clerk
Correct Answer:- Option-A
Question57:-Name the register in form No: XV1 to be maintained by the Typists.
A:-Daily turn-out Register
B:-Work Allotment register
C:-Daily work load register
D:-Work diary
Correct Answer:- Option-C
Question58:-Who will examine local delivery book daily?
A:-Section Clerk
B:-Dispatching Clerk
C:-Section Supt.
D:-Tappal Clerk
Correct Answer:- Option-B
Question59:-After signing of a paper, to whom it is handed over?
A:-Section Clerk
B:-Dispatching Clerk
C:-Section Supt.
D:-Tappal Clerk
Correct Answer:- Option-B
Question60:-Who is the custodian of work load register?
A:-Fair Copy Supt.
B:-Office Supt.
C:-Dispatch clerk
D:-Typist
Correct Answer:- Option-D
Question61:-Who will fix dispatch stamp on office copy?
A:-Dispatch clerk
B:-Fair copy supt.
C:-Office Supt.
D:-Section Clerk
Correct Answer:- Option-A
Question62:-When the officer writes his query in the margin of the note file, where the section clerk furnish his reply? A:-In the margin just below the query
B:-In Continuation of the Note file
C:-Bottom of the note
D:-Top of the note
Correct Answer:- Option-B
Question63:-What colour fly leaf is placed at the top of the note file?
A:-Black
B:-Blue
C:-Yellow
D:-Brown
Correct Answer:- Option-C
Question64:-In which way a telephonic message dealt with?
A:-Demi-Official communication
B:-Endorsemet
C:-Letter received in Local Delivery
D:-Letter
Correct Answer:- Option-A
Question65:-When a file is finally disposed of, the file with a copy of _________ is sent to record room. A:-Disposal jacket
B:-Index slip
C:-Economy Slip
D:-Fair Copy
Correct Answer:- Option-B
Question66:-Which of the disposal is to be sent out in original?
A:-N-Dis
B:-X-Dis
C:-L-Dis
D:-D-Dis
Correct Answer:- Option-A
Question67:-Which kinds of disposal must be indexed?
A:-L-Dis
B:-R & D-Dis
C:-XL-Dis
D:-XN-Dis
Correct Answer:- Option-B
Question68:-Which disposals are to be put into brown paper jackets and stichtes?
A:-L-Dis
B:-R&D-Dis
C:-XL-Dis
D:-XN-Dis
Correct Answer:- Option-B
Question69:-Papers of ephemeral character received in an office are not numbered and disposed of: A:-K-Dis
B:-XN-Dis or XL-Dis
C:-D-Dis
D:-L-Dis
Correct Answer:- Option-B
Question70:-The office copy of the draft and enclosures are to be added to the _______ file.
A:-Note file
B:-Stock file
C:-Current File
D:-Disposal File
Correct Answer:- Option-C
Question71:-Cross reference of disposals in the inside jackets of all the back number files is known as
A:-Indexing
B:-Referencing
C:-Chaining
D:-Linking
Correct Answer:- Option-C
Question72:-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
Question73:-What is the entry made in the index relating to an individual paper is called?
A:-Reference
B:-Salutation
C:-Subject
D:-Title
Correct Answer:- Option-D
Question74:-In which way the index slips are filed in the record room in one combined index?
A:-Region wise
B:-Section wise
C:-Division wise
D:-For the entire office
Correct Answer:- Option-D
Question75:-Which among the following will enable one to trace the papers containing the orders passed on any particular subject? A:-Titles
B:-Heads
C:-Subject
D:-Indexes
Correct Answer:- Option-D
Question76:-What is process of filing the slips in the record room in one combined index for the whole office is called for? A:-Filing of Index slips
B:-Index filing
C:-Filing of slips
D:-Indexing of records
Correct Answer:- Option-A
Question77:-While classifying papers for indexing personal papers relating to officials, it should be indexed under the __________ concerned. A:-Name of Officer
B:-Name of Office
C:-Name of Section
D:-Name of posts held
Correct Answer:- Option-A
Question78:-In which way the papers relating to 'suits' will be indexed?
A:-Papers relating to suits
B:-Common Head
C:-General Head
D:-Papers relating to miscellaneous head
Correct Answer:- Option-A
Question79:-The system of indexing on the basis of index slip is named as
A:-Slip Head System
B:-Slip Index System
C:-Special Index System
D:-Sub-head Slip system
Correct Answer:- Option-B
Question80:-Which form of communication is used to address Govt.?
A:-Memorandum
B:-Letter
C:-Endorsement
D:-Proceedings
Correct Answer:- Option-B
Question81:-who among the following officials is responsible for examining the stock file at frequent intervals? A:-Section Supt.
B:-Manager
C:-Fair Copy Supt.
D:-Head of Office
Correct Answer:- Option-A
Question82:-When 'Running Note' will be destroyed?
A:-After 3 Years
B:-After 5 Years
C:-After 7 Years
D:-After One Year
Correct Answer:- Option-A
Question83:-Security register will be destroyed after ____________ years
A:-10
B:-20
C:-7
D:-5
Correct Answer:- Option-A
Question84:-All records issued out of the record section shall be entered in the _________ register
A:-Distribution Register
B:-Record Register
C:-Record Issue Register
D:-Stock Register
Correct Answer:- Option-C
Question85:-What is the period of destruction of a "Call Book"?
A:-After 3 Years
B:-After 5 Years
C:-After 7 Years
D:-After One Year
Correct Answer:- Option-A
Question86:-Which among the following is an effective mechanism for checking the delay in taking action on a 'Current File'? A:-Distribution Register
B:-Personal Register
C:-Remainder Diary
D:-Pending List
Correct Answer:- Option-B
Question87:-Who will be custodian of 'Call Book'?
A:-Section Clerk
B:-Office Supt.
C:-Fair Copy Supt.
D:-Tappal Clerk
Correct Answer:- Option-D
Question88:-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.
A:-Attendance Register
B:-Record Register
C:-Casual Leave Register
D:-Movement Register
Correct Answer:- Option-D
Question89:-To whom a communication marked 'Express' shall be sent by the clerk on holiday duty?
A:-Office Supt.
B:-Security Staff
C:-Head of Office
D:-Head of the Dept.
Correct Answer:- Option-C
Question90:-What is the term used for 'copying and dispatching' a communication intended for a person or an authority? A:-Disposal
B:-Local Delivery
C:-Issue
D:-Dispatch
Correct Answer:- Option-C
Question91:-Who is the person responsible for prompt dispatch of papers marked to 'Issue'?
A:-Tappal Clerk
B:-Fair Copy Supt.
C:-Dispatch Clerk
D:-Office Supt.
Correct Answer:- Option-B
Question92:-What is the term used for the 'preparation of a communication for issue'?
A:-Put up
B:-Drafting
C:-Disposing
D:-Noting
Correct Answer:- Option-B
Question93:-Who shall be addressed for an official communication intended to send to the Hon: High Court?
A:-Chief Justice
B:-Advocate General
C:-Registrar
D:-P.A. to Chief Justice
Correct Answer:- Option-C
Question94:-What is the colour of fly leaf of a 'Note File'?
A:-Yellow
B:-Red
C:-Blue
D:-Green
Correct Answer:- Option-A
Question95:-What is the periodicity of inspection of 'Call Book'?
A:-Once in 3 months
B:-Every Month
C:-Once in 6 months
D:-Once in 2 months
Correct Answer:- Option-B
Question96:-A file closed in D-Dis should be kept for _________ years.
A:-One Year
B:-3 Years
C:-10 Years
D:-12 Years
Correct Answer:- Option-C
Question97:-What is it called when a paper is given a current number and entered in the personal register?
A:-Disposed
B:-Dispatched
C:-Filed
D:-Registered
Correct Answer:- Option-D
Question98:-A précis of previous papers, statement of facts reported and proposals made in the current files is called A:-Draft
B:-Disposal
C:-Current
D:-Note
Correct Answer:- Option-D
Question99:-Names of which of the following officers should be written in the fly leaf of the personal register? A:-Section Clerk and Section Supt.
B:-Section Clerk and Head of Office
C:-Section Clerk and Tappal Clerk
D:-Section Supt. and Head of Office
Correct Answer:- Option-A
Question100:-Which of the following papers need not be entered in the Distribution Register? A:-Unstamped and in-sufficiently stamped petitions
B:-Wrongly addressed
C:-Applications that are not in the prescribed form
D:-All the above
Correct Answer:- Option-D
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