Manual of Office Procedure (Police)
Date of Test 07-11-2023
1:-If a paper is returned in original with an endorsement, that fact should be noted in personal register by the entry
A:-Despatched
B:-N Dis
C:-L Dis
D:-Filed
Correct Answer:- Option-B
2:-In District offices all covers addressed by name to the head of office, or those coming from Superior Officers will be opened by Head of office. In his absence it will be opened by
A:-Dysp
B:-Manager
C:-Section head
D:-Personal Assistant
Correct Answer:- Option-D
3:-The period of retention of D Dis series of records shall be
A:-1 year
B:-3 years
C:-5 years
D:-10 years
Correct Answer:- Option-D
4:-Important decisions and orders involving discussion of policy or other matters importance will be distinguished by the heading
A:-Order
B:-Proceedings
C:-Consent
D:-Opinion
Correct Answer:- Option-B
5:-Enquiry into petitions contain allegations against police officers shall be ordered only by
A:-Supdt. of Police
B:-Director General of Police
C:-An officer superior in rank
D:-Manager
Correct Answer:- Option-C
6:-The personal register should be maintained in
A:-Form No. IV
B:-Note books
C:-Form No. V
D:-Form No. VII A
Correct Answer:- Option-A
7:-Arising reference shall be stamped, numbered and distributed, but first sent to
A:-Inward Section
B:-Manager
C:-Section head
D:-Head of office
Correct Answer:- Option-B
8:-A distinctive letter will be added to the reference number after the year for final disposal. For Thichur Dt. it is
A:-C
B:-T
C:-R
D:-TR
Correct Answer:- Option-C
9:-The receipt of Govt. and police Gazettes will be registered by the record keeper in
A:-Rough register
B:-Periodical register
C:-Distribution register
D:-Inward register
Correct Answer:- Option-A
10:-A member of staff making any representation should submit it through
A:-Immediate superior
B:-Manager
C:-Head of office
D:-Head of department
Correct Answer:- Option-A
11:-The drafts in the current file should be placed
A:-to come below the note file and above the current file
B:-separately
C:-to come below the current file
D:-along with note file
Correct Answer:- Option-A
12:-Valuables indented for dispatch will be put in envelops sealed in the presence of
A:-Duty officer
B:-Record keeper
C:-Despatch clerk
D:-Supdt.
Correct Answer:- Option-B
13:-The manager shall inspect the Call book atleast
A:-Once in a year
B:-Twice in a month
C:-Once in three months
D:-Once a month
Correct Answer:- Option-D
14:-The accuracy of statements made and inferences drawn in the petitions forwarded to higher authorities must be ensured by
A:-Section head
B:-Manager
C:-Supdt. of Police
D:-Dy. Superintendent of police
Correct Answer:- Option-C
15:-Minutes and endorsements made in officers lower than the District level will ordinarily form part of
A:-Correspondence file
B:-Note file
C:-Confidential register
D:-Record register
Correct Answer:- Option-B
16:-Every disposal file put up for reference must be flagged. Flag will be attached to
A:-Current file
B:-Note file
C:-Jacket of the disposal file
D:-All the above
Correct Answer:- Option-C
17:-The officer responsible for the proper upkeep of police offices
A:-Manager
B:-Scavancher
C:-Sub Inspector
D:-Duty officer
Correct Answer:- Option-D
18:-Each subject clerk will prepare and submit monthly arrear list by
A:-The 10th of every month
B:-The 1st of every month
C:-The last of every month
D:-The 15th of every month
Correct Answer:- Option-A
19:-Security register is maintained by
A:-Tappal Clerk
B:-Chief Ministerial Officer
C:-Security Officer
D:-Section Clerk
Correct Answer:- Option-B
20:-Papers / notes directing examination of any point and other arising references sent to section direct by any officer should
A:-Immediately open a file, and put up
B:-Give to inward section
C:-Give to manager
D:-Give to section head
Correct Answer:- Option-C
21:-When addressing the officers of equal status, the form of correspondence used is
A:-D.O. form
B:-Endorsement form
C:-Memo form
D:-Letter form
Correct Answer:- Option-D
22:-If the officer to whom the Inspection book and registers are to be submitted is not present on the day fixed, these should be
A:-Put up along with next inspection
B:-Put up to another senior officer
C:-Put up on his further order
D:-Put up on the next day he attends office
Correct Answer:- Option-D
Question23:-Transfer register of Records sent to records shall be maintained by
A:-All section clerks
B:-Manager
C:-Record keeper
D:-All section heads
Correct Answer:- Option-A
24:-Marking "FI" on tappal indicates
A:-First information report
B:-File/Index
C:-First priority
D:-Forward immediately
Correct Answer:- Option-B
25:-No office copy of the original reference need be retained. Entries in the register should suffice. This relates to the correspondence of
A:-Subdivisional officers
B:-Inspectors and Sub Inspectors
C:-Other subordinate officers of SP
D:-All the above
Correct Answer:- Option-D
26:-The important word that is placed first in the title by which its alphabetical position in the Index in determined and on which the
possibility of finding the title primarily depends is called
A:-Head
B:-Appendix
C:-Personal Index
D:-Sub head
Correct Answer:- Option-A
27:-In order to facilitate subsequent references, paragraphs and sub paragraphs of all communications drafted should be
A:-Separated
B:-Numbered
C:-Clearly stated
D:-Clearly spelled
Correct Answer:- Option-B
28:-The up-to-date stock file is to be maintained by
A:-Record keeper
B:-Section head
C:-Subject clerk
D:-Manager
Correct Answer:- Option-C
29:-Applications for casual leave will be filed in the leave files maintained in the Section. It will be destroyed after
A:-One year
B:-2 years
C:-3 years
D:-Six months
Correct Answer:- Option-A
30:-Register of reports about missing records will be maintained by
A:-Section clerk
B:-Record keeper
C:-Section head
D:-Manager
Correct Answer:- Option-D
31:-Confidential disposals should be kept separate in locked Almirah's in
A:-Confidential room
B:-Records room
C:-Sections
D:-Managers room
Correct Answer:- Option-B
32:-All special branch and secret records, which are due for destruction will be
A:-Kept separately
B:-Torn to pieces
C:-Burnt
D:-Sold to approved contractors
Correct Answer:- Option-C
33:-When addressing to the Members of Legislature, correspondence should be in
A:-Letter form
B:-DO form
C:-Endorsement form
D:-Order form
Correct Answer:- Option-A
34:-The final decision of the authority on any matter is known as
A:-Agreement
B:-Disposal
C:-Conclusion
D:-Settlement
Correct Answer:- Option-B
35:-A Calendar of Periodicals to watch the prompt submission of periodicals shall be maintained by
A:-Section clerk
B:-Record keeper
C:-Manager
D:-Section head
Correct Answer:- Option-D
36:-All court fee stamps affixed to papers received in the office should be cancelled by
A:-Section clerk
B:-Section head
C:-Manager
D:-Inward section
Correct Answer:- Option-B
37:-Top secret papers are to be sent by
A:-Ordinary post
B:-Speed post
C:-Registered post
D:-Spl. Messenger
Correct Answer:- Option-C
38:-The officer who draw up a detailed allocation list of subjects to each individuals clerk, within the limits of existing general orders is
A:-Head of office
B:-Manager
C:-Dysp. Admn.
D:-Superintendent
Correct Answer:- Option-A
39:-Proposal to obtain on the note file of a case the concurrence, opinion or remarks of another office/officer is called
A:-Referencing
B:-Unofficial Correspondence
C:-Correspondence
D:-Observation
Correct Answer:- Option-B
40:-The acknowledged despatch slip will be initialed, dated and filed and retained by record keeper for
A:-One year
B:-Two years
C:-Three years
D:-Five years
Correct Answer:- Option-C
41:-Unnecessary noting should be studiously
A:-supported
B:-practiced
C:-gathered
D:-avoided
Correct Answer:- Option-D
42:-Two or more drafts put up in a file
A:-shall be avoided
B:-will be numbered
C:-shall not be practiced
D:-may not be correct
Correct Answer:- Option-B
43:-To save time further information may be
A:-gathered in piece meal
B:-gathered from subordinate offices
C:-gathered from records
D:-gathered from head office
Correct Answer:- Option-C
44:-Personal papers relating to officials should be indexed under
A:-the name of officer concerned
B:-general head punishments
C:-general head appeals
D:-general head
Correct Answer:- Option-A
45:-After the dispatch of the periodicals, it shall be disposed as
A:-L Dis
B:-D Dis
C:-R Dis
D:-Filed
Correct Answer:- Option-D
46:-The entry in a paper made by clerk or junior superintendent to facilitate the disposal of a case is
A:-Note
B:-Draft
C:-Record
D:-Document
Correct Answer:- Option-A
47:-Notes written in one office shall not be communicated to another officer or office without the consent of
A:-Manager
B:-Head of office
C:-Section head
D:-DGP
Correct Answer:- Option-B
48:-All records will be filed on record racks
A:-Side by side
B:-On top of one another
C:-Vertically
D:-Both (1) and (3)
Correct Answer:- Option-C
49:-Total number of absences from duty while availing CL and compensation leave shall not exceed
A:-7 days
B:-5 days
C:-15 days
D:-10 days
Correct Answer:- Option-C
50:-In case of reappropriation orders the amount must be in multiples of
A:-1000
B:-100
C:-10000
D:-10
Correct Answer:- Option-B
51:-When a current relates to more than one topic is received, action should be taken
A:-by the section concerned with the first point mentioned
B:-by the section concerned with the main point mentioned
C:-by the orders of Section head
D:-by the orders of Manager
Correct Answer:- Option-A
52:-The Distribution Register, will be submitted to the head of office on the
A:-Last week of every year
B:-Last day of every month
C:-10th day of every month
D:-First month of every year
Correct Answer:- Option-C
53:-Lodged papers will be retained for a period of
A:-three years
B:-two years
C:-six months
D:-one year
Correct Answer:- Option-D
54:-Papers which contain matters required for permanent reference will not be filed, but will be given the disposal of
A:-D. Dis
B:-R. Dis
C:-K. Dis
D:-L. Dis
Correct Answer:- Option-B
55:-All communications from or to the Chief Office shall ordinarily be in the name of
A:-Asst. Inspector General of Police
B:-Dy. Inspector General of Police
C:-Director General of Police
D:-Manager, Police Head Quarters
Correct Answer:- Option-C
56:-The Officer responsible to the preparation and submission of Personal Files of Superintendents, Clerks and members of staff
A:-Manager
B:-Supdt. Confidential Section
C:-Asst. Inspector General of Police
D:-Dy. Inspector general of Police
Correct Answer:- Option-A
57:-To note important matters, Gazetted Officers should keep a small book known as
________
A:-Personal Diary
B:-Personal Register
C:-Confdl. Note book
D:-Call Note book
Correct Answer:- Option-D
58:-The four series of disposal of cases are
A:-N, P, L, R
B:-P, D, N, R
C:-R, D, L, N
D:-None
Correct Answer:- Option-C
59:-A distinctive letter will be added to the reference number after the year for final disposal. For Thrissur it is
A:-SP
B:-R
C:-S
D:-T
Correct Answer:- Option-B
0:-Money, cheques and other valuables received as enclosures to communications will be entered in the security register by
A:-Chief Ministerial officer
B:-Head of office
C:-Cashier
D:-Inward Section
Correct Answer:- Option-A
61:-Correction slips must be pasted in the books on its receipt in the office, to which they belong within
A:-a week
B:-a month
C:-three days
D:-five days
Correct Answer:- Option-C
62:-Section head will certify in the personal register that all pending papers of previous years have been brought forward after
A:-1st January
B:-31st December
C:-1st May
D:-1st February
Correct Answer:- Option-D
63:-The peons, attenders and orderlies shall attend the office in working days from
A:-10 AM
B:-9.30 AM
C:-9 AM
D:-8 AM
Correct Answer:- Option-B
64:-Forfeiture of one days CL will ordinarily be the penalty for late attendance without permission for every
A:-3 days
B:-5 days
C:-4 days
D:-2 days
Correct Answer:- Option-A
65:-The personal register should be maintained in
A:-Loose sheets
B:-Note books
C:-Form No. IV
D:-Form No. VII A
Correct Answer:- Option-C
66:-The accuracy of statements made and inferences drawn in the petitions forwarded to higher authorities must be ensured by
A:-Section head
B:-Manager
C:-Dy. sp
D:-Superintendent of police
Correct Answer:- Option-D
67:-Any doubt regarding the section in which a particular paper should be dealt with will be settled by
A:-Section head
B:-Manager
C:-Head of office
D:-Dysp (Admn)
Dysp (Admn)
Correct Answer:- Option-B
68:-The typist should initial with date in ink on the draft he typed on the
A:-Left hand top corner of the draft
B:-Left hand bottom corner of the draft
C:-Right hand top corner of the draft
D:-Right hand bottom corner of the draft
Correct Answer:- Option-A
69:-All communications received in the office which are official or demi official are until numbering is known as
A:-inward
B:-current
C:-case
D:-tappal
Correct Answer:- Option-D
70:-Manager can permit his staff to leave office during office hours or attend office late subject to the condition that permission is not
granted for more than
A:-One hour a day
B:-Two hours a day
C:-One hour in a week
D:-Two hours in a week
Correct Answer:- Option-A
71:-The record room should be locked and sealed every day and entrusted to the guard commander on duty, recording the fact in
A:-Record register
B:-Record entry book
C:-Sentry relief book
D:-Record book
Correct Answer:- Option-C
72:-Packets containing official correspondence, which is not of confidential nature, should be addressed by
A:-Officers name only
B:-Official designation only
C:-Office name only
D:-Personal name only
Correct Answer:- Option-B
73:-The number of name covers and current numbers of files sent to officers and to their camp office shall be written by
A:-Manager
B:-Despatch clerk
C:-Section clerk
D:-Duty officer
Correct Answer:- Option-A
74:-The in-coming or out-going periodicals will merely be entered in
A:-Personal Register
B:-Records Register
C:-Despatch Register
D:-Periodical Register
Correct Answer:- Option-D
75:-The Register of Ladged papers will be maintained by
A:-Manager
B:-Section clerk
C:-Record keeper
D:-Despatch clerk
Correct Answer:- Option-C
76:-The orders on the particular case should be communicated only to the
A:-the head of office
B:-the officer concerned
C:-ministerial head
D:-office name
Correct Answer:- Option-B
77:-There will be an office letter box in every office and the key of the box will be in the custody of
A:-Manager
B:-Duty officer
C:-Duty personnel
D:-Record keeper
Correct Answer:- Option-A
78:-The Head of office of Police Training college is
A:-Chief Ministerial Officer
B:-Chief instructor
C:-Legal officer
D:-Principal
Correct Answer:- Option-D
79:-When a paper is returned in original or its copy is sent to subordinate, the form of disposal takes the form of an
A:-Letter form
B:-Order form
C:-Endorsement
D:-Demi official
Correct Answer:- Option-C
80:-When officers are on tour, the tappals intended for them should be sent to them
A:-Weekly
B:-Daily
C:-Bi weekly
D:-Occasionally
Correct Answer:- Option-B
81:-The current numbers and addresses of references sent out from the office shall be entered in
A:-Despatch register
B:-Fair copy register
C:-Personal register
D:-Note book
Correct Answer:- Option-A
82:-While despatching important papers such as pay bills etc from one office to another in sealed covers by post, it must be sent by
A:-Registered post
B:-Not by regd. Post but a certificate of posting obtained
C:-Ordinary post
D:-Spl. Messenger
Correct Answer:- Option-B
3:-The communications from unit offices to Police Headquarters shall be in the name of
A:-Manager
B:-AIGs
C:-ADGPs
D:-DGP
Correct Answer:- Option-D
84:-If the petition received is illegible the course of action to be taken is
A:-A legible copy be prepared by section clerk
B:-A legible copy be prepared by section head
C:-A typewitten copy be prepared
D:-A photocopy be prepared
Correct Answer:- Option-C
85:-Register of reports about missing records will be maintained by
A:-Section clerk
B:-Record keeper
C:-Section head
D:-Manager
Correct Answer:- Option-D
86:-Indents for stationary must be carefully scrutinized by
A:-Section heads and Manager
B:-Section clerks and Manager
C:-Record keeper
D:-None of the above
Correct Answer:- Option-A
87:-If demi official paper is used, blank continuation sheets used must be
A:-Superior demi official paper
B:-Ordinary paper
C:-Distinct colour paper
D:-One sided paper
Correct Answer:- Option-B
88:-Register of addresses of the members of the office staff is maintained by
A:-Record keeper
B:-Head Clerk
C:-Manager
D:-Superintendent
Correct Answer:- Option-A
89:-Old arrear lists should be retained for
A:-one year
B:-two years
C:-three years
D:-five years
Correct Answer:- Option-C
90:-When a book is put for reference, it should be placed
A:-Along the file
B:-Below the flap of the file
C:-By hand in person
D:-Above the flap of the file
Correct Answer:- Option-D
91:-Stamps to be affixed in covers intended for authorities in foreign countries is
A:-Service stamps
B:-Ordinary postage stamps
C:-Foreign postage stamps
D:-UN postage stamps
Correct Answer:- Option-B
92:-Whenever a new index head is taken into use in a subordinate office the fact shall be reported to
A:-Supdt. of Police
B:-Admn. Assistant
C:-Manager
D:-Chief Office
Correct Answer:- Option-D
93:-Daily stamp account for letters sent by post will be entered in
A:-Record register
B:-Personal Register
C:-Despatch Register
D:-Cash Register
Correct Answer:- Option-C
94:-Papers relating to appointments and postings are being treated as
A:-Secret
B:-Top secret
C:-Official
D:-Confidential
Correct Answer:- Option-D
95:-When a clerk goes on leave he should hand over the office key in his custody to
A:-Manager
B:-Section Supdt.
C:-Near by Section Clerk
D:-Duty Officer
Correct Answer:- Option-B
96:-Preparation of any communication proposed to be sent from the office
A:-Drafting
B:-Note
C:-Order
D:-Letter
Correct Answer:- Option-A
97:-The personal file of the staff should be kept in
A:-Custody of the Manager
B:-Custody of Section Supdt.
C:-Confidential Section
D:-Custody of Head of Office
Correct Answer:- Option-C
98:-Despatch section will be under the direct supervision of
A:-Manager
B:-Fair copy supdt.
C:-Junior Supdt.
D:-Record keeper
Correct Answer:- Option-D
99:-A communication received in one office from outside will be known as a current until
A:-It is filed
B:-It is disposed
C:-Drafting on it
D:-It is put up
Correct Answer:- Option-B
100:-Petition or report addressed to a higher authority through a lower authority shall
A:-not be withheld
B:-be withheld
C:-be returned
D:-be closed
Correct Answer:- Option-A
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