Manual of Office Procedure(for officers other than secretariat)
Date of Test 22-03-2023
1:-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
2:-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
3:-Who will be the custodian on 'Call Book'?
A:-Section Clerk
B:-Office Supt
C:-Fair Copy Supt
D:-Tappal clerk
Correct Answer:- Option-D
4:-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
5:-To whom a communication marked 'Urgent' 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
6:-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
7:-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
8:-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
9:-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
10:-What is the colour of fly leaf of a 'Note File'?
A:-Yellow
B:-Red
C:-Blue
D:-Green
Correct Answer:- Option-A
11:-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
12:-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
13:-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
14:-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
15:-Which of the following names of officers should be written in the fly leaf of the personal register?
A:-Section Clerk & Section Supt
B:-Section Clerk & Head of Office
C:-Section Clerk & Tappal Clerk
D:-Section Supt & Head of Office
Correct Answer:- Option-A
16:-Which of the following papers need not be entered in the Distribution Register?
A:-Unstamped & in-sufficiently stamped petitions
B:-Wrongly addressed
C:-Applications that are not in the prescribed form
D:-All the above
Correct Answer:- Option-D
17:-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
18:-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
19:-Which kinds of disposals must be indexed?
A:-L-Dis
B:-R&D-Dis
C:-XL-Dis
D:-XN-Dis
Correct Answer:- Option-B
20:-Which disposals are to be put into brown paper jackets and stitched?
A:-L-Dis
B:-R&D-Dis
C:-XL-Dis
D:-XN-Dis
Correct Answer:- Option-B
21:-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
22:-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
23:-Cross reference to 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
24:-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
25:-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
26:-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
27:-Which among the following will enable to trace the papers containing orders passed on any particular subject?
A:-Titles
B:-Heads
C:-Subject
D:-Indexes
Correct Answer:- Option-D
Question28:-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
29:-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
30:-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
31:-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
32:-Which form of communication is used to address Govt:?
A:-Memorandum
B:-Letter
C:-Endorsement
D:-Proceedings
Correct Answer:- Option-B
33:-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
34:-When a '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
35:-Security register will be destroyed after __________ years.
A:-10
B:-20
C:-7
D:-5
Correct Answer:- Option-A
36:-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
37:-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
38:-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
39:-What is the salutation form of letter addressed to a lady?
A:-Madam
B:-Sir
C:-Mrs.
D:-Smt.
Correct Answer:- Option-A
40:-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
41:-Fair copies of official communications 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
42:-Official communication to KPSC should be addressed to
A:-Chairman
B:-Secretary
C:-Deputy Secretary
D:-Controller of Exams
Correct Answer:- Option-B
43:-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
44:-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
45:-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
46:-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
47:-Corrections and interlineations should be avoided in
A:-Comparing
B:-Fair Copying
C:-Drafting
D:-Registering
Correct Answer:- Option-B
48:-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
49:-In whose presence, tappal received in an office will be opened?
A:-Head of Office
B:-Office Supt.
C:-Dispatch clerk
D:-Tappal clerk
Correct Answer:- Option-A
50:-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
51:-Who will examine local delivery book daily?
A:-Section Clerk
B:-Dispatching Clerk
C:-Section Supt.
D:-Tappal Clerk
Correct Answer:- Option-B
52:-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
53:-Stamps affixed on petitions shall be defaced firstly by
A:-Fair Copy Supt.
B:-Office Supt.
C:-Dispatch Clerk
D:-Tappal Clerk
Correct Answer:- Option-D
54:-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
55:-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
56:-Official communication received in an office until numbering is known as
A:-Tappal
B:-New case
C:-Current
D:-Paper
Correct Answer:- Option-A
57:-Requisition slip for records shall be signed by
A:-Section Supt.
B:-Clerk
C:-Head of Office
D:-Fair Copy Supt.
Correct Answer:- Option-B
58:-Valuables intended for dispatch will be put in envelops or packed and sealed in the presence of the
A:-Section Clerk
B:-Office Supt.
C:-Fair Copy Supt.
D:-Head of Office
Correct Answer:- Option-B
59:-What is to be noted on the cover handed over to peon sent to Officer's residence to ensure there is no undue delay in transmission?
A:-Date and Month
B:-Month and Year
C:-Time
D:-Day
Correct Answer:- Option-C
60:-What will be issued, in the place of records?
A:-Flag
B:-Label
C:-Red Mark
D:-Slip
Correct Answer:- Option-D
61:-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
62:-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
63:-How long 'Fair Copy Register' shall be preserved?
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-C
64:-When the 'record issue register' can be destroyed?
A:-After one year
B:-After 3 years
C:-After 5 years
D:-After 10 years
Correct Answer:- Option-B
65:-Personal Register will be destroyed after __________ years.
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-C
66:-Permanent file of Govt: orders maintained for ready reference is called
A:-Reference file
B:-Permanent file
C:-Got:File
D:-Stock File
Correct Answer:- Option-D
67:-Annual Index will be destroyed after ____________ years.
A:-1 Year
B:-3 Years
C:-20 Years
D:-5 Years
Correct Answer:- Option-C
68:-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
69:-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
70:-Any reference issued from the office which originates the file is called
A:-Official reference
B:-Arising reference
C:-Cross reference
D:-Internal reference
Correct Answer:- Option-B
71:-___________ is written to facilitate the disposal of a file, which one?
A:-Note
B:-Essay
C:-Opinion
D:-Query
Correct Answer:- Option-A
72:-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
73:-Which of the following messages is treated as 'demi-official' communication?
A:-Facts message
B:-Telephone message
C:-E-mail
D:-Tele-printer
Correct Answer:- Option-B
74:-How many columns are there in a Dispatch-cum-stamp account register?
A:-8
B:-5
C:-10
D:-9
Correct Answer:- Option-A
75:-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
76:-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
77:-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
78:-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
79:-'Important', 'Urgent', 'Personal' etc should be marked in ___________ on the economy slip.
A:-Red
B:-Blue
C:-Green
D:-Black
Correct Answer:- Option-A
80:-Where the dispatch stamp is to be 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
81:-Each subject clerk shall prepare an abstract of pendency in form X11 App-1, on the ______day of every month.
A:-Fifth
B:-Tenth
C:-First
D:-Third
Correct Answer:- Option-C
82:-Process of putting up previous correspondences for disposal of a case is called
A:-Enclosures
B:-Referencing
C:-Flagging
D:-Tagging
Correct Answer:- Option-B
83:-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
84:-Which is the slip pasted on the envelop?
A:-Index Slip
B:-Label
C:-Urgent Slip
D:-Economy Slip
Correct Answer:- Option-D
85:-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
86:-Economy slip can't be used in
A:-Certificate of Posting
B:-Registered Post
C:-By Local delivery
D:-By Special Messenger
Correct Answer:- Option-B
87:-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
88:-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
89:-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
90:-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
91:-What is the form of salutation of official letters?
A:-Dear Friend
B:-Respected Madam
C:-Sir
D:-Dear Sir
Correct Answer:- Option-C
92:-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
93:-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
94:-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:-At the bottom
Correct Answer:- Option-A
95:-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
96:-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
97:-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
98:-How many topics can be dealt within one letter normally?
A:-As many as possible
B:-Maximum 2
C:-One
D:-Five
Correct Answer:- Option-C
99:-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
100:-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
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