The Secretariat Manual Test
Date of Test 03-11-2023
1:-The transaction of business is governed by the rules made by the Governor in exercise of the powers conferred by ________ of the
Constitution of India.
A:-Art. 309
B:-Art. 310
C:-Art. 311
D:-Art. 166
Correct Answer:- Option-D
2:-Communications addressed to various functionaries of the Secretariat are given _______ to the addressees.
A:-through GAD
B:-through Office Section
C:-through I&PRD
D:-directly
Correct Answer:- Option-D
3:-When a staff in the section goes on leave, he must invariably hand over office key if any in his custody, to the _________
A:-Section Officer
B:-Under Secretary
C:-Security Officer
D:-Any other Assistant
Correct Answer:- Option-A
4:-Who is the authority to approve the note for Council of Ministers before submission to the Minister concerned?
A:-Secretary concerned
B:-Private Secretary to Minister
C:-Chief Secretary
D:-Secretary, GAD
Correct Answer:- Option-C
5:-When proceedings are issued by the specified authorities notified by Government under various statutes, if not issued in the form ofGovernment Order, need not contain the words _________
A:-By order of Governor
B:-Forwarded by order
C:-Issued under authority
D:-the nature of authority vested
Correct Answer:- Option-A
Question6:-Statutory notices like those under section 80 of the C.P.C. received on behalf of Government shall be forwarded by the concerned authorities to the Suit Section of Law Department within a period, of ________ of the receipt of the same.
A:-twelve weeks
B:-six weeks
C:-eight weeks
D:-four weeks
Correct Answer:- Option-B
7:-Every ordinance issued will have to be replaced by a bill within ________ from the re-assembly of the legislative failing which the ordinance shall cease to operate.
A:-one month
B:-3 weeks
C:-six weeks
D:-two months
Correct Answer:- Option-C
8:-In the matter of processing important communications, and confidential papers Additional Secretaries and Joint Secretaries have to take the same level of responsibility as that of the _______ to Government.
A:-Additional Chief Secretary
B:-Head of Department
C:-Chief Secretary
D:-Secretary
Correct Answer:- Option-D
9:-In the Secretariat, a consolidated fortnightly index is prepared by the ________ collecting information from all the other department of the
Secretariat.
A:-GA (House Keeping Cell)
B:-GA (Records) Department
C:-P & ARD
D:-Law Department
Correct Answer:- Option-C
10:-Copies of orders, conveying financial sanction (including amendments to Service Rules or orders having financial implication) intended for communication to the ________ through the Finance Department should be signed in ink.
A:-Governor
B:-Minister
C:-Accountant General
D:-Advocate General
Correct Answer:- Option-C
11:-When final answers are given during the recess of the Legislature, copies of such answers have to be forwarded to ________
A:-Legislature Secretary
B:-all the MLAs who raised the questions
C:-all the MLAs
D:-the Speaker
Correct Answer:- Option-B
12:-When it is proposed to obtain on the note file of a case the concurrence, opinion or remarks of another department of the Secretariat so
that such concurrence, opinion or remarks may not form part of the official proceedings, the mode of referring a paper or a case and obtaining a
reply is called ________ correspondence.
A:-Official
B:-Demi-Official
C:-Un-official
D:-Internal
Correct Answer:- Option-C
13:-A register of delays in circulation in Form No. XV, Appendix I shall be maintained by _______
A:-Section Officer
B:-Confidential Assistant
C:-Section Assistant
D:-Office Superintendent
Correct Answer:- Option-B
14:-The notes prepared by the Assistant which contain a summary of the facts of the case, precedents, provisions of laws or rules etc. haveto be meticulously scrutinized and they should be supplemented wherever necessary by the ________
A:-Under Secretary
B:-Section Officer
C:-Secretary
D:-Office Superintendent
Correct Answer:- Option-B
15:-The date stamps of officers are in the custody of __________
A:-Office Superintendent
B:-Confidential Assistant
C:-Section Officer
D:-Officer himself
Correct Answer:- Option-B
16:-If a paper is returned in original with an endorsement, the fact should be indicated and dated in the _______ column of the personal
register.
A:-12th
B:-13th
C:-4th
D:-15th
Correct Answer:- Option-D
17:-The ________ shall maintain discipline in the section and sees to it that his orders or instructions are not disputed or disregarded by his assistants and other staff under his control.
A:-Under Secretary
B:-Section Officer
C:-Secretary
D:-Chief Secretary
Correct Answer:- Option-B
18:-The personal files should be maintained by the _______ of the General Administration department.
A:-Service Section
B:-Accounts Section
C:-Secret Section
D:-CR Cell
Correct Answer:- Option-D
19:-Any reference issued from the office which originates the file is called _______
A:-Arising Reference
B:-Tappal
C:-Current
D:-Correspondence File
Correct Answer:- Option-A
20:-Money, cheques and others valuables received as enclosures to communications will be entered by the office Superintendent in the_______ and delivered to the cash branch of the accounts section for safe custody.
A:-Inward Register
B:-Valuables register
C:-Tappal Register
D:-Security Register
Correct Answer:- Option-D
21:-The Council of Ministers is constituted under _______ of the Constitution of India.
A:-Article 163
B:-Article 166
C:-Article 309
D:-Article 310
Correct Answer:- Option-A
22:-A member of the establishment touring on public (authorised) holidays in connection with the performance of his duties is not eligible for ______ in lieu of holidays on which he was on tour.
A:-Compensatory Holidays
B:-Travelling Allowance
C:-Compensatory Allowance
D:-Casual Leave
Correct Answer:- Option-A
23:-A _______ may contain a precis of previous papers, a statement of the facts reported and proposals made in the current file, the
arguments for and against any measure proposed, and suggestions as to the action to be taken.
A:-Note
B:-Draft
C:-Report
D:-Statement
Correct Answer:- Option-A
24:-_________ is used to lay down the distribution of subjects, procedural matters and such other aspects requiring compliance by the office and reference over a long period of time.
A:-Memorandum
B:-Office Order
C:-Circular
D:-Notification
Correct Answer:- Option-B
25:-The Electrical wing and Secretariat garden are under the control of _______ Department.
A:-GA (House Keeping Cell)
B:-Parliamentary Affairs
C:-GA (Co-ordination)
D:-GA (Accounts)
Correct Answer:- Option-A
26:-The proposal for overruling the advice tendered by the P&ARD should be routed through the _______
A:-P&ARD Secretary
B:-Chief Secretary
C:-Law Secretary
D:-GAD Secretary
Correct Answer:- Option-B
27:-The Periodical Register should be in the custody of _______
A:-Assistant
B:-Section Officer
C:-Computer Assistant
D:-Office Superintendent
Correct Answer:- Option-B
28:-The notes for the subject committee should be got approved by the ______
A:-Chief Minister
B:-Secretary in charge of the dept.
C:-Chief Secretary
D:-Minister in charge of the dept.
Correct Answer:- Option-D
29:-The papers will be submitted with a note within _______ of their receipt in the seat except in time-limit papers.
A:-5 days
B:-3 days
C:-7 days
D:-10 days
Correct Answer:- Option-A
30:-In the case of articles of stationery supplied for use in the office of ministers _______ should keep proper accounts and they will be held
responsible for the returns of the articles at the time of winding up of the offices.
A:-Private Secretaries concerned
B:-Secretary in charge of the Department
C:-Additional Secretary
D:-Office Superintendent
Correct Answer:- Option-A
31:-Communications to corporation should be addressed to the ______
A:-Chairman
B:-Mayor
C:-Secretary
D:-Counceller
Correct Answer:- Option-B
32:-On scrutiny of currents received, if it is revealed that the communication does not conform to the rules of correspondence as laid down
in Chapter X of Kerala Secretariat Office Manual, what measures will be adopted by the Assistant?
A:-It shall be returned under the signature Assistant concerned
B:-It shall be returned under the signature and orders of Under Secretary
C:-It shall be returned under the signature and orders of Section Officer
D:-It shall be returned under the signature and orders of Secretary
Correct Answer:- Option-B
33:-A statement of the final decision of Government on any matter submitted for information or orders is called ______
A:-Circulation
B:-Disposal
C:-Submission
D:-Put up
Correct Answer:- Option-B
34:-________ include bulky references, back files, copies of standing instructions or any other material referenced.
A:-Current file
B:-Note file
C:-Routine notes
D:-Put up papers
Correct Answer:- Option-D
35:-That part of a case consisting of papers received, drafts of interim references, replies thereto and draft of final orders issued is called________.
A:-Current File
B:-Case
C:-Back File
D:-Routine File
Correct Answer:- Option-A
36:-When any file or disposal is found missing on any account, the fact should be immediately brought to the notice of ________ in charge of
the department.
A:-Under Secretary
B:-Additional Secretary
C:-Minister
D:-Secretary
Correct Answer:- Option-D
37:-________ from is used when specified communications are issued to subordinate working within the Secretariat.
A:-Letter
B:-U O Note
C:-Memorandum
D:-Circular
Correct Answer:- Option-C
38:-Which of the following statements is not true, when files requiring concurrence, advice or clearance are sent to other departments such as Finance, Law, P&ARD etc.,
A:-Only by officers of and above the rank of Deputy Secretary
B:-Orders from the minister concerned is necessary
C:-The file may merely contain the statement of facts of the proposal received from the outside office
D:-It should contain a definite proposal tentatively arrived at by the department concerned
Correct Answer:- Option-C
39:-The nature of reference issued will be noted in column ________ of the Personal Register.
A:-9
B:-5
C:-4
D:-7
Correct Answer:- Option-A
40:-When the answers to assembly interpellations, resolutions coming up in the Assembly etc., result in the issuance of any order or instruction by the Secretariat Departments, they should be classified under a side heading ________
A:-'Legislative Assembly'
B:-Assembly Questions
C:-Interpellations
D:-Assembly Papers
Correct Answer:- Option-A
41:-A communication or a statement or a plan, sketch or other document which is attached to or accompanies another communication tosupplement or elucidate the point, intention or orders conveyed by such communication is called its _______
A:-Annexure
B:-Appendix
C:-Addendum
D:-Enclosure
Correct Answer:- Option-D
42:-Whenever interpretation of a statute, statutory rule or judgment of a Court becomes necessary the opinion of the ______ shall be obtained.
A:-General Administration Department
B:-Finance Department
C:-Law Department
D:-P&AR Department
Correct Answer:- Option-C
43:-The ______ must examine the Fair Copy and Despatch Register at frequent intervals and see that it is regularly and properly written up and that there is no delay in this branch of work.
A:-Under Secretary
B:-Section Officer
C:-Secretary
D:-Office Superintendent
Correct Answer:- Option-A
n44:-A Suit Register in ______ should be maintained in every section to facilitate prompt action on files relating to suits and writs.
A:-Form No. VIII Appendix 1
B:-Form No. XIX Appendix I
C:-Form No. VII Appendix I
D:-None of these
Correct Answer:- Option-B
45:-______ has to be consulted in all matters relating to land acquisition, except where authorised by general orders land assignment, cases involving land reforms and excess land etc.
A:-Revenue Department
B:-Public Works Department
C:-Industries Department
D:-Law Department
Correct Answer:- Option-A
46:-The _____ who is primarily responsible for the custody of files, is equally responsible for the proper accounting of the disposals as well.
A:-Section Officer
B:-Secretary
C:-Assistant
D:-Under Secretary
Correct Answer:- Option-C
47:-Copies of G.Os. Circulars and other notifications shall be made available free of cost to ______ by the Records Section.
A:-Applicant belonging to BPL family
B:-MPs and MLAs during the period of office
C:-Government Secretaries
D:-All the above
Correct Answer:- Option-B
48:-In deciding delegation of powers to officers either administrative or financial, the opinion of _______ has to be invariably obtained.
A:-Law Department
B:-Finance Department
C:-P & ARD
D:-Home Department
Correct Answer:- Option-C
49:-In Secretariat dispatch is done in a centralized manner by ______
A:-Section which do the consolidation function
B:-General Administration Department
C:-Central Agency
D:-Office Section of each department
Correct Answer:- Option-D
50:-Which of the following need not be entered in the Personal Register?
A:-Application for Earned Leave
B:-Application for Casual Leave
C:-Application for Community Certificate
D:-Application for Financial Assistance
Correct Answer:- Option-B
51:-All Government orders, Memoranda, Letters, Endorsements etc., should be typed in forms printed with the ________
A:-Name of Minister
B:-Name of Governor
C:-Kerala State Emblem
D:-Name of Secretary
Correct Answer:- Option-C
52:-All notes written in a file which are not directly relevant to the subject matter of that file should be treated as ________
A:-running notes
B:-summarising notes
C:-routine notes
D:-parallel notes
Correct Answer:- Option-C
53:-No paper shall ordinarily be printed except under the orders of an officer of the rank of _____
A:-Section Officer
B:-Under Secretary
C:-Secretary
D:-Deputy Secretary
Correct Answer:- Option-D
54:-When communication without proper authentication happens to be received they shall be returned under the signature and orders of ______ in charge of the section.
A:-Under Secretary
B:-Deputy Secretary
C:-Section Officer
D:-Assistant
Correct Answer:- Option-C
55:-______ or its extracts should not be quoted in other formal communications of the Government.
A:-Notifications
B:-Endorsements
C:-D.O Letters
D:-Memos
Correct Answer:- Option-C
56:-Which among the following is correct with regard to the number of copies of council notes required for the council of Ministers?
A:-35 Copies of the note in Malayalam and 2 copies in English
B:-35 Copies of the note in English and 2 copies in Malayalam
C:-35 Copies of the note in English and 4 copies of the note in Malayalam
D:-34 Copies of the note in Malayalam and 1 copy of the note in English
Correct Answer:- Option-A
57:-The entry in the index relating to an individual paper is called _______
A:-Head
B:-Sub Head
C:-Title
D:-Subtitle
Correct Answer:- Option-C
58:-Communications like Government order, memorandum, office order, circulars, endorsements and U.O. notes should be communicated
with the signature of Section Officer with the indication __________
A:-Approved for issue
B:-Forwarded/by Order
C:-Issued under authority
D:-'For Secretary to Government'
Correct Answer:- Option-B
59:-Before the details regarding legislation are considered, the _______ Department of the Secretariat shall be consulted.
A:-Law
B:-Finance
C:-P & AR
D:-Parliamentary Affairs
Correct Answer:- Option-A
60:-In Secretariat, apart from the general sections dealing with the subjects allotted to them there will be _______ with specified duties to
help in the discharge of the routine office business of that Department.
A:-an accounts section
B:-an office section
C:-a finance section
D:-a law section
Correct Answer:- Option-B
61:-The process of putting up in a case previous correspondence, laws, rules, reports, etc., required for its disposal, flagging them and indicating their presence by references in the margin at the portion of the current file or the note file in which they are mentioned or quoted is termed as _________
A:-Quoting
B:-Pointing out
C:-Referencing
D:-Attracting attention
Correct Answer:- Option-C
62:-The advertisements in respect of Government Departments shall be released only through the _________
A:-Secretary
B:-Chief Secretary
C:-Director of Public Relations
D:-Minister concerned
Correct Answer:- Option-C
63:-The extract of the decisions of Council of Ministers will arrange be sent to the section concerned, after duly signed by _______
A:-Minister
B:-Chief Secretary
C:-Secretary
D:-Chief Minister
Correct Answer:- Option-B
64:-The ______ exercises general supervision of the officers and members of the staff who work under him and is responsible for seeing that the members of the staff perform the duties allotted to them efficiently and expeditiously.
A:-Governor
B:-Chief Minister
C:-Chief Secretary
D:-Secretary
Correct Answer:- Option-D
65:-One copy of the list of Council files disposed of during the year together with their notes and Council decisions as well as the relevant Government Orders issued should be bounded and kept in the personal custody of the _______ of the Department.
A:-Minister
B:-Private Secretary of the Minister
C:-Secretary
D:-Chief Secretary
Correct Answer:- Option-C
66:-When an orders passed by the Minister or the Secretary has to be communicated to a petitioner, the _______ will be given to the
addressee.
A:-extract of the order
B:-the purport of the order
C:-photocopy of the order
D:-the exact words of the order
Correct Answer:- Option-B
67:-Fair copies of answers of Assembly Questions should be signed by ______ when it is received back with the approval of the Minister.
A:-Secretary
B:-Minister
C:-Additional Secretary
D:-Section Officer
Correct Answer:- Option-D
68:-The Assistants and Section Officers may not offer opinions and suggestions ________
A:-in cases founded on statutes, rules, precedents
B:-in cases which are not founded on statutory provisions and require discretionary decision
C:-in promotion cases of Gazetted Officers
D:-cases received from other departments
Correct Answer:- Option-B
69:-The draft note for the Council should be prepared within ______ days of the receipt of the file with the orders of the chief minister.
A:-Two
B:-Three
C:-Five
D:-Seven
Correct Answer:- Option-B
70:-When an order or noting by a superior officer is contrary to the statutory rules or declared policy in the matter or when there is factual
inaccuracy this has to be politely brought to the notice of the officer by _________ in order to ascertain that it is not an unintended deviation.
A:-Under Secretary
B:-Section Officer
C:-Secretary
D:-Office Superintendent
Correct Answer:- Option-B
71:-Confidential Records shall be supplied within the department on requisition signed by ______
A:-Assistant
B:-Section Officer
C:-Under Secretary
D:-Office Superintendent
Correct Answer:- Option-B
72:-Letters proposed to be issued to the Public Service Commission have to be got scrutinised by _______
A:-P&AR Department
B:-Law Department
C:-Head of Department Concerned
D:-Finance Department
Correct Answer:- Option-A
73:-When files are received with the decision of the Council of Ministers and if the Department feels that the matter should be seen by the
Finance Department or any other Department the file must be sent to such Departments _______
A:-after issue of orders
B:-along with the draft of the orders
C:-at any time before issuing the orders
D:-soon after extracts of the decisions to the secretary received
Correct Answer:- Option-A
74:-______ is responsible for the contents and accuracy of the Council note.
A:-Secretary
B:-Chief Secretary
C:-Minister concerned
D:-Deputy Secretary
Correct Answer:- Option-A
75:-It is the duty of a _______ to maintain stock file on all important subjects dealt with in the section for future reference.
A:-Section Officer
B:-Office Superintendent
C:-Section Assistant
D:-Typist
Correct Answer:- Option-C
76:-Valuables intended for despatch will be put in envelopes or packets and sealed in the presence of the _______
A:-Office Superintendent
B:-Section Officer
C:-Assistant concerned
D:-Under Secretary
Correct Answer:- Option-A
77:-A final decision shall be taken by the Government on petitions received from the committee on petitions, within ______ months.
A:-Three
B:-Two
C:-One
D:-Five
Correct Answer:- Option-A
78:-Action taken on assurances given by Ministers on the floor of the House shall be communicated to ______
A:-Speaker
B:-Chief Minister
C:-Governor
D:-Legislature Secretariat
Correct Answer:- Option-D
79:-_______ is the repository of all records generated in the transaction of official business.
A:-Office Section
B:-Confidential Section
C:-Secretariat Records
D:-Secret Section
Correct Answer:- Option-C
80:-Which of the following statement is not appropriate in the case of wording and articulating a title?
A:-The title must consist mainly of substantives and adjectives (where indispensable)
B:-Participles and minor parts of speech should be included as far as possible
C:-It is essential that the title should be articulated or broken up into members
D:-Each member will begin letters with a capital letter
Correct Answer:- Option-B
81:-In Secretariat _______ shall be responsible for the prompt receipt and distribution of tappal, indexing, procuring and distribution of
stationery, transmission of records to Records Branch.
A:-Under Secretary
B:-Section Officer
C:-Secretary
D:-Office Superintendent
Correct Answer:- Option-D
82:-Which of the following is not a special function of the Chief Secretary?
A:-Superintending control over the whole secretariat and control over the staff attached to the Ministers
B:-Business connected with the meetings of the Council of Ministers as laid down in the Rules of Business
C:-Responsibility for all matters not falling within the allotment of subjects assigned to other Secretaries
D:-Secretary of General Administration (Special) Department
Correct Answer:- Option-D
83:-The Appendix IV to the Kerala Secretariat Office Manual contains a list of ________
A:-titles and heads
B:-subjects of files
C:-files to be decided by the Council of Ministers
D:-files to be consulted with the Finance Department
Correct Answer:- Option-A
84:-Communications which do not bear _______ should not be forwarded to any outside office or person.
A:-Common Seal or Emblem of Government of Kerala
B:-Image of Chief Minister
C:-Image of Prime Minister
D:-Image of Kerala
Correct Answer:- Option-A
85:-Ordinary communications are opened in the presence of ______
A:-Under Secretary
B:-Section Officer
C:-Any Assistant of the Section
D:-Office Superintendent
Correct Answer:- Option-D
86:-A Register in manuscript should be maintained by the _________ to facilitate tracing of papers received in connection with suits and
writs.
A:-Section
B:-Secretary's office
C:-Office section
D:-Under Secretary's office
Correct Answer:- Option-C
87:-Which of the following is not a direct function of the Secretariat?
A:-The Secretariat is mainly concerned in assisting the Cabinet in framing of policies, approval of plans and programmes
B:-The Secretariat assists the Cabinet in the work connected with Legislation
C:-The Secretariat is concerned in laying down rules and procedure
D:-The Secretariat is engaged in the implementation of policies in the grassroots level
Correct Answer:- Option-D
88:-What should be the action required when lodged disposals are put up as backfiles for a new case and modification or alteration to the
decision contained in the lodged papers is arrived at in the new file?
A:-The number and date of the disposal relating to the new case will be recorded on the space provided in the face of the lodged disposal
B:-A copy of the new file may be prepared and added to the back file
C:-Such disposals are handed over to the Office Section for necessary action
D:-Such disposal may be got re-stitched and transferred to the records branch directly
Correct Answer:- Option-A
89:-________ is responsible for seeing that every case is sent on in circulation in the order in which it is marked and returned to the officer
circulating it is soon as the Minister concerned has dealt with it.
A:-Secretary
B:-Section Officer
C:-Private Secretaries to Minister
D:-Additional Secretary
Correct Answer:- Option-C
90:-Disposed files are broadly classified into _____ groups.
A:-Two
B:-One
C:-Three
D:-Four
Correct Answer:- Option-D
91:-In the matter of conducting writs and other proceedings before the Supreme Court and High Court, the state is represented through________
A:-Registrar
B:-Standing Counsels
C:-Government Pleader
D:-Advocate General
Correct Answer:- Option-D
92:-In working days, the Secretariat Record Section will be kept open till ______
A:-5.30 pm
B:-6 pm
C:-5.15 pm
D:-5.45 pm
Correct Answer:- Option-D
93:-The ______ is the authority to give clarifications/interpretation on provisions of various Service Rules under Kerala Public Services Act.
A:-GAD
B:-Law Department
C:-P & ARD
D:-None of these
Correct Answer:- Option-C
94:-The _______ in charge of the department has to periodically re-issue the distribution of work among officers and section comprised.
A:-Secretary
B:-Minister
C:-Special Secretary
D:-Additional Secretary
Correct Answer:- Option-A
95:-Every entry relating to the _______ in the Personal Register should have a corresponding disposal when the case is closed in the Personal
Register
A:-Current
B:-Periodical
C:-Issue
D:-New Case
Correct Answer:- Option-D
96:-When a case is transferred from the Personal Register to the _______ the file is closed in the form of Lodged Papers.
A:-Suit Register
B:-Security Register
C:-File Register
D:-Call Book
Correct Answer:- Option-D
97:-Every department in the Secretariat should normally convene staff meetings ________
A:-Weekly
B:-Half yearly
C:-Monthly
D:-Quarterly
Correct Answer:- Option-C
98:-Which of the following is not a point for preliminary consideration of legislation?
A:-The authorities to implement activities after passing the legislation
B:-The need for the proposed legislation from a legal point of view
C:-The competence of state legislature to enact the measure
D:-The necessity of previous sanction of the President or recommendation of the Governor as the case may be
Correct Answer:- Option-A
99:-The Secretariat Department shall keep Reminder Diary, Interpellation Register and Local delivery book for a period of _______ years and
thereafter shall transfer them to the records branch.
A:-Two
B:-One
C:-Three
D:-Five
Correct Answer:- Option-C
100:-Which of the following shall watch the follow up action of cabinet decisions?
A:-GA (SS) Department
B:-GA (SC) Department
C:-GA (Pol) Department
D:-GA (Co-ord) Department
Correct Answer:- Option-B
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