10-10-2020 Departmental Manual of Office Procedure

 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