FINAL ANSWER KEY
Paper: Departmental Manual of Office Procedure
Date of Test 10-10-2020
Question1:-Who is the custodian of attendance Register of a Section?
A:-Esta: Section Clerk
B:-Head of Office
C:-Section Clerk
D:-Section Supt
Correct Answer:- Option-D
Question2:-Annual Index List will be destroyed after _____________ years.
A:-5
B:-10
C:-20
D:-15
Correct Answer:- Option-C
Question3:-All official or demi-official communications received in an office until registry is called ___________ A:-Tappal
B:-Current
C:-File
D:-Mail
Correct Answer:- Option-A
Question4:-A file originated from the any reference issued from the office is called __________ A:-Back File
B:-Current File
C:-Moving File
D:-Arising File
Correct Answer:- Option-D
Question5:-Every clerk should maintain a personal register for each ___________
A:-6 months
B:-Financial Year
C:-Calendar Year
D:-Two years
Correct Answer:- Option-C
Question6:-A file closed in K-Dis should be kept for _______________ Years
A:-1 Year
B:-3 years
C:-2 Years
D:-5 years
Correct Answer:- Option-B
Question7:-Which of the following need not be registered in the Personal register? A:-Casual Leave Application
B:-Earned Leave Application
C:-Transfer Application
D:-Application for GPF Temporary advance
Correct Answer:- Option-A
Question8:-In which way a telephonic message dealt with?
A:-Demi-official Communication
B:-Endorsement
C:-Letter received in Local Delivery
D:-Letter
Correct Answer:- Option-A
Question9:-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
Question10:-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
Question11:-Which kinds of disposals must be indexed?
A:-L-Dis
B:-R&D-Dis
C:-XL-Dis
D:-XN-Dis
Correct Answer:- Option-B
Question12:-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
Question13:-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
Question14:-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
Question15:-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
Question16:-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
Question17:-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
Question18:-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
Question19:-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
Question20:-What is process of filling 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
Question21:-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
Question22:-Who will examine local delivery book daily?
A:-Section Clerk
B:-Dispatching Clerk
C:-Section Supt
D:-Tappal Clerk
Correct Answer:- Option-B
Question23:-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
Question24:-Who is the custodian of work load register?
A:-Fair Copy Supt
B:-Office Supt
C:-Dispatch Clerk
D:-Typist
Correct Answer:- Option-D
Question25:-Who will fix dispatch stamp on office copy?
A:-Dispatch Clerk
B:-Fair copy Supt
C:-Office Sup
D:-Section Clerk
Correct Answer:- Option-A
Question26:-Which is the slip pasted on the envelop?
A:-Index slip
B:-Label
C:-Urgent Slip
D:-Economy Slip
Correct Answer:- Option-D
Question27:-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
Question28:-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
Question29:-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
Question30:-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
Question31:-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
Question32:-What is to be noted on the cover handed over to peon sent to officer's residence?
A:-Date & month
B:-Month & year
C:-Time
D:-Day
Correct Answer:- Option-C
Question33:-What will be issued, in the place of records?
A:-Flag
B:-Label
C:-Red Mark
D:-Slip
Correct Answer:- Option-D
Question34:-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
Question35:-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
Question36:-How long 'Fair Copy Register' shall be preserved?
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-C
Question37:-When the 'record issue register' can be destroyed?
A:-One Year
B:-3 Years
C:-5 Years
D:-10 Years
Correct Answer:- Option-B
Question38:-Personal register will be destroyed after ________ Years
A:-One
B:-Two
C:-Three
D:-No limit
Correct Answer:- Option-C
Question39:-Security Register will be destroyed after ____________ years
A:-One Year
B:-3 Years
C:-5 years
D:-10 Years
Correct Answer:- Option-D
Question40:-Annual Index will be destroyed after ___________ Years
A:-1 Year
B:-3 Years
C:-20 Years
D:-5 Years
Correct Answer:- Option-C
Question41:-The orders of __________ should b 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
Question42:-To watch the punctual receipt or dispatch of periodical reports and returns, each Clerk shall maintain a register in Form X1-appndix-1. Name the Register
A:-Register of periodicals
B:-Monthly Statement
C:-Distribution Register
D:-Movement Register
Correct Answer:- Option-A
Question43:-What is the form of salutation of official letters?
A:-Dear Friend
B:-Dear Madam
C:-Sir
D:-Dear Sir
Correct Answer:- Option-C
Question44:-What should be the form of correspondence to the vice Chancellor of a University?
A:-Letter
B:-Demi-Official
C:-Proceedings
D:-memorandum
Correct Answer:- Option-A
Question45:-R-Disposals are to be destroyed after ____________
A:-5 Years
B:-Retain Permanently
C:-7 Years
D:-10 Years
Correct Answer:- Option-B
Question46:-How many days Casual leave will be forfeited as penalty for 3-late attendances without permission? A:-One and half
B:-3 days
C:-One day
D:-None
Correct Answer:- Option-C
Question47:-What is the term used for a communication received in an office which is stamped with the number of the office until its final disposal? A:-Correspondence
B:-Letter
C:-Enclosure
D:-Current
Correct Answer:- Option-D
Question48:-Who will compare the pendency as per 'arrear list' with the 'distribution Register'?
A:-Fair Copy Supt
B:-Office Supt
C:-Subject Clerk
D:-Head of Office
Correct Answer:- Option-A
Question49:-The valuables received with communication as enclosures shall be handed over to _________
A:-Head of office
B:-manager
C:-Office Supt
D:-Head of Dept
Correct Answer:- Option-B
Question50:-Fair copies intended to higher authorities are to be signed by ______________
A:-Manager
B:-Office Supt
C:-Head of Office
D:-Head of Dept
Correct Answer:- Option-C
Question51:-What is the periodicity for retaining a "running Note'?
A:-After one Year
B:-After 2 Years
C:-After 5 years
D:-After 3 Years
Correct Answer:- Option-D
Question52:-What is the method used if an order dealt with more than one subject which falls under more than one head? A:-Cross referencing
B:-Chaining
C:-Indexing
D:-clubbing
Correct Answer:- Option-A
Question53:-Where the date and nature of disposal of a current file will be entered in the personal Register?
A:-In Column-7
B:-Last Column
C:-In Column-4
D:-In Column-9
Correct Answer:- Option-B
Question54:-Who is expected to open the envelope addresses by name and marked 'Strictly confidential'?
A:-Head of office
B:-Office Supt
C:-Addressee
D:-Tappal Clerk
Correct Answer:- Option-C
Question55:-What is the form of correspondence used to communicate the orders passed by the head of an institution in exercise of a statutory power?
A:-Endorsement form
B:-Letter Form
C:-Memorandum
D:-Proceedings
Correct Answer:- Option-D
Question56:-An official correspondence to higher authorities shall be in the _______________ form.
A:-Endorsement Form
B:-Letter Form
C:-Memorandum
D:-Proceedings
Correct Answer:- Option-B
Question57:-The body of the letter follows after the ___________
A:-Subject
B:-Reference
C:-Address
D:-Salutation
Correct Answer:- Option-B
Question58:-Where the money, Cheque or valuables received as enclosures are entered in?
A:-Distribution Register
B:-Personal Register
C:-Security Register
D:-Cash chest
Correct Answer:- Option-C
Question59:-Who is expected to deface the stamps affixed on petitions?
A:-Section Clerk
B:-Section Supt
C:-Head of Office
D:-Tappal Clerk
Correct Answer:- Option-D
Question60:-What is the immediate action to be done on receipt of a petition from a M.P/M.L.A?
A:-Acknowledge
B:-Grant
C:-Reject
D:-Accept
Correct Answer:- Option-A
Question61:-An official correspondence from a Government official to another without official formalities and with a personal touch is called ___________
A:-Personal
B:- Confidential
C:- Demi- Official
D:-Friendly Letter
Correct Answer:- Option-C
Question62:-When one case has relevance in relation to another case, both the cases are submitted together and this process is termed as ________________
A:-Tagging
B:-Chaining
C:-Referencing
D:-Linking
Correct Answer:- Option-D
Question63:-A minor division of the office consisting of a Supt. And one or more clerks is called _____________ A:-Sub Office
B:-Section
C:-Branch Office
D:-Unit Office
Correct Answer:- Option-B
Question64:-Confidential papers sent to section shall be kept in safe custody of _________
A:-Section Clerk
B:-Head of office
C:-Supervisory Officer
D:-Fair Copy Supt
Correct Answer:- Option-C
Question65:-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
Question66:-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
Question67:-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
Question68:-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
Question69:-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
Question70:-What is to be written on the top of 'letter'?
A:-Date
B:-Name of Office
C:-File Number
D:-Title
Correct Answer:- Option-B
Question71:-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
Question72:-___________ is written to facilitate the disposal of a file, which one?
A:-Note
B:-Essay
C:-Opinion
D:-Query
Correct Answer:- Option-A
Question73:-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
Question74:-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
Question75:-How many columns are there in a Dispatch-cum-stamp account Register? A:-8
B:-5
C:-10
D:-9
Correct Answer:- Option-A
Question76:-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
Question77:-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
Question78:-Who is responsible for inspection of the record room, once in quarter? A:-Finance Officer
B:-Head Clerk
C:-Head ministerial Officer
D:-Security Officer
Correct Answer:- Option-C
Question79:-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
Question80:-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
Question81:-Which form of communication is used to address Govt:?
A:-Memorandum
B:-Letter
C:-Endorsement
D:-Proceedings
Correct Answer:- Option-B
Question82:-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
Question83:-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
Question84:-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
Question85:-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
Question86:-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
Question87:-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
Question88:-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
Question89:-What is the salutation form of letter addressed to a lady?
A:-Madam
B:-Sir
C:-Mrs.
D:-Smt.
Correct Answer:- Option-A
Question90:-Which form of communication is used to send a copy of a paper to subordinate officer?
A:-Endorsement
B:-Special note
C:-Memorandum
D:-Demi-official
Correct Answer:- Option-A
Question91:-Fair copies 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:-Question Cancelled
Question92:-Official communication to KPSC should be addressed to __________
A:-Chairman
B:-Secretary
C:-Deputy Secretary
D:-Controller of Exams
Correct Answer:- Option-B
Question93:-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
Question94:-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
Question95:-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
Question96:-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
Question97:-The corrections and interlineations should be avoided in __________
A:-Comparing
B:-Fair copying
C:-Drafting
D:-Registering
Correct Answer:- Option-B
Question98:-Fair copies of disciplinary proceeding should be siigned by ______ A:-Head of office
B:-Section Clerk
C:-Fair Copy Supt
D:-Section Supt
Correct Answer:- Option-A
Question99:-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
Question100:-Name the register in form No: XV1 to be maintained by the Typist? A:-Daily turn-out register
B:-Work allotment register
C:-Daily work load register
D:-Work diary
Correct Answer:- Option-C