FINAL ANSWER KEY
Paper: Manual of Office Procedure (Police)
Medium of Question: English
Date of Examination 11-03-2019
Question1:-Turn duty Register is maintained in an Office with an intension to ________.
A:-Mark the late attendance
B:-Depute staff on holidays
C:-Mark the movement of Staff during working hours
D:-None of these
Correct Answer:- Option-B
Question2:-D Dis files are to be retained
A:-for a prescribed period of time
B:-for a period of one year
C:-permanently
D:-none of these
Correct Answer:- Option-A
Question3:-_______ is the preparation of any communication which is proposed to be issued.
A:-Notes
B:-Current
C:-Draft
D:-Proceedings
Correct Answer:- Option-C
Question4:-Late arrivals of an employee will be recorded in the ____________.
A:-Late Attendance Register
B:-Margin of Attendance Register
C:-Personal Register
D:-Service Book
Correct Answer:- Option-A
Question5:-When an Officer desired that a matter should receive the personal attention of the individual addressed, the communication should be in the form o A:-Memo form
B:-Ordinary letter
C:-Demi Official
D:-Endorsement form
Correct Answer:- Option-C
Question6:-When a current relates to more than one topic and consequently to more than one section, it should be taken by the section which is concerned wicommunication.
A:-Second point
B:-First point
C:-Third point
D:-None of these
Correct Answer:- Option-B
Question7:-Any reference issued from the office which originates the file is called as ___________.
A:-Case
B:-Current
C:-Correspondence
D:-Arising reference
Correct Answer:- Option-D
Question8:-Case consists of
A:-Books put up for reference
B:-Note file
C:-Current file
D:-All the above
Correct Answer:- Option-D
Question9:-A paper is said to be registered when it is assigned a _________ number.
A:-Tapal
B:-Current
C:-Correspondence
D:-Section
Correct Answer:- Option-B
Question10:-Important instructions of a standing nature to be uniformly followed by various authorities are communicated in the form of a __________. A:-Office order
B:-UO note
C:-Circulars
D:-Office memorandum
Correct Answer:- Option-C
Question11:-__________ is enable one to trace papers containing orders passed on any particular subject.
A:-Indexing
B:-Flagging
C:-Filing of papers
D:-Stock file
Correct Answer:- Option-A
Question12:-Papers will normally be submitted by the office within _________ days.
A:-10 days
B:-3 days
C:-7 days
D:-30 days
Correct Answer:- Option-B
Question13:-Number of entries on each page of a Personal Register shall ordinarily be ___________.
A:-Five
B:-No limitation
C:-Two
D:-Three
Correct Answer:- Option-D
Question14:-The distinctive letter 'C' will be added to the reference number after the year in respect of District Police Office, __________. A:-Kannur
B:-Trivandrum
C:-Pathanamthitta
D:-Kozhikode
Correct Answer:- Option-A
Question15:-The Stamp account and stocks of the Stamp will be scrutinized and checked by the Record Keeper at least ____________. A:-Every fortnight
B:-Once in a month
C:-Once in a week
D:-Every 3 months
Correct Answer:- Option-C
Question16:-All tapals for local delivery shall be entered in a Separate Register called __________.
A:-Despatch Register
B:-Local Delivery Tapal Book
C:-Stamp Account Book
D:-None of these
Correct Answer:- Option-B
Question17:-All files and volumes issued out of the Records Section shall be entered in a register called __________.
A:-Personal Register of Record Section
B:-Stock Register
C:-Issue Register of Records
D:-Despatch Register
Correct Answer:- Option-C
Question18:-Requisition of Records should invariably be noted the __________ for which the record is required.
A:-Section number
B:-File number
C:-Back file number
D:-Current number
Correct Answer:- Option-D
Question19:-The authority to initiate preparation and submission of Personal Files of Superintendent is _________.
A:-Manager
B:-Officers concerned
C:-Asst. Inspector General
D:-Inspector General of Police
Correct Answer:- Option-A
Question20:-A minor division in an office consisting of more than one clerk is known as ____________.
A:-Division
B:-Section
C:-Unit
D:-None of these
Correct Answer:- Option-B
Question21:-Tapal Distribution Register shall be maintained ______________.
A:-Form I Appendix
B:-Form III Appendix A
C:-Form II Appendix A
D:-Form IV Appendix A
Correct Answer:- Option-C
Question22:-Wherever a paper is submitted by a clerk to an officer for orders, the date of submission should be entered in column _________ of the Personal A:-7
B:-8
C:-6
D:-5
Correct Answer:- Option-A
Question23:-The leave sanctioning files of an establishment can be closed and destroyed __________.
A:-after six months
B:-after 2 years
C:-after 5 years
D:-after the expiry of the calendar year
Correct Answer:- Option-D
Question24:-Papers pending at the end of a calendar year will be brought forward to the Personal Register of the following year, if they are not disposed of by _ A:-31st December
B:-31st January
C:-End of February
D:-31st March
Correct Answer:- Option-B
Question25:-The name and designation of the person/officer to whom the DO Letter goes will be copied at the foot of the page on the _____________. A:-left hand side
B:-right hand side
C:-middle portion of the letter
D:-none of these
Correct Answer:- Option-A
Question26:-Sanctions or recommendations involving financial expenditure must be issued in the form of ____________. A:-Ordinary letter
B:-Memorandum
C:-Proceedings
D:-UO Note
Correct Answer:- Option-C
Question27:-When a paper or its copy has to be sent to a subordinate office for information or remarks, or disposal, it is sent in the form of ___________. A:-Letter
B:-Proceedings
C:-Order form
D:-Endorsement
Correct Answer:- Option-D
Question28:-The title of the paper received is to be entered in the Column No ____________ of the Personal Register as brief as possible. A:-Col.4
B:-Col.3
C:-Col.5
D:-Col.7
Correct Answer:- Option-A
Question29:-Applications for Casual Leave from the members of the Office ____________.
A:-to be registered in Personal Register
B:-to be registered in separate note book
C:-not to be registered in Personal Register
D:-none of these
Correct Answer:- Option-C
Question30:-All communications received in the Office which are official/un official or demi - official are until registry known as __________. A:-Current
B:-Tapal
C:-Draft
D:-Memorandum
Correct Answer:- Option-B
Question31:-__________ is the authority to return if any wrongly marked papers to his section.
A:-Manager
B:-Office Head
C:-Section Clerk
D:-Section Head
Correct Answer:- Option-D
Question32:-The date of return of the despatch slip should be noted in the last column of the ____________.
A:-Stamp Account Book
B:-Local Delivery Book
C:-Despatch Register
D:-Personal Register
Correct Answer:- Option-C
Question33:-Gazetted officers and the Chief Ministerial Officers should keep a small personal __________ in which they should note important matters calling f A:-Reminder Dairy
B:-Call-note-book
C:-Personal Register
D:-None of these
Correct Answer:- Option-B
Question34:-In this Manual of Office Procedure (Police) special instructions are given in chapter __________ for the guidance of officers at lower level. A:-Chapter XVI
B:-Chapter XV
C:-Chapter II
D:-Chapter X
Correct Answer:- Option-A
Question35:-Is a Government servant touring on public (authorized) holidays in connection with the performance of his duties is eligible for compensatory holid A:-eligible
B:-eligible with the prior sanction of Office Head
C:-eligible for special casual leave
D:-not eligible
Correct Answer:- Option-D
Question36:-Register in Form No. VII, Appendix A is called __________.
A:-Distribution Register
B:-Personal Register
C:-Fair copy Register
D:-Local Delivery Book
Correct Answer:- Option-C
Question37:-Personal Register consists of __________.
A:-1-15 columns
B:-1-12 columns
C:-1-14 columns
D:-1-16 columns
Correct Answer:- Option-A
Question38:-Monthly statement of cases pending disposal for over a month, where and why is intended to bring the notice of the _____________. A:-Manager
B:-Head of the Office
C:-Section Head
D:-Senior Superintendent
Correct Answer:- Option-B
Question39:-'Secret' and 'Top Secret' papers wherever sent by post should be despatched by __________ post.
A:-Ordinary post
B:-Certificate of posting
C:-Courier service
D:-Registered post with acknowledgement
Correct Answer:- Option-D
Question40:-What is the scale of accommodation fixed for a Gazetted Officers?
A:-100 Sq.ft
B:-200 Sq.ft
C:-160 Sq.ft
D:-80 Sq.ft
Correct Answer:- Option-C
Question41:-The 'Personal Index Register' will be maintained as supplements to the __________.
A:-L Dis & K Dis
B:-N Dis & L Dis
C:-N Dis & K Dis
D:-R Dis & D Dis
Correct Answer:- Option-D
Question42:-_________ is the in charge of Record Branch.
A:-Record Keeper
B:-Section Head
C:-Manager
D:-Head of Office
Correct Answer:- Option-A
Question43:-Record keeper should send reminders __________ for the return of records not returned within three months of their issue. A:-every two months
B:-every month
C:-every years
D:-every week
Correct Answer:- Option-B
Question44:-A reference or file taken from the Records Section in connection with a particular current in a section may sometimes have to be transferred in theboth clerks have to prepare and submit a ________ to Record Keeper, duly signed both clerks.
A:-Requisition slip
B:-Intimation slip
C:-Transfer Intimation slip
D:-None of these
Correct Answer:- Option-C
Question45:-Process of attaching to the top of papers put up for reference in a case, slips printed with letters of the alphabet, or Arabic or Roman numerals is s A:-Flagging
B:-Filing
C:-Drafting
D:-Noting
Correct Answer:- Option-A
Question46:-__________ consists of the notes, with un official reference and replies there to, including demi-official and telephonic messages. A:-Drafting
B:-Note file
C:-Arising reference
D:-Indexing
Correct Answer:- Option-B
Question47:-''Register of unopened Tapals sent to Officers'' shall be maintained by the Tapal Clerk in __________.
A:-Form No. IV Appendix A
B:-Form No. II Appendix A
C:-Form No. I Appendix A
D:-Form No. III Appendix A
Correct Answer:- Option-C
Question48:-The Distribution Register will be submitted to the Head of Office on the 10th of every month, along with ________ , for verification. A:-Personal Register
B:-Despatch Register
C:-Weekly arrears statement
D:-Monthly statement of cases pending disposal for over a month
Correct Answer:- Option-D
Question49:-Which of the following classes of papers shall be registered separately?
A:-All correspondence received from Accountant General
B:-Punishment Roll
C:-All correspondence received from Government
D:-Papers related to training
Correct Answer:- Option-B
Question50:-Who will maintain the Register of Reports about missing records?
A:-Section Head
B:-Record Keeper
C:-Manager
D:-Head of Office
Correct Answer:- Option-C
Question51:-Records which are proposed for destroyal shall be marked on the _____________.
A:-docket sheet 'D'
B:-docket sheet 'R'
C:-docket sheet 'C'
D:-none of these
Correct Answer:- Option-A
Question52:-The papers / files on which no action is due with in the period of three months can be transferred to __________. A:-Record section
B:-Call book
C:-Inward section
D:-None of these
Correct Answer:- Option-B
Question53:-While preparing a note in a file, there is no need to ____________ in the current.
A:-reproduce whole matters
B:-mention anything
C:-reproduce the whole matter
D:-none of these
Correct Answer:- Option-C
Question54:-Petition which contain no new facts or ground fro reconsideration of a case which has already been disposed of _________. A:-may not be accepted
B:-has to be accepted and re examined
C:-will be accepted and keep pending
D:-will be returned to the person concerned
Correct Answer:- Option-D
Question55:-Due for the destruction of D. Disposal is ___________.
A:-at the end of 3 years
B:-at the end of 10 years
C:-at the end of 7 years
D:-at the end of 5 years
Correct Answer:- Option-B
Question56:-The date of return of a paper or file from an Officer to the section to be noted in Col.No. __________ of the Personal Register. A:-Col. No. 8
B:-Col. No. 7
C:-Col. No. 5
D:-Col. No. 9
Correct Answer:- Option-A
Question57:-All Court Fee Stamps affixed to papers received in an Office should be _____________.
A:-kept separately
B:-place for auction
C:-cancelled
D:-keep for further official use
Correct Answer:- Option-C
Question58:-If an Officer writes any question on the drafts or currents, its reply to be written in __________.
A:-the drafts or current in any one
B:-the same draft only
C:-the same current only
D:-continuation of note only
Correct Answer:- Option-D
Question59:-A file consists of two portions
A:-Note file and Reference file
B:-Current file and Note file
C:-Current file and Back file
D:-None of these
Correct Answer:- Option-B
Question60:-__________ the Record Keeper shall furnish to the Manager a list of all files issued to sections more than 6 months ago, and not yet returned to t A:-Every month
B:-Every three months
C:-Every year
D:-Every week
Correct Answer:- Option-A
Question61:-External arrears will be checked by means of the _________ and _________.
A:-Call book and Index Register
B:-Personal Register and Stock Register
C:-Tapal distribution Register and Attendance Register
D:-Call book and Personal Register
Correct Answer:- Option-D
Question62:-While handing over the action completed periodicals to the Record Section, there is no need to indexing separately, since they __________ . A:-already having index number
B:-are not taken in any of official registers of Records Section
C:-bear a permanent number and are as such 'self indexing'
D:-None of these
Correct Answer:- Option-C
Question63:-While applying Casual Leave by a Government servant, the purpose for which leave is applied _____________. A:-is to be stated definitely
B:-not to be disclosed
C:-can be informed later
D:-none of these
Correct Answer:- Option-A
Question64:-Every member of the staff is strictly prohibited under the provisions of the _________ from accepting any present or remuneration from any visito A:-KPDIP & A Rules
B:-KCS (CC&A) Rules
C:-Police Act
D:-Kerala Government Servants conduct Rules
Correct Answer:- Option-D
Question65:-In case of Special Registers are prescribed such registers shall be maintained instead of Personal Register
A:-No
B:-Yes
C:-Both Registers are to be maintained
D:-None of these
Correct Answer:- Option-B
Question66:-Who will ensure that the papers issued to the clerks through distribution register are entered in their respective Personal Register? A:-Manager
B:-Senior Superintendent
C:-Section Head
D:-Record keeper
Correct Answer:- Option-C
Question67:-Records which are due for destruction shall be sent by the Record Keeper to the ___________ to check them once again and to ensure whether al A:-Manager
B:-Section Superintendent concerned
C:-Head of Office
D:-Fair Copy Superintendent
Correct Answer:- Option-B
Question68:-Destruction of Records shall arrange in the following manner
A:-All records are to be torn to pieces and sold to approved contractor
B:-All records are to be burnt
C:-All records can be sold to the approved contractor
D:-All secret Records are to be burnt and other will be torn to pieces and sold to approved contractors
Correct Answer:- Option-D
Question69:-If there is a need to communicate the notes written in one officer to another officer or office, the consent of ___________ is to be obtained. A:-Section Head
B:-Manager
C:-Head of the Office
D:-Senior Clerk
Correct Answer:- Option-C
Question70:-When a file is finally disposed, its disposal number and date shall be inserted __________.
A:-at the end of the Note file
B:-at the end of the last current
C:-just below the title of the note file
D:-at the top of the first current
Correct Answer:- Option-A
Question71:-Fair copy Register is maintained in __________.
A:-Form No. V Appendix A
B:-Form No. IV Appendix A
C:-Form No. VIII Appendix A
D:-Form No. VII Appendix A
Correct Answer:- Option-D
Question72:-Who is in charge of the Record Section?
A:-Record Assistant
B:-Record Keeper
C:-Manager
D:-Head of Office
Correct Answer:- Option-B
Question73:-Requisition form for the supply of records is prescribed as __________.
A:-Form No. X Appendix A
B:-Form No.XII Appendix A
C:-Form No. XI Appendix A
D:-None of these
Correct Answer:- Option-C
Question74:-A ___________ should be obtained for each letter or packet - containing valuables, unless it is sent by Registered post. A:-Certificate of Posting
B:-Acknowledgement
C:-Post Office Seal in the Despatch Register
D:-Receipt from the Despatcher
Correct Answer:- Option-A
Question75:-Requisition for Confidential disposals should be counter signed by the ________.
A:-Manager
B:-Head of Office
C:-Record Keeper
D:-Section Head
Correct Answer:- Option-D
Question76:-Record Keeper shall check the return and filing of despatch slips __________.
A:-once in six months
B:-every year
C:-every fortnight
D:-once a month
Correct Answer:- Option-D
Question77:-The Clerks shall be responsible to check the Personal Register with the Reminder Diary __________, to put up reminders on the due dates. A:-once in a week
B:-every week
C:-each day
D:-twice a day
Correct Answer:- Option-C
Question78:-Petitions containing allegations against Police Officers shall be made only by an Officer _________.
A:-in the same rank to the officer alleged
B:-Superior in rank to the officer alleged
C:-not below the rank to the officer alleged
D:-in the gazetted rank
Correct Answer:- Option-B
Question79:-Forfeiture of a day's Casual Leave will ordinarily be the penalty for every __________ late attendance without permission. A:-three days
B:-five days
C:-seven days
D:-ten days
Correct Answer:- Option-A
Question80:-Any number of the staff who is late by more than one hour up to three hours shall forfeit __________ Casual Leave. A:-one day's
B:-two days
C:-half a day's
D:-none of these
Correct Answer:- Option-C
Question81:-While preparing a draft proceedings or memoranda, the list of addresses should be entered at ________. A:-the bottom of the draft on the right hand side
B:-the bottom of the draft on the left hand side
C:-the bottom of the draft in middle portion
D:-the left hand side top portion
Correct Answer:- Option-B
Question82:-________ Register will be maintained as supplements to the R Dis/D Dis Index Register.
A:-Call Book Register
B:-Personal Register
C:-Distribution Register
D:-Personal Index Register
Correct Answer:- Option-D
Question83:-Give the name of the register in Form No. IX Appendix A is ___________.
A:-Register of Lodged papers
B:-Index Register
C:-Weekly arrear statement
D:-Disposal Register
Correct Answer:- Option-A
Question84:-List of Index Heads and Sub Heads are given _________.
A:-Appendix A
B:-Appendix B
C:-Appendix C
D:-Appendix D
Correct Answer:- Option-B
Question85:-Papers to be 'Filed' will not be registered in the Personal Register and should be given 'F' disposal in Column No. 7 of the __________. A:-Despatch Register
B:-Register of Lodged papers
C:-Personal Register
D:-Tapal Distribution Register
Correct Answer:- Option-D
Question86:-The word 'draft for approval' will be written on the top of the __________.
A:-Draft
B:-Current
C:-Note
D:-None of these
Correct Answer:- Option-A
Question87:-The first step in choosing an index title is to select the _________.
A:-Sub Title
B:-Sub Head
C:-Head
D:-Index Head
Correct Answer:- Option-C
Question88:-Specimen form of 'letter correspondence' is described in ____________.
A:-Form No. XX Appendix A
B:-Form No. XXI Appendix A
C:-Form No. XIX Appendix A
D:-Form No. V Appendix A
Correct Answer:- Option-A
Question89:-Who will decide to add a copy of an important current to the 'Stock File'?
A:-Section Clerk
B:-Manager
C:-Section Head
D:-Office Head
Correct Answer:- Option-C
Question90:-While papers returned in original, an entry 'N Dis' with date of return or transfer to be noted in Col. No.__________ of the Personal Register. A:-Col (10)
B:-Col (15)
C:-Col (12)
D:-Col (11)
Correct Answer:- Option-B
Question91:-Introduction of new index heads (as distinct from existing heads) shall be done only with the approval of the _________. A:-Manager
B:-Section Head
C:-Head of Department
D:-Head of the Office
Correct Answer:- Option-D
Question92:-Register of receipt of Gazettes and other periodical publications to be maintained by ___________.
A:-Record Keeper
B:-Manager
C:-Office Head
D:-Section Head
Correct Answer:- Option-A
Question93:-__________ colour facing sheet is to be used for Note file.
A:-Blue
B:-Yellow
C:-Red
D:-Green
Correct Answer:- Option-B
Question94:-Due for destruction of Office Attendance Register is ________.
A:-at the end of 2 years from the close of the year to which they relate
B:-at the end of 5 years from the close of the year to which they relate
C:-at the end of 3 years from the close of the year to which they relate
D:-at the end of the next financial year
Correct Answer:- Option-C
Question95:-Confidential papers should be dealt with by the __________ in normal case.
A:-Senior Clerk
B:-Office Head
C:-Manager
D:-Section Heads
Correct Answer:- Option-D
Question96:-'Transfer intimation slip' to be maintained by __________.
A:-Record keeper
B:-Establishment Section Head
C:-Subject Clerk
D:-Manager
Correct Answer:- Option-C
Question97:-When a file is taken out from the records bundle, the _______ is to be kept in the bundle in the place of the file. A:-requisition slip
B:-transfer intimation slip
C:-index slip
D:-brief note
Correct Answer:- Option-A
Question98:-Communication bearing 'Secret' or 'Top Secret' should always be despatched in __________.
A:-Single cover with 'on IGS' noting
B:-Single sealed cover
C:-Brown cover
D:-Double cover
Correct Answer:- Option-D
Question99:-When papers are ordered to lie over, the word lie over with date to be noted in column number __________ and __________ respectively, in the A:-7 and 8
B:-9 and 10
C:-6 and 7
D:-4 and 5
Correct Answer:- Option-B
Question100:-Whenever a new index head is taken in to use in a subordinate office (other than the list in Appendix 'B') the fact shall be reported to the _____ A:-Chief Office
B:-District Office
C:-Range Offices
D:-Government
Correct Answer:- Option-A