Departmental Manual of Office Procedure
Date of Examination :24-08-2019
Question1:-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
Question2:-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-B
Question3:-Security register will be destroyed after _______ years.
A:-10
B:-20
C:-7
D:-5
Correct Answer:- Option-A
Question4:-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
Question5:-What is the period of destruction of "call Book"?
A:-After 3 years
B:-After 5 years
C:-After 7 years
D:-After one year
Correct Answer:- Option-A
Question6:-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
Question7:-Who will be custodian of 'Call Book'?
A:-Section Clerk
B:-Office Supt.
C:-Fair copy Supt.
D:-Tappal Clerk
Correct Answer:- Option-D
Question8:-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
Question9:-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
Question10:-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
Question11:-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
Question12:-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
Question13:-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
Question14:-What is the colour of fly leaf of a 'Note File'?
A:-Yellow
B:-Red
C:-Blue
D:-Green
Correct Answer:- Option-A
Question15:-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
Question16:-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
Question17:-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
Question18:-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
Question19:-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
Question20:-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
Question21:-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
Question22:-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
Question23:-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
Question24:-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
Question25:-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
Question26:-Which kinds of disposals must be indexed?
A:-L-Dis
B:-R & D-Dis
C:-XL-Dis
D:-XN-Dis
Correct Answer:- Option-B
Question27:-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
Question28:-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
Question29:-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
Question30:-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
Question31:-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
Question32:-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
Question33:-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
Question34:-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
Question35:-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
Question36:-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
Question37:-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
Question38:-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
Question39:-Which form of communication is used to address Govt.?
A:-Memorandum
B:-Letter
C:-Endorsement
D:-Proceedings
Correct Answer:- Option-B
Question40:-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
Question41:-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
Question42:-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
Question43:-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
Question44:-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
Question45:-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
Question46:-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
Question47:-What is the salutation form of letter addressed to a lady?
A:-Madam
B:-Sir
C:-Mrs.
D:-Smt.
Correct Answer:- Option-A
Question48:-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
Question49:-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
Question50:-Official communication to KPSC should be addressed to __________.
A:-Chairman
B:-Secretary
C:-Deputy Secretary
D:-Controller of Exams
Correct Answer:- Option-B
Question51:-Who is responsible for proper maintenance of Distribution Register?
A:-Tappal Clerk
B:-Office Supt.
C:-Fair copy Supt.
D:-Security Officer
Correct Answer:-Question Cancelled
Question52:-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
Question53:-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
Question54:-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
Question55:-The corrections and interlineations should be avoided in _________.
A:-comparing
B:-fair copying
C:-drafting
D:-registering
Correct Answer:- Option-B
Question56:-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
Question57:-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
Question58:-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
Question59:-Who will examine local delivery book daily?
A:-Section clerk
B:-Dispatching clerk
C:-Section Supt.
D:-Tappal clerk
Correct Answer:-Question Cancelled
Question60:-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
Question61:-Who is the custodian of work load register?
A:-fair copy supt.
B:-office supt.
C:-dispatch clerk
D:-typist
Correct Answer:- Option-D
Question62:-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
Question63:-Which is the slip pasted on the envelop?
A:-Index slip
B:-Label
C:-Urgent slip
D:-Economy slip
Correct Answer:- Option-D
Question64:-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
Question65:-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
Question66:-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
Question67:-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
Question68:-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:-Question Cancelled
Question69:-What is to be noted on the cover handed over to peon sent to Officer's residence?
A:-Date and Month
B:-Month and Year
C:-Time
D:-Day
Correct Answer:- Option-C
Question70:-What will be issued, in the place of records?
A:-flag
B:-label
C:-red mark
D:-slip
Correct Answer:- Option-D
Question71:-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
Question72:-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
Question73:-How long 'Fair copy Register' shall be preserved?
A:-one
B:-two
C:-three
D:-no limit
Correct Answer:- Option-C
Question74:-When the 'record issue register' can be destroyed?
A:-one year
B:-3 years
C:-5 years
D:-10 years
Correct Answer:- Option-B
Question75:-Personal register will be destroyed after ________ years.
A:-one
B:-two
C:-three
D:-no limit
Correct Answer:- Option-C
Question76:-Security Register will be destroyed after ___________ years.
A:-one year
B:-3 years
C:-5 years
D:-10 years
Correct Answer:- Option-D
Question77:-Annual Index will be destroyed after _________ years.
A:-1 year
B:-3 years
C:-20 years
D:-5 years
Correct Answer:- Option-C
Question78:-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
Question79:-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
Question80:-What is the form of salutation of official letters?
A:-Dear Friend
B:-Dear Madam
C:-Sir
D:-Dear Sir
Correct Answer:- Option-C
Question81:-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
Question82:-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
Question83:-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
Question84:-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
Question85:-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
Question86:-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
Question87:-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
Question88:-____________ is written to facilitate the disposal of a file, which one?
A:-note
B:-essay
C:-opinion
D:-query
Correct Answer:- Option-A
Question89:-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
Question90:-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
Question91:-How many columns are there in a Dispatch-cum-Stamp account Register?
A:-8
B:-5
C:-10
D:-9
Correct Answer:- Option-A
Question92:-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
Question93:-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
Question94:-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
Question95:-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
Question96:-'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
Question97:-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
Question98:-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
Question99:-How many columns are there in the register of periodicals?
A:-8
B:-5
C:-10
D:-7
Correct Answer:- Option-D
Question100:-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