Manual of Office Procedure(for officers other than secretariat)

 Manual of Office Procedure(for officers other than secretariat)

Date of Test 22-03-2023


1:-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

2:-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

3:-Who will be the custodian on 'Call Book'?

        A:-Section Clerk

        B:-Office Supt

        C:-Fair Copy Supt

        D:-Tappal clerk

        Correct Answer:- Option-D

4:-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

5:-To whom a communication marked 'Urgent' 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

6:-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

7:-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

8:-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

9:-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

10:-What is the colour of fly leaf of a 'Note File'?

        A:-Yellow

        B:-Red

        C:-Blue

        D:-Green

        Correct Answer:- Option-A

11:-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

12:-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

13:-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

14:-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

15:-Which of the following names of officers should be written in the fly leaf of the personal register?

        A:-Section Clerk & Section Supt

        B:-Section Clerk & Head of Office

        C:-Section Clerk & Tappal Clerk

        D:-Section Supt & Head of Office

        Correct Answer:- Option-A

16:-Which of the following papers need not be entered in the Distribution Register?

        A:-Unstamped & in-sufficiently stamped petitions

        B:-Wrongly addressed

        C:-Applications that are not in the prescribed form

        D:-All the above

        Correct Answer:- Option-D

17:-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

18:-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

19:-Which kinds of disposals must be indexed?

        A:-L-Dis

        B:-R&D-Dis

        C:-XL-Dis

        D:-XN-Dis

        Correct Answer:- Option-B

20:-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

21:-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

22:-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

23:-Cross reference to 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

24:-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

25:-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

26:-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

27:-Which among the following will enable to trace the papers containing orders passed on any particular subject?

        A:-Titles

        B:-Heads

        C:-Subject

        D:-Indexes

        Correct Answer:- Option-D

Question28:-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

29:-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

30:-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

31:-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

32:-Which form of communication is used to address Govt:?

        A:-Memorandum

        B:-Letter

        C:-Endorsement

        D:-Proceedings

        Correct Answer:- Option-B

33:-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

34:-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-A

35:-Security register will be destroyed after __________ years.

        A:-10

        B:-20

        C:-7

        D:-5

        Correct Answer:- Option-A

36:-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

37:-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

38:-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

39:-What is the salutation form of letter addressed to a lady?

        A:-Madam

        B:-Sir

        C:-Mrs.

        D:-Smt.

        Correct Answer:- Option-A

40:-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

41:-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

42:-Official communication to KPSC should be addressed to

        A:-Chairman

        B:-Secretary

        C:-Deputy Secretary

        D:-Controller of Exams

        Correct Answer:- Option-B

43:-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

44:-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

45:-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

46:-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

47:-Corrections and interlineations should be avoided in

        A:-Comparing

        B:-Fair Copying

        C:-Drafting

        D:-Registering

        Correct Answer:- Option-B

48:-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

49:-In whose presence, tappal received in an office will be opened?

        A:-Head of Office

        B:-Office Supt.

        C:-Dispatch clerk

        D:-Tappal clerk

        Correct Answer:- Option-A

50:-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

51:-Who will examine local delivery book daily?

        A:-Section Clerk

        B:-Dispatching Clerk

        C:-Section Supt.

        D:-Tappal Clerk

        Correct Answer:- Option-B

52:-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

53:-Stamps affixed on petitions shall be defaced firstly by

        A:-Fair Copy Supt.

        B:-Office Supt.

        C:-Dispatch Clerk

        D:-Tappal Clerk

        Correct Answer:- Option-D

54:-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

55:-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

56:-Official communication received in an office until numbering is known as

        A:-Tappal

        B:-New case

        C:-Current

        D:-Paper

        Correct Answer:- Option-A

57:-Requisition slip for records shall be signed by

        A:-Section Supt.

        B:-Clerk

        C:-Head of Office

        D:-Fair Copy Supt.

        Correct Answer:- Option-B

58:-Valuables intended for dispatch will be put in envelops or packed and sealed in the presence of the

        A:-Section Clerk

        B:-Office Supt.

        C:-Fair Copy Supt.

        D:-Head of Office

        Correct Answer:- Option-B

59:-What is to be noted on the cover handed over to peon sent  to Officer's residence to ensure there is no undue delay in transmission?

        A:-Date and Month

        B:-Month and Year

        C:-Time

        D:-Day

        Correct Answer:- Option-C

60:-What will be issued, in the place of records?

        A:-Flag

        B:-Label

        C:-Red Mark

        D:-Slip

        Correct Answer:- Option-D

61:-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

62:-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

63:-How long 'Fair Copy Register' shall be preserved?

        A:-One

        B:-Two

        C:-Three

        D:-No limit

        Correct Answer:- Option-C

64:-When the 'record issue register' can be destroyed?

        A:-After one year

        B:-After 3 years

        C:-After 5 years

        D:-After 10 years

        Correct Answer:- Option-B

65:-Personal Register will be destroyed after __________ years.

        A:-One

        B:-Two

        C:-Three

        D:-No limit

        Correct Answer:- Option-C

66:-Permanent file of Govt: orders maintained for ready reference is called

        A:-Reference file

        B:-Permanent file

        C:-Got:File

        D:-Stock File

        Correct Answer:- Option-D

67:-Annual Index will be destroyed after ____________ years.

        A:-1 Year

        B:-3 Years

        C:-20 Years

        D:-5 Years

        Correct Answer:- Option-C

68:-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

69:-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

70:-Any reference issued from the office which originates the file is called

        A:-Official reference

        B:-Arising reference

        C:-Cross reference

        D:-Internal reference

        Correct Answer:- Option-B

71:-___________ is written to facilitate the disposal of a file, which one?

        A:-Note

        B:-Essay

        C:-Opinion

        D:-Query

        Correct Answer:- Option-A

72:-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

73:-Which of the following messages is treated as 'demi-official' communication?

        A:-Facts message

        B:-Telephone message

        C:-E-mail

        D:-Tele-printer

        Correct Answer:- Option-B

74:-How many columns are there in a Dispatch-cum-stamp account register?

        A:-8

        B:-5

        C:-10

        D:-9

        Correct Answer:- Option-A

75:-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

76:-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

77:-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

78:-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

79:-'Important', 'Urgent', 'Personal' etc should be marked in ___________ on the economy slip.

        A:-Red

        B:-Blue

        C:-Green

        D:-Black

        Correct Answer:- Option-A

80:-Where the dispatch stamp is to be 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

81:-Each subject clerk shall prepare an abstract of pendency in form X11 App-1, on the ______day of every month.

        A:-Fifth

        B:-Tenth

        C:-First

        D:-Third

        Correct Answer:- Option-C

82:-Process of putting up previous correspondences for disposal of a case is called

        A:-Enclosures

        B:-Referencing

        C:-Flagging

        D:-Tagging

        Correct Answer:- Option-B

83:-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

84:-Which is the slip pasted on the envelop?

        A:-Index Slip

        B:-Label

        C:-Urgent Slip

        D:-Economy Slip

        Correct Answer:- Option-D

85:-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

86:-Economy slip can't be used in

        A:-Certificate of Posting

        B:-Registered Post

        C:-By Local delivery

        D:-By Special Messenger

        Correct Answer:- Option-B

87:-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

88:-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

89:-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

90:-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

91:-What is the form of salutation of official letters?

        A:-Dear Friend

        B:-Respected Madam

        C:-Sir

        D:-Dear Sir

        Correct Answer:- Option-C

92:-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

93:-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

94:-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:-At the bottom

        Correct Answer:- Option-A

95:-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

96:-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

97:-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

98:-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

99:-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

100:-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