Question 1

What is the primary purpose of using a classification system for filing documents?

Accepted Answer

To ensure information can easily be found.

Answer

To increase the number of documents

Answer

To make files look organized

Answer

To store documents in bulk

Question 2

Which filing system arranges documents in order by name, location, or subject?

Accepted Answer

Alphabetical filing.

Answer

Chronological filing

Answer

Alphanumerical filing

Answer

Numerical filing

Question 3

In which filing system are documents arranged by date?

Accepted Answer

Chronological filing.

Answer

Numerical filing

Answer

Alphanumerical filing

Answer

Alphabetical filing

Question 4

What should you do instead of removing individual documents from files?

Accepted Answer

Provide a photocopy of the document.

Answer

Remove the document and note its absence

Answer

Leave the document in the file

Answer

Store the document in a different location

Question 5

What is the purpose of cross-referencing documents in filing?

Accepted Answer

To indicate that a document could be in more than one file.

Answer

To allow easy access to the document

Answer

To create confusion with file locations

Answer

To ensure documents are filed multiple times

Question 6

What must be considered when naming a new file?

Accepted Answer

It should be recognizable and distinct from existing files.

Answer

It can be any random name

Answer

It should include the entire contents

Answer

It should be as complex as possible

Question 7

What system is easy to expand with new files assigned the next number?

Accepted Answer

Numerical filing.

Answer

Chronological filing

Answer

Alphanumerical filing

Answer

Alphabetical filing

Question 8

What action should be taken if a document is missing after checks?

Accepted Answer

Admit to a line manager that it is missing.

Answer

Ignore it and hope it appears

Answer

Reorganize the entire filing system

Answer

Make a new copy of the document

Question 9

Which of the following is true regarding filing procedures?

Accepted Answer

Failure to file documents correctly can lead to difficulties in finding them.

Answer

Organizing files is unnecessary if they are digital

Answer

Filing procedures have no effect on document retrieval

Answer

Documents should be filed differently based on their age

Question 10

Why is it important for everyone to be aware of the filing system in use?

Accepted Answer

To ensure documents and files are stored carefully and not mislaid.

Answer

So that each person can create their own system

Answer

To allow for random filing methods

Answer

To avoid needing to file documents

Question 11

What is the first step when opening a new file according to the text?

Accepted Answer

Consider if it is needed or if an existing file could be used

Answer

Assign it a random name

Answer

Fill it with documents immediately

Answer

Store it in a separate cabinet

Question 12

Which filing system places documents in alphabetical order and then by number?

Accepted Answer

Alphanumerical

Answer

Chronological

Answer

Geographical

Answer

Numerical

Question 13

What is the primary reason for implementing a cross-referencing system?

Accepted Answer

To save the document being copied and placed in multiple files

Answer

To confuse others using the filing system

Answer

To make it harder to find documents

Answer

To create more files

Question 14

What should be done if an individual document is needed from a file?

Accepted Answer

Provide a photocopy instead of removing the document

Answer

Throw it away

Answer

Take it out and put it back after use

Answer

Only look for a duplicate

Question 15

What does the text suggest is crucial for naming a file?

Accepted Answer

The name should be recognizable to avoid confusion

Answer

It should be based on the creator's name

Answer

It should contain numbers only

Answer

It should be a random selection

Question 16

Where does the most recent information go in a chronological filing system?

Accepted Answer

At the front

Answer

At the back

Answer

In the middle

Answer

Nowhere, it's not stored

Question 17

What can result from failing to correctly file documents?

Accepted Answer

Documents can become difficult or impossible to find

Answer

Files will automatically organize themselves

Answer

It helps in creating new files easily

Answer

All documents will be visible at once

Question 18

What is a necessary action if a document cannot be found after checking nearby files?

Accepted Answer

Admit to a line manager that it is missing

Answer

Create a new file for it

Answer

Ignore the situation

Answer

Ask the same person repeatedly

Question 19

What classification system is commonly used for customer files?

Accepted Answer

Alphabetical

Answer

Alphanumerical

Answer

Numerical

Answer

Chronological

Question 20

What should be done with overfull files according to the text?

Accepted Answer

Split them into two or three clearly labelled files

Answer

Throw away some documents

Answer

Store them in a single file

Answer

Ignore the issue

Related quizzes

Related quizzes