Quizz 2: Tappals And File Management

1. 2. Records are kept in the custody of

A) Head of the Department

B) Administrative Officer

C) Record Assistant

Records are kept in the custody of the Record Assistant. This individual is responsible for managing and organizing records within an organization. They ensure that records are properly stored, filed, and accessible when needed. The Head of the Department and Administrative Officer may have oversight and authority over the records, but it is the Record Assistant who directly handles the custody and maintenance of the records.

Explanation

Records are kept in the custody of the Record Assistant. This individual is responsible for managing and organizing records within an organization. They ensure that records are properly stored, filed, and accessible when needed. The Head of the Department and Administrative Officer may have oversight and authority over the records, but it is the Record Assistant who directly handles the custody and maintenance of the records.

2. 1.The following papers are filed in the record room

A) Government orders

B) Index papers

C) Periodicals

The correct answer is a) Government orders. This is because government orders are important documents that need to be filed and stored in the record room for future reference. Index papers and periodicals may also be filed in the record room, but they are not as crucial as government orders in terms of importance and relevance.

Explanation

The correct answer is a) Government orders. This is because government orders are important documents that need to be filed and stored in the record room for future reference. Index papers and periodicals may also be filed in the record room, but they are not as crucial as government orders in terms of importance and relevance.

3. 5. Arrear lists are prepared to

A) Watch the return of records

B) Enable the section assistant to see whether the records areavailable with him or her

C) To indicate where the record is available

Arrear lists are prepared to monitor the return of records. This means that they are used to keep track of when records are being returned. By having an arrear list, it allows for better organization and management of records, ensuring that they are returned in a timely manner. This helps to prevent any delays or issues in accessing important information when needed.

Explanation

Arrear lists are prepared to monitor the return of records. This means that they are used to keep track of when records are being returned. By having an arrear list, it allows for better organization and management of records, ensuring that they are returned in a timely manner. This helps to prevent any delays or issues in accessing important information when needed.

4. 6. Records under D. Disposal are destroyed

A) After the prescribed period of retention

B) After one year

C) 5 years

D) 10 years

Records under D. Disposal are destroyed after 10 years. This means that after a period of 10 years, these records are no longer needed and can be disposed of. The specific time frame of 10 years has been determined as the appropriate amount of time to retain these records before they are destroyed. This ensures that the records are kept for a sufficient amount of time for any potential needs or legal requirements, but are then disposed of to free up space and maintain organization.

Explanation

Records under D. Disposal are destroyed after 10 years. This means that after a period of 10 years, these records are no longer needed and can be disposed of. The specific time frame of 10 years has been determined as the appropriate amount of time to retain these records before they are destroyed. This ensures that the records are kept for a sufficient amount of time for any potential needs or legal requirements, but are then disposed of to free up space and maintain organization.

5. 3. Records are filed

A) Vertically

B) Horizontally

C) Either vertically or horizontally

Records are filed vertically because it is a common practice to store documents in a vertical position, such as in filing cabinets or shelves. This allows for easy access and organization, as each record can be easily identified and retrieved. Vertical filing also maximizes space utilization, as records can be stacked one on top of the other, making efficient use of storage areas. Additionally, vertical filing helps to prevent damage to the records, as they are less likely to be bent or creased when stored in an upright position.

Explanation

Records are filed vertically because it is a common practice to store documents in a vertical position, such as in filing cabinets or shelves. This allows for easy access and organization, as each record can be easily identified and retrieved. Vertical filing also maximizes space utilization, as records can be stacked one on top of the other, making efficient use of storage areas. Additionally, vertical filing helps to prevent damage to the records, as they are less likely to be bent or creased when stored in an upright position.