About this quiz
50 questions covering every section of the note.
This Lok Sewa practice set has 50 multiple-choice questions (Subject: Office Management · For: Kharidar, Nayab Subba, Section Officer · Level: Easy). Take the quiz above first; after that, use the study list below to revise every question with its correct answer and a short explanation.
Study list: all 50 questions with answers and explanations
Arranging and storing documents for quick retrieval is called:
- A) Filing ✔
- B) Darta
- C) Tippani
- D) Auditing
Why: This is filing.
Which is a feature of a good filing system?
- A) Complicated
- B) Quick retrieval ✔
- C) Costly
- D) Unsafe
Why: It must allow quick retrieval.
Arranging files from A to Z is the:
- A) Alphabetical method ✔
- B) Numerical method
- C) Geographical method
- D) Chronological method
Why: This is alphabetical classification.
Giving each file a number with an index is the:
- A) Numerical method ✔
- B) Subject method
- C) Alphabetical method
- D) Geographical method
Why: This is numerical classification.
Arranging files by date is the:
- A) Chronological method ✔
- B) Geographical method
- C) Subject method
- D) Alphabetical method
Why: This is chronological classification.
Arranging files by province or district is the:
- A) Geographical method ✔
- B) Numerical method
- C) Chronological method
- D) Subject method
Why: This is geographical classification.
Which method is most common in government offices?
- A) Subject-wise ✔
- B) Colour-wise
- C) Size-wise
- D) Random
Why: Files are usually kept by subject.
Keeping papers flat in pigeonholes or box files is:
- A) Horizontal filing ✔
- B) Vertical filing
- C) Electronic filing
- D) Archiving
Why: This is horizontal filing.
Keeping folders upright in cabinet drawers is:
- A) Vertical filing ✔
- B) Horizontal filing
- C) Flat filing
- D) Box filing
Why: This is vertical filing.
Storing scanned documents on computers is:
- A) Electronic filing ✔
- B) Horizontal filing
- C) Manual filing
- D) Pigeonhole filing
Why: This is electronic filing.
A list of files with their numbers and locations is a(n):
- A) Index ✔
- B) Ledger
- C) Voucher
- D) Register of attendance
Why: This is an index.
The first stage of the record life cycle is:
- A) Creation or receipt ✔
- B) Disposal
- C) Retention
- D) Archiving
Why: Records are first created or received.
Records kept for the period fixed by rules are in the:
- A) Retention stage ✔
- B) Creation stage
- C) Use stage
- D) Destruction stage
Why: This is the retention stage.
Records of lasting historical value should be:
- A) Sent to archives ✔
- B) Burned
- C) Sold
- D) Thrown away
Why: They go to archives.
Records can be destroyed:
- A) Only with official approval ✔
- B) Whenever staff like
- C) Never
- D) By visitors
Why: Only with official approval as per rules.
Removing old unneeded files regularly is called:
- A) Weeding out ✔
- B) Indexing
- C) Darta
- D) Encoding
Why: This is weeding out.
Which is a risk to paper records?
- A) Insects and fire ✔
- B) Good ventilation
- C) Locked cabinets
- D) Indexing
Why: Insects and fire damage records.
Electronic records should always have:
- A) Backup copies ✔
- B) No password
- C) Public access
- D) No index
Why: Backups protect against loss.
Confidential files should be:
- A) Locked with limited access ✔
- B) Kept on the open desk
- C) Shared on social media
- D) Given to visitors
Why: Only authorised staff should access them.
A file cover usually shows the:
- A) File number and subject ✔
- B) Officer's salary
- C) Weather
- D) Staff photos
Why: It shows the file number, subject and date.
A file is best described as:
- A) A single loose paper
- B) A cover or folder holding all papers on one subject in order ✔
- C) A computer only
- D) A register of visitors
Why: A file holds all papers on one subject, arranged in order.
Which is NOT an importance of filing listed in the note?
- A) Evidence for decisions
- B) Continuity of work
- C) Legal protection
- D) Increasing paper waste ✔
Why: Filing gives reference, evidence, continuity, legal protection and accountability, not waste.
Which is NOT a feature of a good filing system?
- A) Simple
- B) Economical
- C) Rigid and impossible to expand ✔
- D) Safe
Why: A good system is flexible, not rigid.
Files of persons or firms are best arranged by which method?
- A) Alphabetical ✔
- B) Geographical
- C) Chronological
- D) Subject-wise
Why: Names of persons or firms suit alphabetical order.
For a large number of confidential files, which method is suitable?
- A) Alphabetical
- B) Numerical ✔
- C) Geographical
- D) Chronological
Why: Numbers hide the subject or name and an index helps find them.
Daily papers and accounts are usually arranged by:
- A) Chronological method ✔
- B) Geographical method
- C) Alphabetical method
- D) Alpha-numeric method
Why: Daily papers and accounts follow date order.
A file number such as "B-12" combining a letter and a number is an example of:
- A) Alpha-numeric method ✔
- B) Geographical method
- C) Chronological method
- D) Horizontal filing
Why: Alpha-numeric combines letters and numbers.
Files titled Budget, Staff and Procurement show which classification?
- A) Subject-wise ✔
- B) Numerical
- C) Chronological
- D) Geographical
Why: These are arranged by topic.
An office dealing with all seven provinces keeps one file per province. This is:
- A) Alphabetical method
- B) Geographical method ✔
- C) Numerical method
- D) Chronological method
Why: Arrangement by place is geographical.
Which method needs an index because the file title does not show the subject?
- A) Alphabetical
- B) Numerical ✔
- C) Subject-wise
- D) Geographical
Why: In numerical filing each file has a number, so an index is needed.
Pigeonholes, box files and flat files are examples of:
- A) Vertical filing
- B) Horizontal filing ✔
- C) Electronic filing
- D) Archiving
Why: In horizontal filing papers lie flat.
One drawback of horizontal filing is that it is:
- A) Very costly
- B) Slower to find papers ✔
- C) Needs passwords
- D) Needs electricity
Why: Flat stacks are simple but slower to search.
Which filing type saves space and is quick to find?
- A) Vertical filing ✔
- B) Horizontal filing
- C) Loose papers
- D) Pigeonholes
Why: Upright folders in cabinet drawers save space and are quick to locate.
Which is a special need of electronic filing?
- A) Pigeonholes
- B) Backup and passwords ✔
- C) Flat boxes
- D) Paper clips only
Why: Digital records need backups and password protection.
An advantage of electronic filing is:
- A) Easy search and sharing ✔
- B) No need for any security
- C) Cannot be lost ever
- D) Needs no computer
Why: Digital files can be searched and shared easily.
Which detail is NOT normally shown on a file cover?
- A) File number
- B) Subject
- C) Opening date
- D) Staff member's salary ✔
Why: The cover shows file number, subject, opening date and section.
A record being used for action and decisions is called a(n):
- A) Active record ✔
- B) Archived record
- C) Destroyed record
- D) Inactive record
Why: Records in use for current work are active records.
Filing, indexing and protecting a record is which life cycle stage?
- A) Creation
- B) Maintenance ✔
- C) Disposal
- D) Receipt
Why: Maintenance means filing, indexing and protecting.
What is the correct order of the record life cycle?
- A) Use, creation, disposal, maintenance, retention
- B) Creation, use, maintenance, retention, disposal or archive ✔
- C) Retention, creation, use, disposal, maintenance
- D) Disposal, retention, use, creation, maintenance
Why: The note gives creation, use, maintenance, retention, then disposal or archiving.
Semi-active and inactive records belong to which stage?
- A) Retention ✔
- B) Creation
- C) Use
- D) Receipt
Why: They are kept for the period fixed by rules during retention.
Registering an incoming letter in the darta book is part of which stage?
- A) Creation or receipt ✔
- B) Disposal
- C) Retention
- D) Archiving
Why: A received letter enters the first stage, creation or receipt.
A Nayab Subba finds old files of no further use. What should he do?
- A) Burn them at once
- B) Destroy them only after official approval ✔
- C) Take them home
- D) Sell them as scrap without permission
Why: Records are destroyed only with official approval.
Which is NOT a hazard to paper records?
- A) Water
- B) Dust
- C) Theft
- D) Proper indexing ✔
Why: Indexing helps records; water, dust and theft damage them.
Who should have access to confidential files?
- A) Anyone visiting the office
- B) Only authorised staff ✔
- C) Journalists
- D) All service seekers
Why: Confidential files are locked and opened only by authorised staff.
Which practice is wrong when handling files?
- A) Keeping files in order
- B) Writing on original documents ✔
- C) Indexing files
- D) Locking confidential files
Why: Staff should not write on originals or remove papers from files.
Why are old files weeded out regularly?
- A) To make active files easy to find ✔
- B) To hide evidence
- C) To reduce staff
- D) To stop indexing
Why: Weeding keeps active files easy to locate.
Arranging names in Nepali from क to ज्ञ is an example of:
- A) Alphabetical method ✔
- B) Numerical method
- C) Geographical method
- D) Chronological method
Why: The note shows alphabetical order as A to Z or क to ज्ञ.
Filing helps in accountability and transparency because:
- A) Decisions and actions are recorded and can be checked ✔
- B) It hides decisions
- C) It removes the need for rules
- D) It replaces audit
Why: Records show who decided what, which supports accountability.
Which statement is TRUE?
- A) Electronic records need no backup
- B) Records of lasting value go to archives ✔
- C) Vertical filing keeps papers flat
- D) An index is a type of cabinet
Why: Valuable records are preserved in archives.
A section uses steel cabinets where folders hang upright in drawers. This is:
- A) Horizontal filing
- B) Vertical filing ✔
- C) Electronic filing
- D) Box filing
Why: Upright folders in drawers is vertical filing.