Records and Indexing Quiz

A record is kept mainly as:

• A) Decoration
• B) Evidence of office work ✔
• C) Personal property
• D) Waste paper

Why: Records are evidence of decisions and actions.

An index helps to:

• A) Find files quickly ✔
• B) Increase paper use
• C) Hide files
• D) Delete records

Why: It shows where a document is kept.

Records that must be kept forever are:

• A) Temporary
• B) Permanent ✔
• C) Inactive
• D) Informal

Why: Permanent (स्थायी) records, such as land and personnel records, must be kept forever because they may be needed at any time.

Scanning old paper files into computers is called:

• A) Indexing
• B) Digitisation ✔
• C) Filing
• D) Microfilming

Why: Digitisation converts paper to digital.

An index where cards overlap so titles are seen at a glance is a:

• A) Page index
• B) Visible index ✔
• C) Vowel index
• D) Computer index

Why: In a visible index, cards overlap so that each title can be seen at a glance, which makes searching quick.

Keeping copies of digital records at another place is:

• A) Backup ✔
• B) Indexing
• C) Darta
• D) Chalani

Why: A backup keeps copies of digital records at another place, so data is not lost if a computer fails, is stolen or is damaged.

Which is an electronic record?

• A) Email ✔
• B) Wooden chair
• C) Stamp
• D) Pen

Why: An email is an electronic record because it is created and stored in digital form and can serve as evidence.

Records in current daily use are:

• A) Inactive
• B) Active ✔
• C) Archived
• D) Destroyed

Why: Active (चालु) records are those in current daily use. Records no longer used regularly are inactive.

A main challenge of electronic records is:

• A) Cyber security ✔
• B) Too little space
• C) Slow search
• D) No sharing

Why: They must be protected from hacking and loss.

Records serve as legal proof during:

• A) Holidays
• B) Disputes and audits ✔
• C) Lunch
• D) Training only

Why: They are evidence in disputes and audits.

A card index is arranged usually:

• A) Randomly
• B) Alphabetically or by number ✔
• C) By colour only
• D) By size

Why: A card index is arranged alphabetically or by number so that any card can be found quickly.

Paperless letter systems in government are an example of:

• A) Modern technology in records ✔
• B) Manual filing
• C) Microfilm only
• D) Visible index

Why: Paperless letter systems such as e-Patra are an example of modern technology in records management.

Confidential records should be:

• A) Shared with everyone
• B) Protected with access control ✔
• C) Thrown away
• D) Posted on notice boards

Why: Only authorised people should see them.

A good index should be:

• A) Complex
• B) Updated and accurate ✔
• C) Secret from staff
• D) Written once and never changed

Why: It must be kept up to date.

Microfilm is mainly used for:

• A) Long-term archiving ✔
• B) Typing
• C) Darta
• D) Sending email

Why: It stores records in small space for long periods.

The Nepali term for record management is:

• A) अभिलेख व्यवस्थापन ✔
• B) जिन्सी व्यवस्थापन
• C) लेखा परीक्षण
• D) बजेट व्यवस्थापन

Why: Abhilekh byabasthapan means record management.

Which of these is NOT a record of an office?

• A) Minutes of a meeting
• B) A register
• C) An email sent for office work
• D) A staff member's private diary at home ✔

Why: A record is created or received by the office in the course of its work.

Which statement about records is TRUE?

• A) Only paper documents are records
• B) Records can be paper or electronic ✔
• C) Emails can never be records
• D) Maps cannot be records

Why: The note says a record may be on paper or electronic, including emails and databases.

Past decisions guiding future work shows that records act as the:

• A) Memory of the office ✔
• B) Store of stationery
• C) Office layout
• D) Budget head

Why: Records preserve office memory for later use.

Land and citizenship records mainly help in:

• A) Decorating the office
• B) Protecting rights of citizens and the state ✔
• C) Reducing staff
• D) Advertising

Why: Such records protect the rights of citizens and the state.

Records as a basis for planning and statistics means they help in:

• A) Preparing reports and plans ✔
• B) Hiding information
• C) Avoiding audit
• D) Removing files

Why: Data in records is used for planning, reports and statistics.

The Nepali word स्थायी अभिलेख refers to:

• A) Temporary record
• B) Permanent record ✔
• C) Confidential record
• D) Active record

Why: स्थायी अभिलेख means permanent record, a record kept forever. अस्थायी अभिलेख is a temporary record.

अस्थायी records are those that are:

• A) Kept forever
• B) Kept only for a short time ✔
• C) Always secret
• D) Always electronic

Why: अस्थायी (temporary) records are kept only for a short time and can be destroyed after the set period.

Classification of records into paper, electronic and audio-visual is based on:

• A) Importance
• B) Form ✔
• C) Security
• D) Use

Why: These types are based on the form of the record.

Open and confidential (गोप्य) records are classified on the basis of:

• A) Form
• B) Use
• C) Security ✔
• D) Size

Why: Open versus confidential is a security classification.

Records no longer in regular use are called:

• A) Active (चालु)
• B) Inactive (निष्क्रिय) ✔
• C) Permanent
• D) Open

Why: Records no longer in regular use are inactive (निष्क्रिय). They are often moved to a record room or archive.

The Nepali term for index is:

• A) अनुक्रमणिका ✔
• B) अभिलेख
• C) दर्ता
• D) चलानी

Why: अनुक्रमणिका means index, a list that helps find files quickly. अभिलेख means record and दर्ता means registration.

An office index is compared to:

• A) The cover of a book
• B) The index at the end of a book ✔
• C) A dictionary only
• D) A newspaper

Why: Like a book index, it shows where things are kept.

Which is NOT an importance of indexing?

• A) Saves time
• B) Avoids loss of files
• C) Shows what records exist
• D) Increases the number of files ✔

Why: Indexing saves time, prevents loss and helps decisions; it does not increase files.

A register with pages set aside for each letter or subject is a:

• A) Card index
• B) Visible index
• C) Page index ✔
• D) Computer index

Why: A page index uses a book or register with pages per letter or subject.

One card for each file, arranged in drawers alphabetically, is a:

• A) Page index
• B) Card index ✔
• C) Visible index
• D) Database index

Why: This describes a card index.

A database searchable by name, number, date or keyword is a:

• A) Page index
• B) Visible index
• C) Card index
• D) Computer index ✔

Why: A computer index is a searchable database.

Which is NOT a type of index listed in the note?

• A) Subject-wise index
• B) Vowel/alphabetical index
• C) Budget index ✔
• D) Visible index

Why: The note lists page, card, vowel/alphabetical, visible, subject-wise and computer indexes.

Which is a feature of a good index?

• A) Complicated
• B) Easy to expand ✔
• C) Rarely updated
• D) Inaccurate

Why: A good index is simple, accurate, updated and easy to expand.

A Kharidar opens a new file but forgets to add it to the index. The main risk is:

• A) The file may be hard to find later ✔
• B) The file will be destroyed automatically
• C) The budget will increase
• D) Nothing happens

Why: An outdated index makes files hard to locate.

Software that helps search records by keyword, number or date is:

• A) File-tracking or database software ✔
• B) A photocopier
• C) A pigeonhole
• D) A ledger book

Why: Database and file-tracking software allow keyword search.

e-Patra systems mainly provide:

• A) Paperless letters and darta–chalani ✔
• B) Free internet
• C) Cash payment
• D) Staff recruitment

Why: e-Patra is an electronic document system for paperless letters.

Keeping copies of records on cloud or another server is done for:

• A) Safety in case of loss ✔
• B) Advertising
• C) Increasing paper
• D) Avoiding passwords

Why: Backup in another place protects against loss.

Which is NOT an advantage of modern technology in record management?

• A) Fast search
• B) Less space
• C) Easy sharing
• D) Higher risk of power and internet problems ✔

Why: Power and internet problems are a challenge, not an advantage.

Which is a challenge of using technology for records?

• A) Fast search
• B) Less loss
• C) Cost and need for training ✔
• D) Easy sharing

Why: The note lists cost, training, cyber security and power or internet problems as challenges.

Passwords and access control protect electronic records mainly from:

• A) Unauthorised access ✔
• B) Dust
• C) Insects
• D) Water leakage

Why: Access control stops unauthorised people from opening records.

An office scans its old land register into PDF files. This process is:

• A) Indexing
• B) Archiving on microfilm
• C) Digitisation ✔
• D) Weeding

Why: Scanning paper into electronic form is digitisation.

Which item is an example of an audio-visual record?

• A) A recorded video of a public hearing ✔
• B) A paper register
• C) A letter
• D) A ledger

Why: Video and audio recordings are audio-visual records.

Records used as evidence of decisions and actions mainly support:

• A) Accountability ✔
• B) Secrecy from audit
• C) Higher prices
• D) Office layout

Why: Evidence of who did what supports accountability.

Which pair is correctly matched?

• A) गोप्य – open
• B) चालु – active ✔
• C) स्थायी – temporary
• D) निष्क्रिय – active

Why: चालु means active, so चालु – active is correct. गोप्य means confidential, स्थायी means permanent and निष्क्रिय means inactive.

Record management in the Kharidar syllabus includes records, modern technology, filing and:

• A) Budgeting
• B) Indexing ✔
• C) Procurement
• D) Taxation

Why: The four sub-units are records, modern technology, filing and indexing.

Why must electronic records have regular backups?

• A) Data may be lost due to failure or attack ✔
• B) Backups are decoration
• C) Law forbids paper
• D) To increase cost only

Why: Backups protect data from loss due to failures or cyber attacks.

A visible index is useful because:

• A) Titles can be seen at a glance ✔
• B) It needs no cards
• C) It hides file titles
• D) It works only online

Why: Overlapping cards show titles at a glance.

Which is the best definition of a record?

• A) Information kept as evidence of office work ✔
• B) Any newspaper article
• C) Only a computer file
• D) Stationery stock

Why: A record is information created or received and kept as evidence of office work.

Power cuts and internet failure affect mainly:

• A) Electronic record systems ✔
• B) Paper files in cabinets
• C) Card indexes in drawers
• D) Pigeonholes

Why: Digital systems depend on power and internet.