15 MANUAL ON OFFICE PROCEDURE 1. What is the prime objective of all public service? (a) To meet the citizens’ needs to conduct his business (b) To enhance the citizens’ knowledge about Government (©) To meet the citizens’ needs and further enhance their welfare (d) To achieve efficiency and speed for public good 2. The objective of introducing office procedure is to achieve- (a) Accountability for conduct of business of the Government (b) Utilization of resources for public welfare (©) Appropriate record-keeping (d) Efficiency and speed of Government functionaries for public goo 3. Which is the nodal agency in the field of Organization and methods? (@) Department of Administrative Reforms and Public Grievances (b) Department of Expenditure (©) Department of External Affairs (@) Department of Personnel and Training 4. Who of the following form part of the Organizational Structure of the Government of India? (a) The President (b) The Prime Minister (c) The Council of Ministers (d) All the above. How are statutory bodi MANUAL ON OFFICE PROCEDURE 405 Which of the following rules are issued by the Presid convenient transaction of business of the Government ont Article 77 (3) of the Constitution? er (a) The Government of India (Allocation of Business) Rules, 1961 (b) The Government of India (Transaction of Business) Rules, 1961 (c) Both (a) and (b) (d) Neither (a) nor (b) . Which of the following is not a division of a Department of Government of India? (a) Section (b) Division (©) Branches (d)_ Union Integrated Headquarters of Ministry of Defence comprises of - (a) Army Headquarters (b) Naval’Headquarters (©) Staff Headquarters. << (d).-All the above stablished? (a) By an act of the Parliament’ , (b) Under the provisions of the Constitution of India (©) Under the direction of a Minist } (@) Under the guidan . What is the minimum percentage of shares held by the Government in a Central Public Sector Enterprise? (@) 25% (b) 40% (2 50% (a) 75% .. The shares of CPSEs held by the Government are held by the - (@) President of India (b) Prime Minister of India (©) Board of Directors (d) Holding Companies - The executive power of the Union formally vests on who of the following? @) The President (b) The Council of Ministers (©) The Ministry of Finance (@) Members of Rajya Sabha i jinisters How many categories of ministers does the Council of M Consist? @ Two (b) Three (© Five (@) Ten406 SWAMY’S QUESTION BANK 13. Who is in charge of a wing, when a work in a Department is divided into wings? (a) Under Secretary (b) Division Head (©) Secretary to Government of India (d) Special Secretary / Additional Secretary / Joint Secretary 14. Which is the lowest unit in a Department with a well defined area of work? (a) A Division (b) A Branch (©) A Section or a Desk (@) Designated Section, handling work of © anid M wing: not!a’¢onst titutional body established under the eens of the Constintion of India () Comptroller and Auditor oo of India 16. Which of the following is not a statutory body established under the statute or act of the Parliament? (a) Central Vigilance Commission (b) Central Information Commission (©) National Commission for Backward classes (d) Union Public Service Commission 17, How are Autonomous Bodies given autonomy to discharge their functions? (a) In accordance with the Constitution of India (b) In accordance with an Act of the Parliament (©) In accordance with the Memorandum of Association (d) In accordance with the policies of the GovernmentMANUAL ON OFFICE PROCEDURE 403 7 From the following, which of these services is provi 18. Fiction and Facilitation Counter? is provided by an Infor- (a) Information regarding services provided and _Pro Programmes, scheme, supported by the organization and e and procedures the relevant rules (b) Online facilities to clients and customers of the organization (©) Floating tenders and obtaining quotations for the organization (d) Forming rules and regulations for the organizations 49. State the functions of a Director / Deputy Secretary in the Secretariat- (a) Acts on behalf of the Secretary and disposes of cases as per the powers delegated or as per the channel of submission of the Department _ adr (© Is responsible forthe disposal-of Government business, cases dealt under the Division‘and report to the Secretary ifiisters the Division (b) Frames policies “(d) Heads the Division and disposes of the cases with independent charge Fat j : 20. Who is in charge Of a’ Branch. in try / Department consisting of one or more sections / unit (@) Joint Secretary ~ (b) Deputy Secretary (©) Under Secretary (d) All the above 21. What are the functions of the Desk Officer in the Secretariat of a Ministry / Department? (a) He disposes of as many cases as possible at his own level subject to overall responsibility of the Secretary of the Department (b) He examines and submits cases independently to the next higher officer and also signs orders, financial sanctions and affirm affidavits in courts (0 He has the power of decision-makin Deputy Secretary (@) He holds charge of a Secretariat division an and expeditious disposal of cases gas that of a Director / d monitors efficient408 SWAMY'S QUESTION BANK 22. Which of the following is not a function of a personal staff of Officer (a) Maintaining engagement diary (b) Managing tours {c) Being aware of key performance areas (d) Distribution of work among staff, training and helping them 23. What are the posts designated as MTS (Multi-Tasking Staff) ? (a) Peon, chowkidars and safaiwalas only (b) Erstwhile Group ‘D’ posts (©) People who can work in different departments (d) Junior Secertariat Assistants -- is the Administrative Headyof a Ministry / Department. He is the principal iser of. the’ Minister on matters of policy and administration | eet q (a) President (©) Director 25. Who will be collectively:responsibl thé House of the People in a YaleSpon: Parliamentary form of Governme (a) Prime Minister and President (b) Council of Ministers (©) Central Government (d) State Government 26. Which Ministry / Department is to be consulted for economic matters? {a) Ministry of Finance (b) Ministry of External Affairs (Q) Ministry of Commerce (d) National Institution for Transforming India (NITI Aayog) 27. Who Pte ultimate authority whose consent is required in legislative matters: (a) President (b) Prime Minister (©) Minister for Law and Justice (d) Any one of the aboveMANUAL ON OFFICE PROCEDURE 409 j ible to the House of th i ; of @ President (b) Prime Minister and Cabinet Ministers oO Council of Ministers (d) Chief Ministers 39, The President of India exercises his powers on the advice of - (2) Council of Ministers headed by the Prime Minister (b) Chief Ministers () Chief Justice of India (d) Constitutional Bodies 30. When is the concurtence. of Jepartments required under Government of India (Traisacti f Business) Rules, 1961? @) The subject concerns m ethan one’ Department (b) When the Competent Authorit Jear about the procedure 31. Why are Sections / Desks encouraged to develop and update tools of knowledge management? (a) To use the same for training purposes (b) To increase efficiency of staff members (0 To institutionalize a ‘person-independent” inform: retention of knowledge ation system for (d) To formulate training policies ‘ ofa 32. Whose instructions are to be followed by the secre tat ar Department, when decisions bearing financial impli eyond the delegated powers are to be taken? = (@) Law Ministry (b) Personnel Ministry | (©) Ministry of Finance (@) The respective MinistrY410 33. 34, 35. 36. 37. 38. SWAMY'S QUESTION BANK Whose guidelines are to be adopted for decisions requiring approval of Committee of Secretaries, group of Ministers or the Cabinet? (a) Cabinet Secretariat (b) Prime Minister’s Office (©) Chief Secretary (d) Ministry of Finance Who will receive a Dak when the addressee officer is on leave / tour / retired / transferred? (a) His successor (b) His personal staff (©) The link officer (d) Any one of the above Which category of Dak will be received by the addressee himself, at his residence, outside the office hours, under intimation in advance? {a) Dak with urgency grading (b) Dak marked as ‘personal’ GR (©) Dak marked as:immediate and-addressed by name (d) Classified Dak, addressed by.name » Who will download communication received through emails and forward to Central Registry? All (a) Under Secretary,» a, (b) Personal Staff Members of Officers (©) Centrally by a designated person’ (d) Director / Deputy Secretary / Desk Officer Why should communication received through fax be immediately photocopied? (a) Fax messages are important (b) Fax messages fade with Passage of time (© It is necessary to retain copy of the fax message in the standing guard file (d) To serve as a complete background material for review of existing policy or procedure Which of the following Dak is to be dealt with first? (a) Dak with urgency grading (b) Dak marked as ‘top secret’ (©) Dak with security marking as ‘confidential’ (d) Dak marked as ‘restricted’ee MANUAL ON OFFICE PROCEDURE an What is to be checked by the CRU / IFC, on opening of a Dak? 39. (@) The addressee of the Dak (b) The due date for reply (9) Check whether security grading is given (d) Check the enclosures and indicate any missing item on the Dak 40. How cana Dak be identified easily when it is maintained in electronic system? (a) By the Unique number generated by the eOffice system (b) From the register of Dak (Q From a search window in the system (d) By contacting the systém ‘administrator 41. When a Dak is graded a8 urgent and sent to an office during office hours but the Minister:and other officers are not in position, which of the following action will be taken? 4 (@) The Dak will be returned as undelivered _ (b) Any one present in the office will receive the Dak (©) The CRU will receive such Dak (d) The Dak will be redirected to the Minister’s residence 2 pho wil receive all Dak including those addressed to Ministers / Officers by name? (@) Section Officer (b) Branch Officer (© Division Head —() Central Registration Unit / Information and Facilitation Counter 43, direct th wha fend grading is sent through special messenger @ Dak marked as ‘Confidential’ (b) Dak marked as ‘personal’ e Dak with urgency grading (d). Dak marked as ‘Secret’ B27 “414412 44, 46. 47. 48. 49. 50. SWAMY’S QUESTION BANK Communication received by e-mail addressed to Ministers will be- (a) Downloaded by them (b) Downloaded by their personal staff (c) Downloaded by a person designated for such task (d) Any one of the above . What is the expansion of ‘CRU’? \ (a) Central Record Unit (b) Central Registration Unit (©) Central Registry Unit (d) Custodian of Records of the Union In e-file, all physical dak, is working in physical’or.el (a) e-Office (©) Dak Officer irrespective of wt ether the Department onic mode, will be received through- (b) Custodian of records d) Anyone in the Department isp A receipt number generate @A unique-nun (©) Any one of the’above., Dak céntains— ‘(b) Section Code -(d) : (b) Through SMS only,after registration’ (Q Through SMS"and email, if mobile number and email address of the sender are filled'in‘during registration (d) By sending standard acknowledgement Why should communication through emails be encouraged?" (a) It saves stationery (b) To facilitate quicker despatch, distribution and receipt of communication (©) To evolve paperless environment (d) To achieve efficiency and speed for public good To whom should the disputed receipts or emails received by a section be brought to notice? (a) Special Secretary / Joint Secretary (b) Deputy Secretary (©) Under Secretary (d) Desk Officer414 56. 57. 58. 59. 60. SWAMY’S QUESTION BANK Which of the following are referred to as examples of aids to Processing? {a) Standing guard files, precedent book, reference folder (b) Dak register (c) Central Registration Unit (d) Desk officer What is the main aim of functionaries in a Department for action on receipt? (a) Paperless work (b) Speed with accuracy (c) Reducing quantity of work (d) Following standard (@) In the ‘set due | a (b) In the ‘remarks’ What action will be take: cases? n by a Section Officer on Dak on routine (2) Dispose of by himself (b) Submit to Higher Officer (©) Send the case to CRU for teply (d) Delegate to lower staff for disposal Which of the following defines a file? (a) A folder consisting of related Papers on a subject with one or more parts (b) Correspondence portion (©) Notes Portion (d) Any one or all of the aboveMANUAL ON OFFICE PROCEDURE a5 61. What are the different kinds of file number system? (a) Functional file number system (b) Conventional file number system (©) Both (a) and (b) (d) Neither (a) nor (b) 62. Which of the following does not form a part of a file? (a) Notes portion (b) Correspondence portion (©) Subject portion (d) References 63. Filing of papers are done in- (a) Sequential order (b) Chronological order (© Order of priority () Order of-urgency 64. 65. case (b) Contains all Tone written communications that are inputs to take decision (© Contains lengthy enclosures to a communication (d) ae a summary or statement on questions discussed on the ile 66. What does the note portion of a file contain? (a) Contains the process sheet on how the decision was taken in a case (b) Contains all in coming written communications that are inputs to take decision (© Contains lengthy enclosures to a communication @) Contains a summary or statement on questions discussed on the le416 SWAMY’S QUESTION BANK 67. What are the two file numbering systems in use in the Secretariat? (a) Common and e-file number system (b) Functional and subject classified file number system (©) Conventional and Modern file number system (d) Primary and secondary file number system 68. Identify the term given below which is not a part of functional file number system code- (a) Basic Head (b) Primary Head (©) Subject head (d) Tertiary Head 69. Who developed the functional file number for-functions common to all Ministries and Departments?) (a) Finance Ministry, , genie 70. Identify the instance for whi h a file need not be opened? (@) Receipts of a purely routine nature (b) Where it is unlikely to generate further correspondence (©) Receipts which can be disposed of straightaway by noting the reply on the source receipts (d) All the above 71. What is a file register? {@) A record of files in the Ministry (b) A record of files Opened during a financial year {c) A record of movement of files (d) A record of missing filesMANUAL ON OFFICE PROCEDURE 47 72. How should the notes portion and correspondence portion of a file ” be numbered? (a) Only correspondence portion is to be numbered (b) Only notes portion is to be numbered (Q The notes portion and correspondence portion are to be numbered sequentially (d) The notes portion and correspondence portion are to be numbered separately 73. What action can be taken if receipts contain bulky enclosures? (a) To be filed as Appendix to Correspondence portion, with due indication in the original letter (b) Separate file may be opened for the letter, () To be filed along with.the:letter ESE rence separal 74. What is the page abulky file? "| (@) 100-150 pages, (©) 200-250 pages. 75. Papers flagged as “PUC” and: . (@) Paper Under Communication and Fresh Reference (b) Paper Under Classification and Further Receipt (©) Paper Under Consideration and Fresh Receipt (d) Paper Under Correspondence and Fresh Reference 76. Which of the following defines ‘Docketing’? fa) Making entries in the correspondence portion of a file about Incoming written communication (b) Making entries in the notes Portion of a file about the serial number assigned to each item of correspondence for its identification (©) Making entries in the notes portion about the previous references (d) Makin; v8 entries in the notes portion about the authorities for taking decision on a case418 SWAMY’S QUESTION BANK . 77. When isa part file opened? (a) When the main file is bulky (b) When the fresh receipt is confidential (c) When the main file is not likely to be available for sometime and it is necessary to process a fresh receipt (d) When different officers are dealing with the same subject 78. What is the difference between e-file and manual filing with regard to opening a part file? (@) In e-file, part file is not created whereas in physical file, a part file is opened to process a fresh receipt (b) Unlike the merger of physical files, in e-file, part file is attached as a separate entity and respective part files are ‘closed subsequently © e-files and physical: fi part files be e (d) e-files can have’ man contain part files 79. Which of the following ate foul apart file? (@) Receipt and notes relating thereto, (b) e-file number and the dealing officer’s name (©) Main file and annexures (d) Receipts and remarks 80. What action will be taken when a file is misplaced? (a) The other files will be re-numbered (b) The file will be reconstructed (c) Anew file will be added (d) No action will be taken 81. From the following which is the grading not used as an urgency grading? (a) Most Immediate (b) Top Priority (c) Out Today (d) SecretMANUAL ON OFFICE PROCEDURE 419 82. State the condition under which a current file will be issued to other sections- (a) When a written requisition is given and after making entry in the file movement register (b) Files will not be issued to other sections (C Files will be issued through messenger book (d) Against written orders of the Head of Office 83. What does the term “Note” mean? @) A Note is a document submitted by the dealing officer after discussion with the Senior Officer, where the course of action is not clear (b) A Note is a communication sent in a case;.along with approval of all stages of action taken by the Competent Authority to take adecision . 2 () A Note is remarks recorded on a Case to facilitate its disposal and includes ‘a Preciseof’ previous ‘papers, analysis of issues, suggestions and final decision | (d) A summary containing ‘the process sheet, detailed information concerning certain aspects’of the questions discussed on the file 84. When an officer passes orders: based on notings, if he differs from the views of previous notings, he can take a different decision by - (@) Referring the file to a higher official . (b) Returning the file for re-drafting the note (©) Giving reasons for the decision (d) Recording his decision arbitrarily 85. According to guidelines on noting, whose approval is necessary for inter-departmental references? {@) Secretary to Government of India or an authority specified in the Nodal Ministry (b) Minister-in-charge (©) Head of the Department (® An officer not below the level of Joint Secretary or the level Specified by a nodal ministry420 86. 87. 88. 89. 90. 92. + Inae-File, what is th SWAMY'S QUESTION BANK According to guidelines on noting, all notes shall be recorded on what kind of paper? (a) Green sheet (b) A4 sheet (c) Legal size sheet (d) Any colour sheet All category of staff and officers shall use which colour ink for Noting? (@) Red or Blue (b) Blue or Green (©) Black or Green (d) Black or Blue Which of the following are correct with respect to notes? (a) Notes should be electronically printed if it is half a page or more (b) Handwritten notes should be avoided (©) Notes are to be printed on.bot sides of thé note sheet What is the full form of DSi (a) Departmental Standing ‘Committee (b) Digital Signature Certificate (©) Digital Signing Committee (d) Dealing Secretary Certificate option available to prepare a rough note, which may then be confirmed as a green note? (@) Green note (b) Referencing (©) Docketing (d) Yellow note What is VPN in e-file rovids f Deputy Secretary and above? Provided to the officers of the rank of (a) Virtual Private Network (b) Very Private Network () Virtual Private Number {d) Value Private Network94. 95. 96. 97, 98, 93. MANUAL ON OFFICE PROCEDURE 421 Which of the following is mandatory for using e-sign? (a) Individual’s mobile number should be linked to PAN Card (b) Individual’s mobile number should be linked to Bank Account (©) Individual’s mobile number should be linked to Aadhaar Number (d) Individual’s mobile number should be linked to ID Card When is a draft communication put up without an elaborate note? (a) When the line of action is obvious (b) When the line of action is based on a clear Precedent or practice (When the line of action has been indicated by a higher officer (d) Any one of the above To facilitate quicker-de not be more than- (a) Three What is the purpose of filing running summary of facts in the correspondence side with date? (a) To facilitate: r téconstruction of a file, (b) To facilitate consider: ior ‘previous papers are missed id to obviate repeated recapitulation (© To facilitate: the higher officials with easy statutory or customary procedure (d) To facilitate section officer to save time When will the ephemeral cases or ‘no noting’ cases be destroyed? (a) Ist January every year —{b) 31st December every year (©) Ist September every year —_(d) Once in five years Where will the ephemeral cases or ‘no noting’ cases be kept? 4a) In the ‘O’ bundle (b) In the ‘OQ’ bundle (© In the miscellaneous file (d) Will be returned to the originator immediately422 99. 100. 101. 102. 103. 104. SWAMY’S QUESTION BANK In which type of case is a detailed note providing all information on each aspect necessary? (a) Ephemeral case (b) Routine or repetitive case (c) Correspondence case (d) Problem solving case Which are the types of cases that fit in a standard process sheet? (a) Policy cases (b) Routine or repetitive cases (©) Problem solving cases (d) No noting cases What is critical analysis in a problem solving case? (@) Reference to relevant rules (b) Stating how the problem arose om (©) Analyzing the-alt possible solution< tive} solutions “and arriving at the best having a bearing on the issue paying ab oa partmental note? (@) It is used for preparing Standard Process Sheet (b) Itisusedforobtainingtheadvice, views, c of other departments on'a proposal (Q It is used for su consideration ‘Ss, Commentsand concurrence iggesting Proposed course of action for (d) Itis used for updating missed correspondence Who is the authority whose approval is required for making inte departmental references, sent under the signature of an officer not below the rank of an Under Secretary? (a) Joint Secretary (b) Deputy Secretary (© Secretary (d) Branch Officer An inter-departmental meeting may be held under the orders of a" officer not below the level of - (a) Secretary (b) Joint Secretary (©) Under Secretary (d) Branch OfficerMANUAL ON OFFICE PROCEDURE 423 105. In cases where two or more departments persist with their respective viewpoints leading to a deadlock or impasse, such issues are to be sorted out by- (@) A forum of Board of Directors of Departments concerned (b) Council of Ministers headed by the Prime Minister (©) ACommittee the level of mi Secretaries headed by the Cabinet Secretary or to isters concerned (d) Nodal Ministries / Departments, rendering advice to various departments 106. What is a shadow file? (@) Duplicate copy of a file sent to other Department (b) A file containing photocopies of correspondence portion and the notes portion received from the other Department or attached or subordinate office aN (©) A copy of the file -sent:to.othel reference “ a (b) e-mail means emergency mail (©) e-mail means paperless mode of communication (d) e-mail means eligible mail 108. What is a demi-official letter? (a) This form is used in correspondence by one Government Officer with another with the purpose of drawing his/her personal attention in an official matter of importance and/or urgency. (b) Itisa letter addressed to the Head of Department beginning with a salutation. (© Itis a letter written in third person and bears no salutation or subscription, (@) Mis a form of communication used for consultations among the Ministries424 SWAMY’S QUESTION BANK 109. What is an Office Memorandum? is form of communication is used for corresponding with State ® or the UPSC and other constitutional bodies for communication of specific purposes (b) This form of communication is used for issuing intimation / instructions in routine internal administrative matters and written in first person (©) This form of communication is used for communicating decisions to other Departments, including its attached and subordinate offices or calling for or providing information amongst sections within Ministries and written in third person (d) This form is used by Statutory Bodies on general matters 110. What is an order used for? me is _{b) Correspondences ial sanctions. (d) Issuing instructions 111. niction’are promulgation of statutory rules and ish Pe , a? (a) Orders (0) Resolution... © fb) Notification i (d) 7 Office Memorandum 112. A Resolution published in the Gazette of India contains- (a) Public announcement of Government decisions in important matters of policy (b) Financial sanctions and final orders in disciplinary cases (©) Routine administrative matters (d) Promulgation of statutory rules and orders 113. Which of the following is the correct definition of ‘Press Communique’? (a) A Press Communique is issued after editing and compressing the text given by the issuing authority (b) A Press Communique is published by media on meetings held (©) APress Communique is issued where the matter is to be published as per the text given by the issuing authority (d) A Press Communique is published by the media after editing, enlarging or reducing the text based on meeting heldMANUAL ON OFFICE PROCEDURE 425 114. Name the communication used to return a paper in original or copy to "its sender for further action- (a), Minutes (b) Office Memorandum (0 Endorsement (@) Notification 115. What does a minutes contain? (a) A record of discussions prepared immediately after a meeting for circulation to other Ministries / Departments concerned with date, time, venue, Chairman and participants (b) A record issuing instructions for further course of action after a meeting is held (©) A record of discussions usually held for long pending cases (d) A record of items to be discussed at a meeting 116,_-Which is the corréct.expansion of the terms “SFS” and ‘NSO’- (a) Single File System and Non-Secrét 117. Communicatioiis.for Lo requiring urgent or high:le (@) Chairman . (© Secretaries “or Rajya Sabha Secretariat should be addressed to whom? Speaker (d) Parliamentary Committee 118. Though all notings are to be done on the NSO file, when is recording of notes on a shadow file permitted by a general order? (a) When matters are referred to the Judiciary and final judgment is awaited (b) When sensitive information in the sphere of personnel, policy issues and finance are involved (©) When Parliament session is going on and the reply is sought urgently. (d) When the matters referred are internal Administrative matters 19, What is the minimum | Ministers of State Govert (@) Another Minister (©) Under Secretary level of the officer who can reply to MP / nments? (b) Secretary (d) Head of Department426 120. 121. 122. 123. 124. 125. SWAMY'S QUESTION BANK Correspondence with foreign Governments and International Organi. zations will be channelized through- (a) Prime Minister's Secretariat (b) Ministry of Law and Justice (©) Ministry of External Affairs (d) President of India What is the time-limit for acknowledging a communication received from an MP, a recognized association or a public body? (a) Within 20 days (b) Within one month (©) Within 15 days (d) Within 5 days What is the time-limit for replying to a communication received from an MP, a recognized association or a public body? (a) Within 20 days of acknowledging the communication (b) Within one month oa (© Within 10 days. 4%. (@) Within 15 days of acknowledgement What is the time petiod within which.a communication wrongly addressed to a Department needs to be transferred? (a) Within 3 working days’ | (b) Within 5 working days — (© Within a week (d) It will not be transferred but returned to the sender Instructions for use of official language in Government communications is issued by whom? (a) Department of Personnel and Training (b) Department of Parliamentary Affairs (©) Department of Official Languages (d) Ministry of Home Affairs Which of the following option is not available to be used in e-file? (a) Hindi (b) English (©) Bilingual (d) Any regional languageMANUAL ON OFFICE PROCEDURE 427 126. For which type of case is preparation of draft not necessary for approval? (a) Simple and straightforward cases or those of a repetitive nature (b) Policy and planning cases () Communication of decisions to other Departments including its attached and subordinate offices (d) Cases of Policy, financial sanctions, disciplinary and vigilance cases 127. When is a draft communication put up for approval? (a) When the case is of a repetitive nature {b) In cases of correspondence with attached and subordinate office (©) Cases which are complex.and proposed line of action is not clear or has more ‘than one option (d) Communication is used for making public announcement of decisions of Government in policy matters 128. A draft for approval is to be submitted as, (@) a handwritten. document (b).a computer print-out (©) an email -... (d) any one of the above 129. What type of communication shall be addressed to an officer by name? (a) Communications of personal nature (b) Communications of a classified nature or a demi-official letter (©) Communications to subordinate officers (d) Communications used for conveying 130. On whose instructions will the use of National Emblem on DO letter and the colour code be effected? a) Ministry of Home Affairs (b) Ministry of External Affairs (© Ministry of Finance () Prime Minister's Office QB— 28428 131. 132. 133. SWAMY’S QUESTION BANK What does responsibility mapping regarding issue of communication mean? (@) It is the fixation of responsibility of the officer signing a communication (b) It is fixing primary and secondary responsibility to authorities at various levels (CQ Itis the addressing of a communication to an officer who will be in a position to deal with it (d) It is the flowchart showing the different stages through which communication should be issued With whom does the primary responsibility vest in fair copying a draft approved by the Competent Authority? (a) Section Officer (b) Personal staff of the sfficer ning the letter fe be (©) Branch Officer (d) Dealing Offi Who will scrutinize Mae i Section: déspatch gister regularly and append is/her initials? ~s, ra (a) Dealing Officer (©) Branch Officer (b) Head of the Department (d) Section Officer 134. What is the periodicity of scrutinizing the section despatch register by 135. the Section Officer? (a) Once a month (b) Once in 10 days (©) Once a week (d) At random intervals Mention the activity in e-file for which both Transition Mode and (a) Registration (b) Distribution (c) Outward Communication (d) RetrievalMANUAL ON OFFICE PROCEDURE 429 136. Who is authenticated to issue all Government orders and other instru- 137. 138. 139. 140, ments made and executed in the name of the President? (a) An officer having regular or ex officio Secretariat status of and above the rank of Under Secretary (b) An officer having regular or ex officio Secretariat status of and above the rank of Joint Secretary (©) An officer having regular or ex officio Secretariat status of and above the rank of Deputy Secretary (d) An officer having regular or ex officio Secretariat status of and above the rank of Secretary to the Government of India What are the activities involved in records management? (@) Recording and retention _ c (b) Recording, retention and weeding oiit (©) Recording, categorization and weeding out (d) Recording, retention, retrieval and weeding out Which are the files that.can be destroyed after one year without being formally recorded? 3 é 7 (a) Files of historical importance (b) Files of ephemeral nature (©) Standing guard files (d) Category of ‘A’ and “B’ files Departmental instructions to regulate the recording and reviewing of tecords is to be issued by- (@) Central Secretariat (b) Comptroller and Auditor-General of India (©) Every Department (@) Department of Administrative Reforms and Public Grievances What will be the retention period of Category ‘C’ files of secondary ‘Mportance having reference value? ®@ 12years —(b) 10 years —(c) 15 years (d)_20 years430 141. 142. 143. 144, 145. 146. SWAMY’S QUESTION BANK What does category ‘A’ files mean? (a) Files which qualify for permanent preservation and to be micro. filmed (b) Files to be kept for specified period only (©) Files to be preserved but not microfilmed (d) Administrative files with each department In an exceptional case when a category ‘C’ file is required to be retained beyond 10 years, what will be done? (a) It will be microfilmed and kept as a special file (b) It will be upgraded to category ‘B’ (©) The record to be retained will be removed and preserved (d) The category of the file cannot be changed How are eFiles categorized? (a) ‘A’, ‘B’ and ‘C’ (b) ‘A’ and ‘B’ (©) ‘A’ and ‘C’ (d) El, E2 and E3 Which category of files are to be indexed? (a) Category ‘A’ and ‘B’ (b) Category ‘A’ and ‘C’ (©) Category ‘B’ and ‘C’ (d) Indexing is not mandatory Are change of file title and removal of any paper from an e-file allowed? (a) Change of file title only allowed (b) Change of file title and removal of papers not allowed (©) File title cannot be changed but removal of papers permissible (d) Yes Which tules are to be observed by every department with regard to Records Retention Schedule? (a) Delegation of Financial Powers Rules (b) General Financial Rules (©) Public Records Rules (d) Department Retention Schedule147. 148. 149, 150. 151, 152, MANUAL ON OFFICE PROCEDURE 431 In respect of records relating to establishment, housekeeping, etc. common to all Departments, what is the record retention schedule to be followed? (a) Schedule of periods of retention issued by Ministry of Finance (b) Schedule of periods of retention issued by Department of Personnel and Training (©) Schedule of periods of retention issued under the Constitution (d) Schedule of periods of retention issued by Department of Administrative Reforms and Public Grievances Who is the authority to be consulted regarding prescription of retention schedule of records connected with substantive functions? (a) National Archives of India (b) No need to consult any authority, can be destroyed after 5 years (©) Head of the Department “ What is the minimum péi Retention Schedule by every’Dep: (a) Once in 2 years: 5 (©) Once in 5:yeai (b)2Once in 3 years (d)’,Once.in'10 years What is the duration for:which the recorded files can be kept at the sections / desks, after which they are to be transferred to the departmental record room? (@) Three years (b) Fouryears (c) Five years (d) Ten years What is the full form of NAI? (@) Numeral Appendix of Information (b) National Archives of India (©) National Authority of Information . (d) National Authority of Information and Records When will the files surviving the review be stamped as “transferred to NAI’? () On their attaining 20th year of life (b) On their attaining 10th year of life (©) On their attaining 25th year of life (d) On their attaining 30th year of life432 153. 154, 155. 156. 157. 158. SWAMY’S QUESTION BANK How will the year of review of a category ‘C’ file be reckoned? (a) With reference to the year of their opening (b) With reference to the year of their closing (©) Every 10th year (d) Every 5th year How will the year of review of a category ‘A’ file be reckoned? (a) With reference to the year of their opening (b) With reference to the year of their closing (©) Every 10th year (d) Every 5th year How will classified files be-destroyed? (a) By the use of a shiredder. Who are the Nodal officés for-devéloping a module for closed e-files? (a) Head of the Department (b) The designated sections (c) Section Officers (d) NAt and NIC What is the time-limit to return files obtained by a Section from the departmental record room? (a) Within one month (b) Within three months (©) Within 6 months (d) Within one year State the Act / Rule which prescribes the requisition form for issue of Archival records from the departmental record room- (a) Public Records Act, 1993 / Public Records Rules, 1997 (b) Public Administration Act, 1993 / Public Administration Rules, 1997 (©) Public Library Act, 1993 / Public Library Rules, 1997 (d) Public Archive Act, 1993 / Public Archive Rules, 1997MANUAL ON OFFICE PROCEDURE 433 159. How will NAI supply confidential records belon; i ging to other Depart- ments on requisition? {a) The records will be issued directly to the requisitioning Department (b) Copy of records will only be supplied subject to Departmental instructions (©) The records will be routed through Nodal Department (d) The records will be routed through the Department to which it belongs 160. Which file will be issued on requisition, if such file has already been microfilmed or printed? {a) Original file will be issued (@) It is a process of¢cre: knowledge and. or organizational lear using and managing the ganization and is an enabler (b) It is an instrument which seeks to make every organization accountable and citizen friendly () It provides information regarding services and functioning of an oranization (d) Itis a process of analysis of issues requiring decisions on financial, legal or other implications 162. What is a standard process sheet? (@) A standardized note to be followed by every officer (b) A standardized note or tem plate to process cases of repetitive nature © Asystem generated excel sheet prepared by the concerned officer (d) A flow chart Prepared for processing cases434 163. 164, 165. 166. 167. 168. 169, SWAMY’S QUESTION BANK Where will the standard process sheets be filed? (a) In the Appendix portion of a file(b) In the notes portion of a file (© In the original file (d) To be filed separately Which of the following is not a part of the compilation of standing guard file? (a) A running summary of the principles on a subject (b) Copy of decision or orders arranged in chronological order (O Model forms of communication to be used while processing a case (d) Draft correspondences prepared while processing a case Who is entrusted with the task of maintaining the Standing Guard File? (b) Dealing Officer (@) Section Officer (© Dealing Assistant’ (Personal staff of officers Upon whom does thé primary responsibility of disposal of work rests with? (a) Section Office: (©) Dealing Officer _{b) Branch Officer d) Under Secretary What is the minimum period: prescribed for disposal of cases unless higher limits have been prescribed? (@) 10 working days © (b) 30 working days (©) 7 Working days (d) One month Which Appendix has an illustrative list of VIPs? (a) Appendix 12 (b) Appendix 11.2 (©) Appendix 12.4 (d) Appendix 13 How will the Court / CAT cases be ked ii i hen they are disposed of or implemented? eee, the Reeiter w @ Pee Prominently by rounding off the serial numbers of the (b) Strike off the serial number (©) Marked as disposed of by writing in the column (d) Entered in the disposal registerMANUAL ON OFFICE PROCEDURE 435 170. Who will update the higher officers and the Minister 171. 172. 173. 174, 175, 4 F of t made in implementation of assurances given in the a (a) Section Officer (b) Branch Officer (c) Personal Assistant to Minister (d) Any one of the above How many checklists of periodical reports will be maintained by each section? (a) One (b) Two (©) Three (d) Four When will the reports received from various sections be consolidated by the section designated for handling the work of IWSU? (a) By the 31st of March every year (b) By the 1st of April every year (© By the 30th of April every year (d) By the 31st of Decémber every yea What are the provisions i handle classified Papers? — (@) Manual of Office Procedure (b) Notes on Official inform: ion inistry of Home Affairs to (©) Right to Information Rules- (d) Departmental Security Instructions ’ What is the time period to review classified files for declassification? (a) Once in two years (b) Once in three years (©) Once in five years (d) Once in ten years Who will carry confidential papers / file for the purpose of attending Meetings / discussion outside the office? (@) An officer not below the level of Section officer / Desk officer (b) An officer not below the level of Under Secretary () Personal Assistant to Secretary of the Department {@) Under Secretary with the written consent of the Joint Secretary Concerned436 SWAMY’S QUESTION BANK 176. Who will communicate official information to the press and other news media? (a) Head of the Department (b) Ministers / Secretaries specially authorized (©) Press Information Bureau . (d) Minister of Information and Broadcasting 177. What is a Citizen’s Charter? (a) List of Citizens (b) Asetofcommitments made by the Ministries regarding the standard of service delivered (©) A set of services provided to the (d) A set of remedies available to citizens. 178. Sat P an (a) It empowers citizens “clit nts,to demand committed standards of service i (b) It empowers ci zens f compliance (©) The basic idea of the citi: citizen-centric * (d) All the above 179. From the options given, which component does not form a part of the citizen’s charter- {a) Vision statement (b) Mission statement () Details of customers / clients (d) List of grievances submitted by citizens 180. What is a grievance according to Grievance Redressal Mechanism? @) Expression of resentment against acts of omission or commission requiring corrective action (b) Requests for service delivery (©) Requests for replacement (d) Action to’be taken against defaulting officers181. 182. 183. 184, 185. 186, MANUAL ON OFFICE PROCEDURE 437 A citizen can lodge a grievance in- (a) English (b) Hindi (© Any local language (d) All the above How will a grievance be tracked after being lodged in the website? (a) Through follow up emails (b) Through SMS after registering the grievance (©) Through an Unique Registration Number (d) Through the interactive tracking system What is the time period within which a grievance should be disposed? (@) Within two weeks : (b) Within 5 working days (©) Within two mont! (d) Within 15 days fackn wie Which day of the week has been earmarked by the Director of Public Grievances for.re and heating grievances ? (a) Monday (©) Wednesday What is the purpose of the CPGRAMS? (@) To facilitate an aggrieved citizen to lodge a grievance from anywhere at any time (b) To facilitate Ministries to submit a grievance (©) To facilitate Central Government employees to submit their grievances (d) To facilitate citizens to apply for Government subsidies -» Which of the following issues are not taken up by the Central Public Grievance Redress and Monitoring System? (a) RTI matters (b) Personal or family disputes (©) Matters which are sub judice (d) All the above438 SWAMY’S QUESTION BANK 187. Arrange the following phases of digitization process in the order of 188. 189. 190, their occurrence- (1) Identification of documents for digitization (2) Decision on sequencing (3) Selection of data within the documents (4) Assessment of volume and efforts (5) Decision on model of digitization @ 13,245 (db) 1,2,34,5 (0 5,3,2,1,4 (d) 4,3,2,1,5 What are the Parameters that are considered to select a scanner for digitization? (a) Volume of Documents What is the full for xt of scanned images? @) Dots per imag )Dots’per inch (©) Dots per index ) Digit per image Which of the following defines Metadata? (a) The data of files to be scanned in each department (b) The data of Persons responsible for scanned files (c) The data describing the Context, content and structure of records and management over time (d) The data for file formatMANUAL ON OFFICE PROCEDURE KEY The reference of Rules / OMs to the answers. "are given as a free down. Q.No ‘Ans. Q.No Q.No Ans. 1. [egg d 2. d a 3. a Cc 4. d- d 5. c c 6. d d 7. d b 8. ache a 9. c dq 10. a b MW. a 30. a 49. = 12. b 31, c 50. d 13. d 32. c Be 2) 14, c 33. a 52. © 15, a 34. d 53. £ 16. d 35. c 54. B 17, 7 36. c 55. £ 18, a 37. b 56. a 19, q 38. z 57.440 SWAMY'S QUESTION BANK Ans. Q.No L Q.No Ans, Q.No Ans, 58. a 81. d 104, b 59. a 82. a 105. é 60. d 83. c 106. b 61. c 84. c 107. a 62. c 85. d 108. ¥ 63. b 86. ‘a 109. c 64. c 87. d 110. 65. b 88. d 2111. b 66. a 89. by 112. a 67. b 90. b SS 113. @ 68. c 91. Eads 114, c 69. c 92. a 115, a ae d 93. 116. a a b 94. d 117. c a d 95. b 118. b a a 96. b 119. c he b 97. b 120. c za: £ 98. a 121. c ne b 99. d 12 | 4 ai c 100, b 123. |b Ze b 101, c 12a, | € eb ) 102, b 125. d 80. b 103. a 126. aMANUAL ON OFFICE PROCEDURE 4a Q.No Ans. Q.No Ans. Q.No Ans. 127. c 149. f¢ 171, b 128. |b 150. a 172. c 129. |b 151, b 173, d 130. fear 152. c 174, c 131. | ob 153. b 175, a 132. od 154. a 176. Cc 133. d 155. a 177. “b 134, c d 135. c d 136. a a 137. d d 138. b c 139, c c 140. b < 141. a 2 142, b d 143, c a 144, a 166. a 188. d 145, b 167. c 189. b 146. b 168. c 190. £ 147, d 169. 148. a 170.