Clerical Ability Reviewer - Part 20

Practice 20 Clerical Ability questions for the Civil Service Exam (CSE), each with the correct answer and an explanation.

20 questions80% passing markFree

Part 20 of our Clerical Ability reviewer has 20 practice questions in the style of the Civil Service Exam. Answer them in order, read the explanation after each one, and check your score against the 80% passing mark at the end. Questions and choices are reshuffled every time you retake the part.

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Sample questions from Part 20

Here are a few questions from this part. Take the full test to answer all 20 and get your score.

Sample question 1

Under the law governing public records (RA 9470, the National Archives of the Philippines Act of 2007), the disposal of government records that are no longer needed requires

  • only the approval of the records officer of the agency
  • a written notice from the Commission on Audit that the records are more than five years old
  • the unilateral decision of the agency head, since the records belong to the agency
  • authority from the Executive Director of the National Archives of the Philippines after appraisal of the records
Answer: authority from the Executive Director of the National Archives of the Philippines after appraisal of the records
Government records may not be destroyed on the agency's own initiative. The agency submits its records for appraisal and obtains disposal authority from the Executive Director of the National Archives of the Philippines (NAP). Records of permanent value are turned over to the NAP.

Sample question 2

Records that have permanent historical, legal or administrative value and are no longer needed for current operations are ultimately

  • shredded once they are digitized
  • transferred to the National Archives of the Philippines for permanent preservation
  • kept indefinitely in the active files of the originating office
  • sold as waste paper after ten years
Answer: transferred to the National Archives of the Philippines for permanent preservation
Records with archival (permanent) value are not destroyed. After their retention period in the agency, they are turned over to the National Archives of the Philippines.

Sample question 3

Semi-current (semi-active) records are records that are

  • referred to only occasionally and are kept in a records center or storage area until their retention period ends
  • referred to daily and kept within arm's reach of the staff
  • already approved for destruction
  • of permanent value and must be kept in the active file room
Answer: referred to only occasionally and are kept in a records center or storage area until their retention period ends
Records go through life stages: current (active) records are used regularly; semi-current records are used rarely and are moved to a records center or storage area until the retention period lapses; non-current records are then disposed of or archived.

Sample question 4

Which of the following is the best example of a vital record that must be protected with a duplicate stored in a separate location?

  • A routine memorandum announcing a flag ceremony
  • A telephone message slip
  • A land title or a master list of employees' service records needed to resume operations after a fire or typhoon
  • A used routing slip
Answer: A land title or a master list of employees' service records needed to resume operations after a fire or typhoon
Vital records are those essential to resume operations and to protect the rights of the agency and its clients after a disaster. They are duplicated and stored in a different place (off-site or in a vault).

Sample question 5

A letter from the Davao City Treasurer's Office is about the property tax of the Mercado Realty Corporation. The letter is filed under the corporation's name. To make sure it can also be found when someone looks under the city office, the clerk should

  • place a cross-reference sheet under Davao City Treasurer's Office showing where the letter is filed
  • make a second complete folder for every office mentioned
  • staple the letter on the inside cover of the cabinet drawer
  • discard the letter after one filing
Answer: place a cross-reference sheet under Davao City Treasurer's Office showing where the letter is filed
A cross-reference sheet or card is placed in the second possible file location. It tells the searcher where the original document is actually filed, without duplicating the record.

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