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DEPARTMENT OF ADMINISTRATION
FILING TECHNIQUES OAD511
ASSESSMENT/ASSIGNMENT 1 (10%)

This assessment comprises four sections as follows:
Part A - Multiple Choices
Part B - True or False
Part C Fill in the Blanks
Part D Short Answer Questions
Please state your name and student ID.
PART A MULTIPLE CHOICE (10 Marks)
Please answer all 10 questions by placing a circle around the correct answer.
1. D
2. D
3. B
4. C
5. B
6. A
7. B
8. D
9. A
10. A
PART B: TRUE OR FALSE (10 Marks)
Please answer all the 10 questions correctly by writing either a True or False beside each statement.

Question True/False
1. Manual filing was the traditional form or filing whilst electronic filing is the new
method.

T
2. It is not necessary to back up electronic filing. F
3. Archiving of file means throwing the files away.

F
4. Organizations can do manual as well as electronic filing.

T
5. Subject Classification is used by organizations that store records according to the f
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geographical locations
6. Alphabetical Filing classification is a Direct method of filing.

T
7. If an organization has a centralized filing system, it means that all different
departments do their own filing.

F
8. Personal names are indexed in the alphabetical system as they appear.

T
9. The most efficient and economical method of filing is the one that works for the
organization and which is easily understood by its users.
T
10. Vertical filing cabinets would be good to store documents such as plans for
buildings, blueprints, maps and large documents.
F


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PART C: FILL IN THE BLANKS (10 Marks)
Answer all the 10 questions by filling in the blank spaces with the correct answer from the following
options.
Dictionary arrangement
Filing Equipment
Filing Segment
Filing Method
Filing
Encyclopedic
Release Symbols
Coding
Indirect Filing
Indexing
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1. There are five steps in the process of filing. These are Identifying documents to be filed,
Marking, Follow up or cross referencing, Sorting and filing.

2. Documents with released symbols should be filed.
3. coding is the process of actually marking
of the document the name or subject by which it is to be filed.
4. In indirect filingusers are required to refer to
another card indexing system or list to locate a file in the filing system.
5. indexing is determining the order and format of the units in a name.
6. The name by which a record is stored and requested is called filing segment
7. In dictionary arrangement subject filing, files are stored in alphabetical order (A-Z).
8. encyclopedic.. classification is used in subject
filing for records that are filed under broad, major subject titles and then under specific
subtitles.

9. filing equipment. are the various supplies that are used to stored filing
documents.

10. Filing method refers to the way documents are arranged in the file storage equipment.

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PARTS D: SHORT ANSWER QUESTIONS (20 Marks)
1. There are two types of filing systems utilized by organizations, what are they? (2 Marks)
Electronifiling
Manual filing (physical )

2. State the six filing classification systems. (3 Marks)
Numerical
Alphabetical
Alpha-numerical
Geographical
Chronological
subject

3. List two disadvantages of Electronic Filing. (2 Marks)
Cost
Data can easily lost if it is not secured (password)
4. List two advantages of Paper based Filing. (2 Marks)
Can not be destroyed if there is power loss
Easily ,,more personal way to retrieve in order
5. State four OHS factors to consider when filing. (2 Marks)
Do not put file and folder at the top of the cabinet
Always closs the door or cabinet after being used
Always fill the folder from the top
when filing should use ladder

6. List two filing storage methods. (2 Marks)
Horizional
Vertical
Lateral

7. List four filing accessories. (2 Marks)
Ladder
Tickler files
Manual file
Stapler pin
Paper punch


8. What are four factors to consider when deciding to buy appropriate filing equipment? (4
Marks)
Filing need
Cost
Space available
File accessibility

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9. What is electronic filing? (1 Mark)
Portable which deal with computerized (computer)