Further Links Contact Us Search Help

Syllabus | Exams | Resources | Glossary | The framework |

Business Services

Home > Business Services > Business Services (120/240 hours) > Process and maintain workplace information > Process and maintain workplace information

Test your knowledge

Answer the following questions, then see if you are correct by referring to the Answers.

1. What is meant by keeping records ‘secure’ and ‘confidential’?
    
2. What precautions can be taken to maintain strict confidentiality in relation to sensitive records?
    
3. Which of the following is sorted correctly?
   

   A	B	C	D
   Connoly L Connon D Connors L Connors A	Connon D Connoly L Connors L Connors A	Connoly L Connon D Connors A Connors L	Connors A Connon D Connoly L Connors L

   
    
4. Which of the following is sorted correctly?
    

   A	B	C
   Saint A B Saint Patrick Kindergarden Saints Security P/L St Abrahams Day Care St Clair M S St David’s Church	Saint A B St Abrahams Day Care St Clair M S St David’s Church Saint Patrick Kindergarden Saints Security P/L	St Abrahams Day Care Saint Patrick Kindergarden St Clair M S St David’s Church Saint A B Saints Security P/L

   
    
5. Describe six different filing classifications.
    
6. How should you deal with inactive and dead files?
    
7. Explain ‘indexing’ and ‘coding’.
    
8. List some good filing practices.
    
9. What are the advantages of using a computer to store files?
    
10. Describe three methods that can help keep track of files in the office.

    

    Questions from previous HSC examination papers

11. What does it mean when an administrative assistant has indexed/coded a document?
    1. They have stored the document on the back-up disks.
    2. They have placed an out folder from where the document was taken.
    3. They have used a password to stop access to confidential information.
    4. They have underlined or highlighted the name, number or subject of the document under which it will be filed.
    
     
12. Which of the following tasks should be a daily priority in the office environment?
    1. Filing the invoices and correspondence
    2. Picking up and opening the incoming mail
    3. Ordering the stationery required for the following week’s special advertising campaign
    4. Typing and distributing a memo to staff regarding a meeting that is to be held in two weeks’ time
    
     
13. Which of the following storage systems would be most suitable for a client register of a large organisation?
    1. Electronic
    2. Image based
    3. Microfilm
    4. Paper based
    
     
14. Mr Craig David Bloom’s file needs to be indexed. What is the first indexing unit?
    1. Bloom
    2. Craig
    3. David
    4. Mr
       
    
     
15. 1. Index and record the following names alphabetically in the table below.
       • 24 Hour Printing
       • The Tweed Factory
       
       
        
    2. List TWO other filing classifications used in an office environment.
    3. Justify the need for occupational health and safety procedures in records handling.
    4. Identify and discuss the importance of THREE filing procedures in the management of files.

Answers