Office Procedure MCQs with Quiz for IPO Exam & PS Gr B

In accordance with Office Procedure, which of the following statements is true?

(i) Senior officers should not require any modification in or replacement of, the notes recorded by their juniors once they have been submitted to them. 

(ii) Instead, the higher officers should record their own notes giving their own views on the subject, where ever necessary correcting or modifying the facts given in the earlier notes.

(iii)In any case, replacement or modification of the notes which have been recorded on a file, when the file has been further noted upon by others, should not be permitted.

(iv) pasting over a note or a portion of it to conceal what has been recorded is only permissible in rare cases.

(v) Where a note recorded on the first instance requires any modification on account of additional facts or any error has come to notice, a subsequent note may be recorded, keeping the earlier note intact. 

According to the Office Procedure, which of the following statements are incorrect?

(i) If the officer agrees to the line of action suggested in the preceding note, he will merely append his signature.

(ii) Black or blue ink will be used by all categories of staff and officers.

(iii) only an officer of the level of Joint Secretary of Govt of India and above may use green or red ink in rare cases.

(iv)The dealing hand will append his full signature with the date on the left below his note

(v) An officer will append his full signature with the date on the right-hand side of the note with name and designation and date.

(vi) Notes should be typed/written on both sides of the note sheet as per instructions of the Department of Expenditure.

In accordance with Office Procedure, ''Indexing'' means:

According to the Office procedure, making of entries in the notes portion of a file about the serial number assigned to each item of correspondence (whether receipt or issue) for its identification is called:

A note recorded by the President, the Vice-President, the Prime Minister or a Minister is called:

The process of closing a file after action on all the issues considered thereon has been completed according to Office Procedure is called:

Which of the following are not Security gradings on classified documents as per Office Procedure?

(i) Priority (ii) Secret (iii) Immediate (iv) Top Secret  (v) Restricted  (vi) Confidential

According to Office Procedure, a case received back for further action such as re-examination or preparing a draft or summary of the case is called:

The O & M Division has been set up in March 1954, as standing machinery for administrative improvement. We see O & M meetings happen in Circle offices and administrative offices. Expand O& M.

As per Office Procedure, the 3 basic O & M techniques are:

A Demi-Official(DO) letter should be addressed by an officer in a Ministry/Department who is ordinarily not more than certain levels below the officer to whom such communication is addressed. The said levels are:

The form of written communication generally used for corresponding with other departments or in calling for information from or conveying information to its employees;  which may also be used in corresponding with attached and subordinate offices written in 3rd person & bears no salutation is:

W.r.t. Office Procedure, which of the following written communication to the press is more formal in character and is expected to be reproduced intact by the press rather than resorting to editing, compressing, or enlarge it, as deemed fit is called:

In accordance with Office Procedure, the Ministries/Departments may ensure that while addressing communications to the Members of Parliament, proper protocol  is observed, conforming to their position in the:

The time limit for (i) acknowledging and (ii) replying to each communication received from the Member of Parliament, a member of the public, a recognized association, or a public body is:

A colour code will be used in D.O. Letters as per Office Procedure. In what colour the National Emblem will be exhibited in a D.O. Letter from an officer?

A color code will be used in D.O. Letters as per Office Procedure. In what color the National Emblem will be exhibited in a D.O. Letter from a Minister?

In accordance with Office Procedure, if the main file on a subject is not likely to be available for some time and it is necessary to process a fresh receipt or a note without waiting for its return, to deal with it another file is opened and it is called?

As per Office Procedure, the files may be recorded under categories. ''C'' category files will include files of secondary importance and having reference value for a limited period not exceeding :

In accordance with the Office Procedure, files will be indexed at the time of their recording. Only those files will be indexed which are categorized as:

Match the following w.r.t. Categorisation of records according to Office Procedure: (a) Category ''A'' (b) Category''B'' (c) Category ''C''.

(i) Files that qualify for permanent preservation for administrative purposes and which have to be microfilmed.

(ii) Files of secondary importance and have referencing value for a limited period (keep for a specified period only)

(iii) Files required for permanent preservation for administrative purposes, but exclude the nature of material falling under a category that requires micro-filming.

As per Office Procedure, every section will maintain a record in the prescribed form (Appendix-27) for keeping note of important rulings and decisions having precedent value for ready reference called:

In accordance with Office Procedure, the Record Retention Schedules should be reviewed at least once in:

As per the Office procedure, the files will be stamped prominently as ''transferred to NAI'' and retired to the National Archives of India that are surviving the review undertaken on their attaining: 

As per Office Procedure [Para 41(7) in Chapter VI on Action on receipts], when a ''note'' plus ''correspondence'' portion of a file becomes bulky (say exceeds 150 pages), it will be stitched and marked Volume-I. New Volume II will be opened with:

(i)page numbering in notes portion and correspondence portion both made afresh starting from serial 1.

(ii)page numbering in the notes portion starts afresh from serial 1 and the correspondence portion made in the continuity of the last page number in the correspondence portion of the earlier volume.

(iii) page numbering in correspondence portion starts afresh from serial 1 and notes portion made in the continuity of the last page number in the note portion of the earlier volume.

(iv)page numbering in both notes portion and correspondence portion made in the continuity of the last page number in the note portion/correspondence portion of the earlier volume.

(MOCK TEST PS GROUP B)

As stated in Office Procedure, inorder to ensure that the cost of maintence of record is reasonable, it is necessary that the size of records should not occupy a percent, of the total area allotted to a particular Department, more than:

Files obtained by a department from National Archives, as per Office Procedure, will not normally be retained except with the latter's specific knowledge and consent for more than

As stated in Office Procedure, Files obtained by a section from the departmental record room will normally be returned within :

In accordance with Office Procedure, every classified file will be reviewed  for declassification once in:

As per Office Procedure, if a current case has reached a stage when no action can or need be taken to expedite its disposal for at least 6 months, with the approval of an officer not below the rank of Branch office/ Divisional Head it may be transferred to the:

According to Office Procedure, every grievance petition has to be acknowledged within:

In accordance with Office Procedure, a meeting less day should be observed strictly  in a week and Director of Grievances and other officers of the level of Deputy Secretary and above should remain in their offices during specified hours to receive and hear grievances of the members of the public on every:

As per Office Procedure, a sanction to an advance or a non-refundable part withdrawal from Provident Fund, unless it is specifically renewed, lapses on the expiry of a period of:

In accordance with Office of Procedure, a sanction for any fresh charge unless it is specifically renewed lapses if no payment in whole or in part from the date of issue of sanction has been made during a period of: