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Sample questions
From the departmental-exam question corpus. These have not been through RankRacer's answer-verification gate — check the rule itself before relying on one.
1.What are the main activities covered under records management?
- A.Recording, retention, retrieval and weeding out
- B.Filing, indexing, scanning and digitization
- C.Creation, distribution, circulation and archiving
- D.Documentation, classification, preservation and disposal
Explanation
Correct Answer: A) Recording, retention, retrieval and weeding out Para 10.1(1): "Records management covers the activities concerning mainly recording, retention, retrieval and weeding out." These four activities form the core of records management as specified in the manual.
2.What is the minimum level at which a Departmental Records Officer (DRO) should be nominated?
- A.Under Secretary level
- B.Section Officer level
- C.Deputy Secretary level
- D.Assistant level
Explanation
Correct Answer: B) Section Officer level Para 10.1(2): "Each record creating agency will nominate, in pursuance of provisions of the Public Records Act, 1993 and the Public Records Rules, 1997 a Departmental Records Officer (DRO) who is not below the level of a Section Officer for overall records management of the organisation as a whole." The DRO must be at least at Section Officer level or above.
3.Under which legislation is the Departmental Records Officer (DRO) nominated?
- A.Public Records Act, 1993 and the Public Records Rules, 1997
- B.Right to Information Act, 2005
- C.General Financial Rules, 2017
- D.Central Secretariat Manual of Office Procedure
Explanation
Correct Answer: A) Public Records Act, 1993 and the Public Records Rules, 1997 Para 10.1(2): "Each record creating agency will nominate, in pursuance of provisions of the Public Records Act, 1993 and the Public Records Rules, 1997 a Departmental Records Officer (DRO) who is not below the level of a Section Officer for overall records management of the organisation as a whole." The nomination is made under these specific legislations.
4.What is the role of the Departmental Records Officer (DRO)?
- A.To handle day-to-day file movement
- B.Overall records management of the organisation as a whole
- C.To approve all file recordings
- D.To conduct annual audits of files
Explanation
Correct Answer: B) Overall records management of the organisation as a whole Para 10.1(2): "Each record creating agency will nominate, in pursuance of provisions of the Public Records Act, 1993 and the Public Records Rules, 1997 a Departmental Records Officer (DRO) who is not below the level of a Section Officer for overall records management of the organisation as a whole." The DRO is responsible for overall records management of the entire organisation.
5.When should files be recorded?
- A.Immediately after creation
- B.After action on all the issues considered thereon has been completed
- C.Within 30 days of creation
- D.At the end of each financial year
Explanation
Correct Answer: B) After action on all the issues considered thereon has been completed Para 10.2: "Files should be recorded after action on all the issues considered thereon has been completed as per the record retention schedules (Para 10.7)." Recording is done only after complete action on the file.
6.After how long can files of purely ephemeral nature be destroyed without being formally recorded?
- A.Six months
- B.One year
- C.Two years
- D.Three years
Explanation
Correct Answer: B) One year Para 10.2: "However, files of a purely ephemeral nature (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be destroyed after one year without being formally recorded." Ephemeral files can be destroyed after one year without formal recording.
7.Which of the following is an example of files of purely ephemeral nature?
- A.Policy files and budget proposals
- B.Casual leave records and circulars of temporary nature
- C.Personnel files and service records
- D.Audit reports and financial statements
Explanation
Correct Answer: B) Casual leave records and circulars of temporary nature Para 10.2: "However, files of a purely ephemeral nature (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be destroyed after one year without being formally recorded." These are specifically mentioned as examples of ephemeral files.
8.What characteristic must files of purely ephemeral nature possess to be destroyed without formal recording?
- A.They must be less than 10 pages
- B.They must contain papers of little reference or research value
- C.They must be more than 5 years old
- D.They must be approved by the Head of Department
Explanation
Correct Answer: B) They must contain papers of little reference or research value Para 10.2: "However, files of a purely ephemeral nature (such as casual leave records or circulars of temporary nature) containing papers of little reference or research value may be destroyed after one year without being formally recorded." Files must contain papers of little reference or research value to qualify for destruction without formal recording.