THE FOLLOWING QUESTIONS WERE GIVEN AS WRITTEN INTERVIEW ON 02/03/2023
1. a) What is Office?
b) Explain functions of office
2. Define the following:
a. Appraisal
b. Records
c. Archive management
3. Explain questions which should be asked when using the filing checklist.
4. There are three types of records, mention them
ANSWERS
1 a) What is office?
Office is a room or set of rooms in which
business, professional duties, clerical work, etc, are carried out.
Office is a special place or building where business
transactions are carried out.
b) Functions of office
BASIC FUNCTIONS /MAIN DUTIES OF AN OFFICE
A. Receiving Information
Receive from:- shareholders, customers, government, public, other organizations etc.
Info. Can be:- Suggestions, response, commands, advise, recommendations etc.
Info. in form of letters, reports, etc.
B. Recording Information
In relevant tools e.g. incoming register book, electronic systems like Database.
C. Arranging Information
Putting records in relevant files/manners
By using filing systems e.g. Alphabetical systems for Banks customers
For speedy retrieval and access of records
D. Storing information
In shelves, boxes, cabinets, computers etc.
E. Supplying Information
Supply to- shareholders, customers, government, public, other organizations etc.
Info. Can be:- Suggestions, response, commands, advise, recommendations etc.
Info. in form of letters, reports, etc.
AUXILIARY FUNCTIONS OF OFFICE
q Managerial
functions
q HRM
functions
q System
development
q Safeguard
assets
q Public
relations
2. Defining the following:
a. Appraisal- The process of determining the value of records for further use, for whatever purpose, and the length of time for which that value will continue. Also known as evaluation, review or selection.
b. Records: A document regardless of form or medium created, received, maintained and used by an organization or an individual about a particular activity or business transaction of which it forms a part or provides evidence.
c. Archive management: is the area of management concerned with the maintenance and use of archives.
3. Questions which should be asked when using the filing checklist.
The following questions should be asked during filing checklist:
i. Does the document belong on the file selected?
ii. Does the file number on the document agree with the reference number of the file?
iii. Are all pages of a Multiple page document present?
iv. Are all attachments present?
4. Three types of records
There are more groups used to provide types of records like types of records based on format, ownership, sensitivity, function and frequency of use but here I will consider the types of records based on frequency of use:
i. Active records
ii. Semi-active records
iii. Non-active records
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