Office Practice N4 | Past Exam Paper Revision | Section A 1

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Question
The following factors should be considered when choosing a method of reprography.
A Supplier
B Cost
C Lithographic printing
D Duplicate

The correct answer is B: Cost.
Cost is a critical factor when selecting a reprography method, as organizations aim to balance quality with affordability.

Question
Which ONE of the following is not an advantage of stock control?
A Confidential documents can be kept safe.
B A more realistic budget for stock control can be set.
C Proper forecasting and budgeting can be done.
D Timeous orders save money and prevent wastage.

The correct answer is A: Confidential documents can be kept safe.
While stock control offers logistical and financial advantages, it does not directly relate to document confidentiality.

Question
Guidelines to be used when issuing stock.
A Supplier
B Cost
C FIFO & LIFO
D Invoice

The correct answer is C: FIFO & LIFO.
FIFO (First In, First Out) and LIFO (Last In, First Out) are inventory management methods that help determine the order in which stock is issued.

Question
During this method of filing, documents are rolled and placed in a tube.
A Strategic filing
B Vertical filing
C Lateral filing
D Tubular filing

The correct answer is D: Tubular filing.
Tubular filing involves rolling large documents like blueprints or maps and placing them into a tube for storage and protection.

Question
General wardrobes consist of …
A mirror
B shoes and socks
C energy level
D hobbies

The correct answer is B: shoes and socks.
A general wardrobe typically includes basic clothing items such as shoes and socks, rather than abstract qualities like energy level or interests.

Question
Files can be classified according to …
A personal classification
B geographical classification
C A only
D Both A and B

The correct answer is D: Both A and B.
File classification systems may be based on personal information (e.g., name) or geographic location, depending on the organization’s needs.

Question
The characteristics of good minutes are the following:
A Members swear or use insulting language.
B It includes a record of attendees and list of apologies.
C Result of all votes for and against a motion must be noted.
D B and C.

The correct answer is D: B and C.
Good minutes should be professional, include who was present or absent, and clearly document outcomes of discussions and votes.

Question
In the event of a bomb threat, the secretary should gather as much information of the caller such as …
A age of the caller.
B accent and dialect.
C where the caller is.
D All of the above.

The correct answer is D: All of the above.
To assist emergency services, it’s crucial to collect comprehensive information, including the caller’s voice traits, location clues, and other details.

Question
Handling an ill-mannered visitor.
A Offer them something to drink and read.
B Visitor must sign the visitors register.
C Be tactful and assertive.
D Be open and honest and do not be apologetic.

The correct answer is C: Be tactful and assertive.
Dealing with difficult visitors requires a professional attitude that balances politeness with firm communication.

Question
PABX refers to …
A Private Automatic Branch Exchange.
B Private Automatic Bench Exchange.
C Process Automatic Branch Expose.
D Progress Automatic Branch Exchange.

The correct answer is A: Private Automatic Branch Exchange.
PABX is a telephone system used in businesses that manages internal and external calls without the need for manual intervention.