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1. What is meant by -MOP? | Manual of Office Procedure |
2 What is meant by Classified Dak ? | Dak bearing a security grading. |
3. What is meant by “Division “ in a department | Wing within a Department |
4 The word ‘ Docketing’ denotes | Making of entries in the notes portion of a file about the serial number assigned to each item of correspondence |
5 A file is collection of some facts . What are the facts included in a file ? | 1. Correspondence 2. Notes 3. Appendix to correspondence 4. Appendix to notes |
6 What is meant by Index Slip in connection with filing? | A card or a paper slip displaying the title of file under a catch word followed by a reference to its file number. |
7 What is meant by IFC ? | Information and Facilitation Counter |
8 What are the basic rules of official correspondence? | 1. Only black or blue ink will be used in communications. 2. A small margin of about one inch will be left on all sides (left, right, top and bottom) of each page of communications to ensure better preservations of records as at times the paper gets torn from the edges, making reading of the documents difficult. |
9 What are the basic classification of Letter for official correspondence | Main classification 1 . Letter 2. DO letter |
10 What is meant by DO Letter | Demi-official letter |
11 Mention in which purpose the DO letter is used | DO letter is generally used in correspondence between government officers for an inter-change or communication of opinion or information without the formality of the prescribed Procedures |
12 ------- is generally used for corresponding with other departments or in calling for information from or conveying information to its employees | Office Memorandum |
13 ------ is used for promulgation of statutory rules and orders, appointments and promotions of gazetted officers, etc. through publications in the Gazette of India | Notification |
14 what is meant by Endorsement ? | When a paper has to be returned in original to the sender, or the paper in original or its copy is sent to another department or office, for information or action |
15 -----is used when important and urgent external communications received or important and urgent decisions taken internally have to be circulated within a department for information and compliance by a large number of employees. | Circular |
16 What is meant by paperless communication for official communication ? | eMail |
17 The officer approving the issue of a draft of letter will append his initials with the date on the draft The above said statement is | True |
18 What are the basic rules for official letter drafting? | 1. Carry the message sought to be conveyed in a language that is clear, concise and incapable of misconstruction 2.Lengthy sentences, abruptness, redundancy ,circumlocution, superlatives and repetition, whether of words, observations or ideas, should be avoided 3. Some degree of rapport is to be established with the receiver of the communication. 4 Depending upon the form of communication the subject should be mentioned in it (including reminders) 5 The number and date of the last communication should be referred. |
19 The main purpose of Official communications is convey the views or orders of the Government of India then what are the commonly used phrases for starting a communication | ‘I am directed to say’ or the ‘undersigned is directed to convey’ |
20 What is meant by ‘ DFA’ relates with official correspondence | Draft for Approval |
21 In which situation the Demi official letter is mainly used | Matter raised therein should receive officer’s personal attention either because of its special nature, urgency or importance |
22 Mention the important points for drafting demi official letter | 1 It is used to call the personal attention of the addressee, the style of writing should be direct, personal and friendly 2 Usage of active voice is to be preferred. 3 It should preferably not exceed one page |
23 What are the basic method for file numbering | 1. Functional file numbering system 2. File numbering system based on subject classification |
24 What is the usage of Precedent Book? | A precedent book in the prescribed form for keeping note of important rulings and decisions having a precedent value for ready reference |
25 What is meant by EPAX ? | Electronic Private Automatic Exchange |
26 Specify the main types of External Communication Aids | Email and Fax |
27 What is meant by Video Conferencing | Conferences with the participants being at different geographical places through an ISDN line |
28 The official Language act was formed ------- | 1963 |
Q29 The Official Languages Rules, ------ have been framed under the Official Languages Act, 1963. | 1976 |
Q29 What is meant by DAR&PG | Department of Administrative Reforms & Public Grievances |
Q30 What is meant by e-mail | Electronic Mail |
Q31 What is meant by EPAX | Electronic Private Automatic Exchange |
Q32 What is meant by O&M | Organisation and Methods |
Q33 Define the Citizen Charter | Citizen’s Charter is a document which represents a systematic effort to focus on the commitment of the Organisation towards it’s Citizens in respect of Standard of Services, Information, Choice and Consultation, Non-discrimination and Accessibility, Grievances Redress, Courtesy and Value for Money. |
Q34 Main purpose of OFFICE AUTOMATION | Use of modern office equipment in of business in the disposal Government departments is intended to facilitate faster processing and delivery of information |
Q35 Email is----------------- communication Aids | External Communication |
Prepared by S Jayachandran, Sys Adm , Mavelikara Postal Division, Kerala -690101 If you want more question please intimate to me Mail id shankarjayac123@gmail.com or mobile no 9961464279 | |
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