OS 240 1
Sarah Tegart
OS 240 Practical Exam
I. Prepare an Alphabetic Listing of Job Applicants (20 points)
Chapters 1-4
You work in the local branch office of Midland Bank. The branch has current openings for a teller, two
account assistants, and a courier. The following individuals have submitted applications:
Teller
James Marukas
Nathan Pierce
Hector Ramirez
James Byron
Shelly Bascue
Benjamin Van Dusen
Naomi Knoble
Jessica Hanson
Ann McCormick
Brian Lowe
Account Assistant
Denisha Tidwell
David Haskell
Roger Zepp
Brittney Young
Natalie Forsyth
Courier
Marilea Williams
Katie Greene
Aaron Anderson
Russell Schueler
Gloria Stillwell
Prepare an alphabetic listing of the positions and the names of the applicants on file. The first unit
for all entries is Applications. The first entry is provided as an example.
Key Unit
Unit 2
Unit 3
Unit 4
Unit 5
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Applications
Account
Account
Account
Account
Account
Courier
Courier
Courier
Courier
Courier
Teller
Teller
Teller
Teller
Teller
Teller
Teller
Assistant
Assistant
Assistant
Assistant
Assistant
Anderson
Greene
Schueler
Stillwell
Williams
Bascue
Byron
Hanson
Knoble
Lowe
Marukas
McCormick
Forsyth
Haskell
Tidwell
Young
Zepp
Aaron
Katie
Russell
Gloria
Marilea
Shelly
James
Jessica
Naomi
Brian
James
Ann
Natalie
David
Denisha
Brittney
Roger
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Applications
Teller
Pierce
Applications
Teller
Ramirez
Applications
Teller
Van
II. Create a Folder Structure (10 points)
Chapters 5
Nathan
Hector
Dusen
Benjamin
Your friend Andy has asked you to take a look at the files he stores in a folder on his USB Flash drive.
He wants help organizing the files into folders. As you can see from the file below, his files and folders
are all mixed up and have no logical order to them. In the space below the graphic, create a logical
folder structure for your friend, Andy.
WR123
07-07 Essay Wr 123
Compare and Contrast Smiles and Metaphors
Metaphor Count WR 123
Metaphor Essay WR 123
Progress Record WR 123
Smiles and Metaphors WR123
Smiles Essay WE 123
WR 123 Metaphor_and_Smiles
Mis231
Business Methods Essay MIS 231
Team Project Outline MIS 231
MM214
214 Progress Report Aug 5 2005
Ind Project MM 214
MM 214 Progress Report July 14 2005
Photos
Hiking in Gorge mystic_cg
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Hiking in Gorge over_falls
**You do not need to do anything elaborate here. All you need to do is indicate which folders you
would create and what file(s) would be in each folder. Making a simple list is probably the easiest
method. Also, in regard to grading for this section, all I am looking for here is that you can organize files
and folders into a logical structure.
III. Determine Destruction Dates (10 points)
Chapter 7
Determine Destruction Dates
Refer to the records retention schedule shown in Figure 7.3 on page 211 in your textbook to determine
the destruction date for the following records. Record the date in the Destruction Date column.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Type of Record
Applications
Accounts receivable ledger
Executive correspondence
Worker’s compensation
claims
Advertising contracts—
terminated
Supplies requisitions
Attendance records
Bank deposit slips
Product samples
Records inventory
Dates on Records
January 1–June 30, 2005
January 1–December 31, 2004
July 1–December 31, 2005
September 1–December 31, 2003
Destruction Date
July 1, 2006
January 1, 2011
January 1, 2008
January 1, 2014
December 1–December 31, 2004
January 1, 2008
January 1–December 31, 2005
July 1–December 31, 2004
January 1–December 31, 2004
April 1–June 30, 2001
July 1, 2002
January 1, 2007
January 1, 2012
January 1, 2011
Permanent
July 2, 2003
IV. Filing in an Encyclopedic Subject Arrangement (15 points)
Chapter 8
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Refer to Figures 8.5, 8.6, and 8.7 in your textbook to determine into which folder the following records
should be filed. Assume that three records on a specific topic must accumulate in the general subject
folder before a specific folder is needed. When three records have accumulated, indicate beside the third
record the caption for the secondary guide and the specific subject folder. The first new secondary guide
and folder are shown in bold as an example.
Record
Memo to employees on new
keyboarding rates
E-mail from an employee
about keyboarding rates
Spreadsheet showing data
entry employees’
keyboarding rates
Copy of letter requesting a
new HVAC manual
Memo to groundskeepers
regarding new areas to be
mowed
Inventory list for office
furniture in Chicago Office
Letter requesting a
replacement credit card
Letter to microfilm camera
company about problems
with a camera
Inventory list for records
storage equipment in
Chicago Office
E-mail to groundskeepers
regarding quality of lawn
mowing
Purchase order for a new
copier
Letter to groundskeepers
announcing a change in
days in which mowing is to
be done
Invoice for July purchases
of office supplies
Fax from consulting firm
agreeing to perform the
records audit
Filed Under
New Secondary
Guide
New Specific
Subject Folder
DATA ENTRY GUIDELINES
KEYBOARDING
RATES
KEYBOARDING
RATES
DATA ENTRY GUIDELINES
KEYBOARDING RATES
DATA ENTRY GUIDELINES
KEYBOARDING RATES
DATA ENTRY GUIDELINES
KEYBOARDING
RATES
DATA ENTRY GUIDELINES
KEYBOARDING RATES
DATA ENTRY GUIDELINES
HVAC MANUAL
HVAC MANUAL
GROUNDSKEEPING
REGULATIONS
LAWNS
INVENTORIES
FURNITURE
BANKING SERVICES
CREDIT CARDS
GROUNDSKEEPING
REGULATIONS
LAWNS
INVENTORIES
FURNITURE-CHICAGO
OFFICE
BANKING SERVICES
CREDIT CARDS
MICROIMAGE
EQUIPTMENT
CAMERAS
MICROIMAGE EQUIPTMENT
CAMERAS
EQUIPTMENT
INVENTORIES
EQUIPTMENT-CHICAGO
OFFICE
INVENTORIES
GROUNDSKEEPNG
REGULATIONS
LAWNS
OFFICE EQUIPTMENT
COPIERS
GROUNDKEEPING
REGULATIONS
LAWNS
OFFICE EQUIPTMENT
COPIERS
LAWNS
GROUNDSKEEPING
REGULATIONS
LAWNS
GROUNDSKEEPING
REGULATIONS
OFFICE SUPPLIES
OFFICE SUPPLIES
RECORDS AUDIT
RECORDS AUDIT
V. Using Subject Codes for Subject Records Storage (10 points)
Chapter 8
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1. Determine which of the following subject codes should be used for storing the records listed in No.
2.
Subject Title
Subject Code
APPLICATIONS
APPS
CUSTOMER SERVICES
CSTSVCS
OFFICE SUPPLIES
OFFSUPP
RECORDS RETENTION SCHEDULE
RRS
FOUNDER’S DAY PLANS
FNDRSDY
VACATION SCHEDULES
VCNSCH
2.
Record
Subject Code
E-mail message from Jackie Conroy to the Human Resources
Department requesting one week of her annual vacation, July
18–24.
VCNSCH
Memo e-mailed to office personnel presenting the schedule for
Founder’s Day activities
FNDRSDY
New electronic records retention schedule
RRS
Application for data entry position from Juan Carlos
APPS
Letter from customer complaining about a lost order
CSTSVCS
Purchase order for printer paper and cartridges
OFFSUPP
New general records retention schedule
RRS
Schedule for Founder’s Day dedication ceremony
FNDRSDY
Application for records analyst position from Tina Abdul
APPS
Invoice for printer paper and cartridges
OFFSUPP
VI. Comparing Consecutive, Middle-Digit, and Terminal-Digit Arrangements (15 points)
Chapter 9
Study the following diagrams to understand how a numeric records management system determines the
file location of records. Multiple-digit numeric codes are used to designate file drawer or shelf numbers,
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guide numbers, and folder numbers. Note how records locations change with the use of different
numbering systems.
Voucher Numbers
16207
16204
16206
16205
16208
16209
Location with Consecutive Numbering Method
All would be filed
in serial order on
the same shelf.
File Shelf Numbers
16209
16208
16400- 16499
16207
16300- 16399
16206
16200- 16299
16205
16204
Front
Location with Middle-Digit Numbering Method
Primary (Shelf No.)
63
01 62 09
Secondar
y
62
01 62 08
01 62 07
(Guide No.)
61
01 62 06
Tertiary
01 62 05
(Folder No.)
01 62 04
All would be on the same shelf and
behind the same guide in the same area
of the shelf. File first by shelf number
(62), then by guide number (01), then by
folder number (04-09).
Location with Terminal-Digit Numbering Method
01 62 09
Primary
01 62 08
01
(Shelf No.)
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Shelf
04
Sections
07
6
02
05
08
03
06
09
01 62 06
01 62 05
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Secondary
(Guide No.)
Instructions: Arrange the following numbers in the order for consecutive, terminal-digit, and middledigit numbering. (Add a zero to the beginning of each number for terminal-digit and middle-digit
arrangements.)
Record No.
01 67 54
02 13 27
01 74 56
02 91 75
02 60 00
02 74 10
02 71 19
02 71 10
02 71 17
01 78 59
Consecutive
16754
17456
17859
21327
26000
27110
27117
27119
27410
29175
Terminal-Digit
02 60 00
02 71 10
02 74 10
02 71 17
02 71 19
02 13 27
01 67 54
01 74 56
01 78 59
02 91 75
Middle-Digit
02 13 27
02 60 00
01 67 54
02 71 10
02 71 17
02 71 19
02 74 10
02 74 56
01 78 59
02 91 75
VII. Arranging Records by Facility Location (20 points)
Chapter 10
A large gas and electric utility uses coordinates internal to the corporation facilities to identify the
location of equipment (fittings, valves, subsystems, pipe runs, compressors, etc.). Each piece of
equipment or pipe run has a tag number associated with it. The tag number is used as a document ID for
accessing various documents, such as the specification sheet, a drawing, a bill of materials, and an
Operations and Maintenance manual for the item. The documents are filed numerically by tag number.
The tag number is comprised of the following elements:
 the area number of the plant
 the system type (s = steam, o = oil, g = gas)
 the line number or system number it is located on
 a pipe size
 an item number (sequential number for the type of equipment starting with 1)
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Example: Tag # 170-G-221-8-1234 for Newport Gas Plant is:
 in plant area 170
 a gas system (G)
 gas line number 221
 8"
 item #1234
1. Create tag numbers for the items listed below. The first number is shown as an example.
a.
b.
c.
d.
e.
f.
g.
h.
Pipe run item #438 on 12" line number 44 in the Chillicothe Natural Gas Plant area 101
Valve #623 on 4" line number 789 in the San Francisco Steam Plant area 447
Well fitting #651 on 8" well line number 66 in the San Francisco Oil Basin area 73
Valve #437 on 12" line number 44 in the Chillicothe Natural Gas Plant area 101
Pipe fitting #321on 16" line number 1878 in the San Francisco Steam Plant area 637
Pipe fitting #652 on 4" line number 788 in the Chillicothe Natural Gas Plant area 107
Valve #752 on 8" well line number 66 in the West Colorado Oil Basin area 77
Line #702 on 4" well line number 833 in the West Colorado Oil Basin area 87
Tag Numbers
a. 101-G-44-12-438
e. 637-S-1878-16-321
b. 447-S-789-4-623
f. 107-G-788-4-652
c. 73-O-66-8-651
g. 77-O-66-8-752
d. 101-G-44-12-437
h. 87-O-833-4-702
2. Indicate the order in which documents with the tag number IDs should be filed using a location
guide plan and an encyclopedic storage arrangement.
File Order
Primary Guide
Secondary Guide
Folder label
Chillicothe
Chillicothe Natural Gas Plant
101-G-44-12-437
101-G-44-12-438
107-G-788-4-652
San Francisco
San Francisco Oil Basin
73-O-66-8-651
San Francisco Steam Plant
447-S-789-4-623
637-S-1878-16-321
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West Colorado
West Colorado Oil Basin
77-O-66-8-752
87-O-833-4-702
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