23 Filing & Sequencing Practice Questions & Answers

Every Filing & Sequencing practice question from the Civil Service Clerical Exam Practice Test, with the correct answer and a short explanation.

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1. Filing business names as written, unit by unit, which name is filed THIRD? Bayside Park Barn / Bayside / Bayside Park Barn Grill / Bayside Park
- A.Bayside
- B.Bayside Park
- C.Bayside Park Barn✓ Answer
- D.Bayside Park Barn Grill
Units are compared one at a time, and when every unit matched so far is identical, the segment with fewer units files first — the rule 'nothing comes before something.' The order is Bayside / Bayside Park / Bayside Park Barn / Bayside Park Barn Grill, so the third entry is Bayside Park Barn; unit 4 is what separates it from Bayside Park Barn Grill, since having no fourth unit files ahead of having 'Grill.'
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 1 (indexing order of units) / 'nothing before something'Report a problem with this question
2. Abbreviated given names are indexed as if spelled out in full. Filing alphabetically, which name is filed LAST? Doyle, Wm. / Doyle, Warren / Doyle, Walter / Doyle, Wanda
- A.Doyle, Wanda
- B.Doyle, Warren
- C.Doyle, Walter
- D.Doyle, Wm.✓ Answer
The surname unit is identical for all four, so unit 2 (the given name) decides. 'Wm.' is an abbreviation, not an initial, so it is indexed as William; comparing the third letter of the given names gives Wal-, Wan-, War-, Wil-, which puts William — and therefore Doyle, Wm. — last.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 4 (single letters and abbreviations): abbreviated personal names indexed as spelled outReport a problem with this question
3. 'St.' is indexed as if written 'Saint'. Which name is filed FIRST? Sanders, Ruth / St. Clair, Ruth / Standish, Ruth / Salinas, Ruth
- A.Salinas, Ruth
- B.St. Clair, Ruth✓ Answer
- C.Sanders, Ruth
- D.Standish, Ruth
St. Clair indexes as the single unit SaintClair, so the surnames compare as SaintClair, Salinas, Sanders, Standish. The third letter decides: i before l before n, and all three beat Standish, whose second letter t follows a — so St. Clair files first. Reading 'St.' literally as S-T is the trap that would wrongly push it to the end.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 4: St./Ste. indexed as Saint/SainteReport a problem with this question
4. A hyphenated surname is one indexing unit and the hyphen is ignored. Which name is filed FIRST? Reyburn-Ocampo, Dana / Reyes, Dana / Ocampo, Dana Reyburn / Reyburn, Dana
- A.Ocampo, Dana Reyburn✓ Answer
- B.Reyburn, Dana
- C.Reyes, Dana
- D.Reyburn-Ocampo, Dana
The deciding unit is unit 1, the surname: Ocampo, Reyburn, ReyburnOcampo and Reyes. 'Ocampo, Dana Reyburn' has Ocampo as its key unit and O precedes R, so it files first — while the hyphenated Reyburn-Ocampo collapses into the single unit ReyburnOcampo and lands in the R's, showing how a hyphenated surname and a two-word given/middle name end up in completely different places.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 3 (punctuation disregarded; hyphenated name is one unit)Report a problem with this question
5. 'Dela Cruz' is a compound surname conventionally treated as a single, unbreakable indexing unit. How many indexing units are in the name Dela Cruz, Marisol P.?
- A.Two
- B.Three✓ Answer
- C.Five
- D.Four
Compound surnames such as Dela Cruz, Delos Santos and Van Der Meer are not split at the space; the whole surname is unit 1 (DelaCruz). Marisol is unit 2 and the middle initial P. is unit 3, giving three units — splitting the surname into two units is the common error because it changes where the record files.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 6 (prefixes and particles form one unit with the surname)Report a problem with this question
6. A title is disregarded when it accompanies a person's FULL name, but becomes the first indexing unit when it accompanies only ONE part of a name. Which name is filed THIRD? Prince Rupert / Bramwell, Ida / Officer Bramwell / Odegard, Nils
- A.Bramwell, Ida
- B.Prince Rupert
- C.Odegard, Nils
- D.Officer Bramwell✓ Answer
'Officer Bramwell' and 'Prince Rupert' each give only one part of a name, so the title becomes unit 1: Officer / Bramwell and Prince / Rupert. First units are then Bramwell, Odegard, Officer, Prince; Odegard beats Officer at the second letter (d before f), leaving Officer Bramwell third. Filing 'Officer Bramwell' next to 'Bramwell, Ida' is the error this rule prevents.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 5 (titles and suffixes)Report a problem with this question
7. Under the convention that Mr., Mrs., Miss and Ms. are disregarded EXCEPT to break a tie between otherwise identical names, which record is filed THIRD? Jarvis, Taylor (Ms.) / Jarvis, Taylor (Mr.) / Jarvis, Taylor (Miss) / Jarvis, Taylor (Mrs.)
- A.Jarvis, Taylor (Mrs.)✓ Answer
- B.Jarvis, Taylor (Ms.)
- C.Jarvis, Taylor (Miss)
- D.Jarvis, Taylor (Mr.)
Because the surname and given-name units are identical, the title becomes the deciding unit and is alphabetized letter by letter: Miss (M-i) files first because i precedes r; Mr. files before Mrs. because a shorter unit precedes the same unit plus more letters; and Mrs. files before Ms. because r precedes s at the second letter. That makes Mrs. third.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 5 (titles used only to distinguish identical names)Report a problem with this question
8. Names beginning with a number written in digits form a group that files BEFORE all alphabetic names, arranged in ascending numeric VALUE. Which name is filed SECOND? 1240 Vine Storage / Acorn Hardware / 88 Harbor Cleaners / 310 Ridge Bakery
- A.310 Ridge Bakery✓ Answer
- B.1240 Vine Storage
- C.Acorn Hardware
- D.88 Harbor Cleaners
The numeric group is sequenced by the value of the number, not by its leading character, so 88 comes before 310 and 310 before 1240; only then does the alphabetic name Acorn Hardware follow. The second entry is therefore 310 Ridge Bakery. Sorting on the first digit alone would wrongly place 1240 ahead of 310.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 7 (numbers in business names)Report a problem with this question
9. Within the numeric group, Arabic numerals file before Roman numerals, and the whole numeric group files before alphabetic names. Which name is filed SECOND? XII Bridges Cafe / Ashford Tackle / 40 Lakes Marina / IV Winds Lodge
- A.IV Winds Lodge✓ Answer
- B.XII Bridges Cafe
- C.Ashford Tackle
- D.40 Lakes Marina
The Arabic numeral 40 files first; the Roman numerals follow in numeric value order, IV (4) then XII (12); and the alphabetic name Ashford Tackle files after the entire numeric group. The second entry is therefore IV Winds Lodge. Treating IV and XII as ordinary letters would scatter them into the I's and X's, which this rule specifically overrides.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 7 (Arabic numerals precede Roman numerals)Report a problem with this question
10. A number spelled out in words is filed as an ordinary word, in normal letter sequence. Which name is filed THIRD? Sunward Print Shop / 7 Cedars Garage / Seventh Lake Lodge / Sable Ridge Florist
- A.Sable Ridge Florist
- B.Seventh Lake Lodge✓ Answer
- C.Sunward Print Shop
- D.7 Cedars Garage
7 Cedars Garage begins with a digit, so it files ahead of every alphabetic name. The remaining three are compared on the second letter of unit 1 — Sable (a), Seventh (e), Sunward (u) — which puts Seventh Lake Lodge third. Note that 'Seventh' sits under S with the other words and never files next to the digit 7.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 7 (numbers spelled out are filed alphabetically as words)Report a problem with this question
11. Abbreviations in business names are indexed as if spelled out. Which name is filed SECOND? Munson Cartage / Mt. Alder Grange / Mowbray Fence Company / Morley Tile Works
- A.Morley Tile Works
- B.Munson Cartage
- C.Mowbray Fence Company
- D.Mt. Alder Grange✓ Answer
'Mt.' is indexed as Mount, so the first units compare as Morley, Mount, Mowbray, Munson. The second letter separates Munson (u) from the three M-o names, and the third letter orders them r, u, w — giving Morley, Mt. Alder Grange, Mowbray, Munson, so Mt. Alder Grange is second. Filing 'Mt.' literally as M-t would push it past Mowbray and produce the wrong answer.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 4 (abbreviations indexed as spelled out: Mt.=Mount, Co.=Company)Report a problem with this question
12. Articles (a, an, the), conjunctions (and, &) and prepositions (of, for, in, on) are disregarded when alphabetizing business names. Which list is in correct filing order?
- A.Cabot Bakery of Harlow / Cabot & Reyes Tailors / The Ember Room / An Open Book Shop✓ Answer
- B.Cabot & Reyes Tailors / Cabot Bakery of Harlow / The Ember Room / An Open Book Shop
- C.An Open Book Shop / Cabot & Reyes Tailors / Cabot Bakery of Harlow / The Ember Room
- D.The Ember Room / Cabot Bakery of Harlow / Cabot & Reyes Tailors / An Open Book Shop
Dropping the minor words, the names index as Cabot/Bakery/Harlow, Cabot/Reyes/Tailors, Ember/Room and Open/Book/Shop. The two Cabot names tie on unit 1, so unit 2 decides and Bakery precedes Reyes; then Ember (E) and Open (O) follow. The lists that begin with 'An Open Book Shop' or 'The Ember Room' wrongly count the article as a filing unit.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 2 (minor words and symbols in business names)Report a problem with this question
13. Under the order-of-authority rule for government names, how is a folder for the U.S. Department of Inland Waterways indexed?
- A.Inland Waterways Department / United States Government
- B.Department of Inland Waterways / United States Government
- C.United States Government / Department of Inland Waterways
- D.United States Government / Inland Waterways Department✓ Answer
Government records file under the name of the governing body first — here 'United States Government' — and only then under the distinctive name of the department. The generic word (Department, Bureau, Division, Commission) is moved to the END of its segment, so the distinctive words 'Inland Waterways' come first and 'Department' last.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 10 (government names: order of authority)Report a problem with this question
14. Applying the same order-of-authority rule, how is a folder for the Department of Public Works of the City of Fairmont Hills indexed?
- A.Fairmont Hills City / Department of Public Works
- B.Fairmont Hills City / Public Works Department✓ Answer
- C.Department of Public Works / Fairmont Hills City
- D.Public Works Department / Fairmont Hills City
The governing unit — the municipality — is indexed first, with City retained because it is part of the official name, and the department follows. Within the department segment the generic word 'Department' moves to the end and the preposition 'of' is dropped, giving Fairmont Hills City / Public Works Department.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 10 (state, county and municipal government names)Report a problem with this question
15. Four records index identically as Nolen Grady T., and all four addresses are in the same state. Applying the standard address tie-breaker, which record is filed FIRST? Nolen Grady T., 418 Larkin Ave, Ashby / Nolen Grady T., 7 Aster Ln, Brixton / Nolen Grady T., 92 Bellwood Rd, Ashby / Nolen Grady T., 250 Aster Ln, Ashby
- A.Nolen Grady T., 7 Aster Ln, Brixton
- B.Nolen Grady T., 250 Aster Ln, Ashby✓ Answer
- C.Nolen Grady T., 92 Bellwood Rd, Ashby
- D.Nolen Grady T., 418 Larkin Ave, Ashby
The address tie-breaker is applied in a fixed order: city, then state, then street name, then house or building number. City comes first, so the three Ashby records all precede Brixton; among them the street names order as Aster, Bellwood, Larkin, making 250 Aster Ln the first. The low house number 7 does not help the Brixton record, because house number is the LAST criterion, not the first.
Source: ANSI/ARMA 1-1995 Alphabetic Filing Rules — Rule 9 (identical names distinguished by address)Report a problem with this question
16. A company's records were opened under the name Halvard Tool Works; the firm has since renamed itself Kestrel Industrial. What is the standard filing treatment?
- A.Keep the record under Halvard Tool Works and place a SEE cross-reference at Kestrel Industrial
- B.Store a complete duplicate of the record under each of the two names
- C.Store the record under Kestrel Industrial and place a SEE cross-reference at Halvard Tool Works✓ Answer
- D.No cross-reference is needed as long as the name change is noted on the folder tab
A record is stored in exactly ONE location, and that location is the current name a requester is most likely to use, so the file moves to Kestrel Industrial. A SEE cross-reference is left at the former name, Halvard Tool Works, because it points to the single place the record actually lives; duplicating the record in both places creates two versions that can fall out of step.
Source: ANSI/ARMA alphabetic filing practice — cross-referencing rules for former and alternate namesReport a problem with this question
17. In a terminal-digit numeric filing system, a folder numbered 12-34-56 is placed in which primary section?
- A.Section 34
- B.Section 123456, filed in straight ascending order
- C.Section 56✓ Answer
- D.Section 12
Terminal-digit filing sorts on the LAST group of digits first, then the middle group, then the first group, so 12-34-56 belongs in section 56, at position 34 within it, and 12 within that. The point of reversing the reading order is that new numbers distribute evenly across every section, instead of piling up at the back of the file as they do in straight consecutive numeric filing.
Source: Records management standard practice — terminal-digit numeric filing (contrasted with straight/consecutive numeric)Report a problem with this question
18. Numeric filing is called an INDIRECT-access system because a folder cannot be located from the name alone. Which pair of finding aids makes it work?
- A.A tickler file and a retention schedule
- B.An OUT guide and a requisition slip
- C.An accession log and a relative index✓ Answer
- D.A transfer register and an archival inventory
The accession log is the official register of the next available number and what each number was assigned to, and the relative index is the alphabetic list linking every name to its number. You must consult the index to convert a name into a number before you can reach the folder, and that extra lookup step is exactly what makes the system indirect-access. OUT guides, tickler files and retention schedules are charge-out and disposition tools, not name-to-number finding aids.
Source: Records management standard practice — numeric filing requires an accession log plus a relative indexReport a problem with this question
19. An office's correspondence is almost always requested by topic — 'the grant applications,' 'the equipment leases' — rather than by any person's or firm's name. Which filing method fits, and what does it require?
- A.Chronological filing, which requires a relative index
- B.Straight numeric filing, which requires no index at all
- C.Subject filing, which requires a maintained master index of approved topics✓ Answer
- D.Geographic filing, which requires an accession log
Subject filing is chosen precisely when material is called for by its content rather than by a name, and it is arranged alphabetically by topic heading. It only stays usable if a master index of approved topic headings is maintained, because without one, staff invent competing headings for the same material and records become unfindable. Geographic filing is for location-based work and chronological filing for date-driven follow-up; straight numeric filing does require an index, so that option is doubly wrong.
Source: Records management standard practice — selection of subject filing and its master index requirementReport a problem with this question
20. These codes are already in filing order: TRB-4180 / TRC-2075 / TRD-3390 / TRF-1128. The letter block is compared first, left to right, and the number is used only to break a tie. Where does TRD-4402 belong?
- A.Between TRC-2075 and TRD-3390
- B.Between TRD-3390 and TRF-1128✓ Answer
- C.Between TRB-4180 and TRC-2075
- D.Before TRB-4180
The letters govern, so TRD-4402 must sit in the TRD position — after every TRC code and before TRF. It then ties with TRD-3390 on letters, and the number breaks that tie: 3390 is smaller than 4402, so the new code follows TRD-3390 and precedes TRF-1128. Note the existing numbers are deliberately not in ascending order, which traps anyone who sorts on the digits first.
Source: USPS/OPM Clerical Battery Exam 710, Sequencing part — alphanumeric codes ordered by letter block firstReport a problem with this question
21. These case numbers are in ascending order: 04318207 / 04318216 / 04318260 / 04318309. Where does 04318219 belong?
- A.Between 04318216 and 04318260✓ Answer
- B.Before 04318207
- C.Between 04318207 and 04318216
- D.Between 04318260 and 04318309
All five numbers share the leading block 04318, so the sequence is decided entirely by the final three digits: 207, 216, 219, 260, 309. Since 219 falls between 216 and 260, the new number is inserted between 04318216 and 04318260. Fixed-width numeric series like this punish reading only the leading digits, which are identical and carry no information.
Source: USPS/OPM Clerical Battery Exam 710, Sequencing part — numeric insertion in fixed-width seriesReport a problem with this question
22. This call log is supposed to be in chronological order, and exactly one entry is out of place. Which entry breaks the sequence? 8:45 a.m. / 9:05 a.m. / 10:15 a.m. / 10:40 a.m. / 9:50 a.m. / 11:30 a.m.
- A.9:05 a.m.
- B.11:30 a.m.
- C.10:15 a.m.
- D.9:50 a.m.✓ Answer
Chronological filing compares the hour first and then the minutes, so a correct log rises steadily: 8:45, 9:05, 9:50, 10:15, 10:40, 11:30. Only 9:50 a.m. is misplaced — removing it leaves 8:45, 9:05, 10:15, 10:40, 11:30 in perfect order, whereas removing 10:15 or 10:40 still leaves 9:50 sitting after a later time. That single-removal test is the reliable way to identify the displaced item.
Source: Chronological filing / sequence-break items — clerical sequencing conventions (hour then minute comparison)Report a problem with this question
23. What comes NEXT in this series? B2, D4, G7, K11, ...
- A.N16
- B.O16
- C.P15
- D.P16✓ Answer
The letters advance by a growing step — B to D is +2, D to G is +3, G to K is +4 — so the next step is +5, taking K to P. The numbers grow the same way (2, 4, 7, 11 with steps of +2, +3, +4), so the next number is 11 + 5 = 16. The two halves agree, since each number is simply the alphabet position of its letter (B=2, D=4, G=7, K=11, P=16), confirming P16.
Source: Clerical aptitude series-completion items — letter-number series with constant second-difference progressionReport a problem with this question

Practice questions modeled on the common domains of civil service clerical-ability exams (grammar/spelling, math, filing, clerical accuracy). Not affiliated with or endorsed by any civil-service commission or testing vendor. Jurisdictions use different exams — check your announcement for its specific format. USAJOBS →

1. Filing business names as written, unit by unit, which name is filed THIRD? Bayside Park Barn / Bayside / Bayside Park Barn Grill / Bayside Park

2. Abbreviated given names are indexed as if spelled out in full. Filing alphabetically, which name is filed LAST? Doyle, Wm. / Doyle, Warren / Doyle, Walter / Doyle, Wanda

3. 'St.' is indexed as if written 'Saint'. Which name is filed FIRST? Sanders, Ruth / St. Clair, Ruth / Standish, Ruth / Salinas, Ruth

4. A hyphenated surname is one indexing unit and the hyphen is ignored. Which name is filed FIRST? Reyburn-Ocampo, Dana / Reyes, Dana / Ocampo, Dana Reyburn / Reyburn, Dana

5. 'Dela Cruz' is a compound surname conventionally treated as a single, unbreakable indexing unit. How many indexing units are in the name Dela Cruz, Marisol P.?

6. A title is disregarded when it accompanies a person's FULL name, but becomes the first indexing unit when it accompanies only ONE part of a name. Which name is filed THIRD? Prince Rupert / Bramwell, Ida / Officer Bramwell / Odegard, Nils

7. Under the convention that Mr., Mrs., Miss and Ms. are disregarded EXCEPT to break a tie between otherwise identical names, which record is filed THIRD? Jarvis, Taylor (Ms.) / Jarvis, Taylor (Mr.) / Jarvis, Taylor (Miss) / Jarvis, Taylor (Mrs.)

8. Names beginning with a number written in digits form a group that files BEFORE all alphabetic names, arranged in ascending numeric VALUE. Which name is filed SECOND? 1240 Vine Storage / Acorn Hardware / 88 Harbor Cleaners / 310 Ridge Bakery

9. Within the numeric group, Arabic numerals file before Roman numerals, and the whole numeric group files before alphabetic names. Which name is filed SECOND? XII Bridges Cafe / Ashford Tackle / 40 Lakes Marina / IV Winds Lodge

10. A number spelled out in words is filed as an ordinary word, in normal letter sequence. Which name is filed THIRD? Sunward Print Shop / 7 Cedars Garage / Seventh Lake Lodge / Sable Ridge Florist

11. Abbreviations in business names are indexed as if spelled out. Which name is filed SECOND? Munson Cartage / Mt. Alder Grange / Mowbray Fence Company / Morley Tile Works

12. Articles (a, an, the), conjunctions (and, &) and prepositions (of, for, in, on) are disregarded when alphabetizing business names. Which list is in correct filing order?

13. Under the order-of-authority rule for government names, how is a folder for the U.S. Department of Inland Waterways indexed?

14. Applying the same order-of-authority rule, how is a folder for the Department of Public Works of the City of Fairmont Hills indexed?

16. A company's records were opened under the name Halvard Tool Works; the firm has since renamed itself Kestrel Industrial. What is the standard filing treatment?

17. In a terminal-digit numeric filing system, a folder numbered 12-34-56 is placed in which primary section?

18. Numeric filing is called an INDIRECT-access system because a folder cannot be located from the name alone. Which pair of finding aids makes it work?

19. An office's correspondence is almost always requested by topic — 'the grant applications,' 'the equipment leases' — rather than by any person's or firm's name. Which filing method fits, and what does it require?

20. These codes are already in filing order: TRB-4180 / TRC-2075 / TRD-3390 / TRF-1128. The letter block is compared first, left to right, and the number is used only to break a tie. Where does TRD-4402 belong?

21. These case numbers are in ascending order: 04318207 / 04318216 / 04318260 / 04318309. Where does 04318219 belong?

22. This call log is supposed to be in chronological order, and exactly one entry is out of place. Which entry breaks the sequence? 8:45 a.m. / 9:05 a.m. / 10:15 a.m. / 10:40 a.m. / 9:50 a.m. / 11:30 a.m.

23. What comes NEXT in this series? B2, D4, G7, K11, ...