A file clerk at a rum distillery in Barbados noticed that a document about 'Alcohol Content Testing' could be filed under either 'Quality Control' or 'Laboratory Reports'. What action should the clerk take?

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Question

A file clerk at a rum distillery in Barbados noticed that a document about 'Alcohol Content Testing' could be filed under either 'Quality Control' or 'Laboratory Reports'. What action should the clerk take?

Accepted Answer

Create a cross-reference card for the alternative location — Award 1 mark for identifying cross-referencing as the correct procedure. A is incorrect — filing the same document in two places creates duplication and version control problems. C is incorrect — this delays filing unnecessarily when a standard procedure exists. D is incorrect — alphabetical order is not the determining factor for subject classification.

Answer

Ask the supervisor to decide on one location only

Answer

File the document under both headings

Answer

Create a cross-reference card for the alternative location

Answer

File the document under the first heading alphabetically

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