CAP Exam ACTUAL QUESTIONS AND
CORRECT ANSWERS
Automatic Document Feeder (ADF): - CORRECT ANSWER Copy documents without lifting
the platen and using individual sheets. Load a stack of originals into the feeder, press start, and wait
while the copier moves each sheet on and off the platen.
Bypass Tray: - CORRECT ANSWER To reduce the risk of jamming. Copy directly onto
originals (colored paper, odd-sized paper, or card stock) that either can't be fed or are inconvenient to
feed from the traditional copy paper tray inside your copier. Trays typically hold anywhere from one
to 100 sheets. Use in color copiers to print covers or transparencies.
Catch Tray: - CORRECT ANSWER Collect finished copies emerging from your copier.
Digital Copying: - CORRECT ANSWER Breaks an image up into tiny rows and columns. In
contrast, analog copiers work more like a camera, using a lens to take a picture of the document to be
copied. Use to realize a greater range of features, such as the ability to connect the copier to a
computer network.
Duplex Copying: - CORRECT ANSWER To copy on both sides of a page. This is a useful
feature, but is prone to paper jams.
Editing Features: - CORRECT ANSWER To adjust how an image appears after copying.
Memory: - CORRECT ANSWER To store data (such as scanned pages), scan documents,
utilize scan once/print many, or fax.
Moving Platens: - CORRECT ANSWER The top of the copier moves back and forth across the
document to be copied. Be aware that these copy machines have low volume throughput.
Proportional Zoom: - CORRECT ANSWER To shrink or enlarge both length and width of a
page and reduce white space on copies of reduced pages.
, Remote Diagnostics: - CORRECT ANSWER Your service tech can log in online, diagnose the
issue and apply a fix remotely. Improved repair time and assistance ensures that maintenance
schedules are accurately followed.
Sorter: - CORRECT ANSWER A series of horizontal bins near the output tray of your copier.
Use a sorter to ensure that each bin gets all the necessary pages, in order, as they exit the machine.
One of my greatest frustrations in my job duties is trying to locate lost paper documents. What advice
do you have to help me locate these documents after they have been finalized and filed? - CORRECT
ANSWER There are many practices that you can implement to find your lost documents and
reduce your frustration. First, make sure that you have a written procedure that describes your filing
process. Next, make sure that access to your files is restricted. When a document can't be found, check
folders before and after the folder where the document should be and check for misfiles using letters
that look alike such as N and M. Look for possible document check-outs that may not have been
recorded. Speak with your employees requesting files recently. Check your sorter and look behind
your file cabinet, desk or even in the wastebasket.
What is the purpose of the 5Ws and 1H in effective records management? - CORRECT ANSWER
They assist administrative assistants in asking basic questions about the nature and location of
a record.
Which of the following sequences best describes a basic document filing procedure? - CORRECT
ANSWER Finalizing/Releasing/Indexing/Coding/Cross-Referencing/Sorting/Filing/Accessing.
Which of the following statements is false regarding a records retention and recovery program? -
CORRECT ANSWER Sufficient protection of important documents is achieved by placing
paper duplicates in a vault or safe.
Which of the following describes a perpetual records transfer plan? - CORRECT ANSWER
Make record transfers based on events.
Which of the following is the best way to classify copy machines? - CORRECT ANSWER
Volumes of copies desired and functions performed.
Which of the following organizations offers the Certified Professional Secretary and Certified
Administrative Professional certifications? - CORRECT ANSWER The International
Association of Administrative Professionals.
CORRECT ANSWERS
Automatic Document Feeder (ADF): - CORRECT ANSWER Copy documents without lifting
the platen and using individual sheets. Load a stack of originals into the feeder, press start, and wait
while the copier moves each sheet on and off the platen.
Bypass Tray: - CORRECT ANSWER To reduce the risk of jamming. Copy directly onto
originals (colored paper, odd-sized paper, or card stock) that either can't be fed or are inconvenient to
feed from the traditional copy paper tray inside your copier. Trays typically hold anywhere from one
to 100 sheets. Use in color copiers to print covers or transparencies.
Catch Tray: - CORRECT ANSWER Collect finished copies emerging from your copier.
Digital Copying: - CORRECT ANSWER Breaks an image up into tiny rows and columns. In
contrast, analog copiers work more like a camera, using a lens to take a picture of the document to be
copied. Use to realize a greater range of features, such as the ability to connect the copier to a
computer network.
Duplex Copying: - CORRECT ANSWER To copy on both sides of a page. This is a useful
feature, but is prone to paper jams.
Editing Features: - CORRECT ANSWER To adjust how an image appears after copying.
Memory: - CORRECT ANSWER To store data (such as scanned pages), scan documents,
utilize scan once/print many, or fax.
Moving Platens: - CORRECT ANSWER The top of the copier moves back and forth across the
document to be copied. Be aware that these copy machines have low volume throughput.
Proportional Zoom: - CORRECT ANSWER To shrink or enlarge both length and width of a
page and reduce white space on copies of reduced pages.
, Remote Diagnostics: - CORRECT ANSWER Your service tech can log in online, diagnose the
issue and apply a fix remotely. Improved repair time and assistance ensures that maintenance
schedules are accurately followed.
Sorter: - CORRECT ANSWER A series of horizontal bins near the output tray of your copier.
Use a sorter to ensure that each bin gets all the necessary pages, in order, as they exit the machine.
One of my greatest frustrations in my job duties is trying to locate lost paper documents. What advice
do you have to help me locate these documents after they have been finalized and filed? - CORRECT
ANSWER There are many practices that you can implement to find your lost documents and
reduce your frustration. First, make sure that you have a written procedure that describes your filing
process. Next, make sure that access to your files is restricted. When a document can't be found, check
folders before and after the folder where the document should be and check for misfiles using letters
that look alike such as N and M. Look for possible document check-outs that may not have been
recorded. Speak with your employees requesting files recently. Check your sorter and look behind
your file cabinet, desk or even in the wastebasket.
What is the purpose of the 5Ws and 1H in effective records management? - CORRECT ANSWER
They assist administrative assistants in asking basic questions about the nature and location of
a record.
Which of the following sequences best describes a basic document filing procedure? - CORRECT
ANSWER Finalizing/Releasing/Indexing/Coding/Cross-Referencing/Sorting/Filing/Accessing.
Which of the following statements is false regarding a records retention and recovery program? -
CORRECT ANSWER Sufficient protection of important documents is achieved by placing
paper duplicates in a vault or safe.
Which of the following describes a perpetual records transfer plan? - CORRECT ANSWER
Make record transfers based on events.
Which of the following is the best way to classify copy machines? - CORRECT ANSWER
Volumes of copies desired and functions performed.
Which of the following organizations offers the Certified Professional Secretary and Certified
Administrative Professional certifications? - CORRECT ANSWER The International
Association of Administrative Professionals.
