※ Our check while writing this explanation could not fully confirm the published answer; scoring follows IPA's official key.
×Incorrectア
The way the folders are divided and the way the file names are assigned are the same as in イ and are correct, but the last part, “and each time the email is deleted from the inbox”, goes against instruction (5), “Survey reply emails are kept apart from other received emails until tallying is finished”. The reply emails are the evidence for tracing back to the original when an attachment fails to be saved or is saved incorrectly, so they must not be deleted until tallying is finished. Once they are deleted, a file in the shared folder cannot be restored even if it becomes corrupted or is overwritten by mistake, and the means of confirming whose reply it was is lost as well.
○イ
正解The correct answer is イ. This question belongs to Group Question A, and it asks you to choose the filing method that satisfies every one of the supervisor's instructions given in the group's lead text, especially (5) “Returned survey documents are saved in a shared folder that only the HR department can view, sorted by the respondent's department, using file names that identify the employee. Survey reply emails are kept apart from other received emails until tallying is finished” and (4) “Based on the returned emails, check off the respondents on the employee list”. イ satisfies all four of the following: (a) the reply emails are kept in a new folder created inside the inbox, so they are stored apart from other received emails and the originals remain until tallying is finished; (b) the attachments are saved into department-specific folders inside the shared folder, which satisfies “sorted by the respondent's department”; (c) the file name uses the employee's name and employee number, so even if two employees share the same name they can be uniquely identified by the employee number, and no duplicate file names or overwriting occur; (d) a mark is placed on the employee list for each employee whose file has been saved, so those who have not replied can be seen at a glance and can be sent reminders. Only イ satisfies all four points, so イ is appropriate.
×Incorrectウ
The way the reply emails are stored is correct, but the handling of the attachments does not satisfy instruction (5). If the department name is used as the file name, then as soon as two or more employees of the same department reply, the files have the same name, and the file saved later overwrites the earlier one, so a reply is lost. Furthermore, no department-specific folders are created and the files are saved directly into the shared folder, so the requirement to save them “sorted by the respondent's department” is not met either, and the file name does not identify the individual respondent (the employee).
×Incorrectエ
Among the three incorrect options, this one meets the fewest requirements. If the reply emails are left in the inbox as they are, they get buried among the other received emails, so they cannot be “kept apart from other received emails”. The attachments too are merely saved into the shared folder as is, so there is no sorting into department-specific folders; and with the original file names given by the respondents left unchanged (for example, all of them named survey.docx), the employee cannot be identified, and replies may even be lost when files with identical names overwrite one another. Only the point of placing a mark on the employee list matches the instructions.
ここがポイント
The basics of organizing documents collected by email: keep the reply emails in a dedicated folder created inside the inbox, apart from other mail, and do not delete the originals until tallying is finished (they are the evidence used for re-saving or for checking). Along with this, track the collection status on something like an employee list, so you can identify who has not replied and send reminders.
Naming and classifying files saved in a shared folder: create folders along the classification axis required by the business rule (the instructions) — here, by department — and include uniquely identifying information such as the employee number in the file name. If you use a name that can be duplicated, such as a department name, files with the same name overwrite each other, data is lost, and you can no longer trace whose reply a document was.