FIVE-S HOW IT STARTED We all want to have a more productive and efficient operation; We want employees to be able to get their jobs done, to be less frustrated and to have a safe place to work; Visual order is the way to accomplish this; In1950, Japanese applied principles in manufacturing, what they used in their homes; These principles involved cleaning up their facilities, organizing them, labeling & identifying everything and most importantly doing it in a way that was sustainable. IT WAS CALLED ‘5S’.

FIVE-S HOW DID THEY DO IT ? Each work area contains only what is needed; Items that might be needed, are stored elsewhere; Everything is clean – spotless; There are proper receptacles for waste material & specific proper storage locations for tools, parts, supplies, etc.; Work areas, floors, shelves, walls – all are marked & labeled; Borders are marked on the floor to identify work areas; Everything has a clearly marked “ADDRESS”; All information that employees need is clearly posted in each work-area.

FIVE-S Japanese institutionalized this concept & used initials of five words to call this philosophy as “5S”.  SEIRI :SORTING  SEITON :SYSTEMATIZING  SEISO :SPIC & SPAN  SEIKETSU : STANDARDIZING  SHITSUKE :SELF-DISCIPLINE

5-S RULES SEIRI PHILOSOPHY IS TO REMOVE FROM THE WORKAREA UNNECESSARY MATERIALS, EQPT, PAPER etc. OBSOLETE OR REJECTED ITEMS, RECORDS & FILES OCCUPY VALUABLE SPACE & ACCOUNT FOR RECORD KEEPING COSTS. HENCE, SORT OUT & DESTROY UNNECESSARY ONES. SEITON ORGANISE ALL MATERIALS, TOOLS, PAPERS & DOCUMENTS THAT ARE NEEDED. MAINTAIN A RATIONAL, ORDERLY & METHODICAL ARRANGEMENT. EFFECTIVE CLASSIFICATION OF ALL ITEMS, DOCUMENTS & FILES TO REDUCE TIME FOR SEARCHING USE OF BOLD LABELLING, COLOUR CODING OR INDEXING LEAD TO EASY TRACEABILITY. ALLOCATE “A PLACE FOR EVERYTHING & KEEP EVERYTHING IN PLACE”.

5-S RULES SEISO KEEP WORKING AREA CLEAN. AROUND MACHINES, REMOVE EXCESS OIL, DIRT, WATER etc. KEEP DESK CLEAN & COMPUTER FREE OF GREASE CLEAN & BEAUTIFUL WORK-PLACE ENHANCES MORALE & INSTIL SENSE OF CONFIDENCE AND PRIDE. SEIKETSU “EVERY WELL THOUGHT-OUT PROCESS IS SIMPLE.” – HENRY FORD GOOD PRACTICES FROM 1-3 SHOULD BE STANDARDIZED THRU’ WORK SRRUCTURE; EASY WAY TO MAKE PEOPLE AWARE & TO REMIND THEM ABOUT THE STANDARDS IS TI USE LABELS, SIGNS, POSTERS & BANNERS; SHITSUKE TEAMWORK & COOPERATION FOR OVERALL IMPROVEMENT OF SELF & ORGANISATION. STANDARDISE OPERATIONS & ACTIVITIES & STANDARADS TO BE ESTABLISHED - VISIBLE, ACCESSIBLE. PERIODIC CHECKES TO DETECT & CORRECT ANY DEVIATIONS FROM STD. SELF-DISCIPLINE IS KEY TO SUCCESS FOR ALL, ABOVE.

5- S PRACTICE WHY IS 5-S PRACTICE USEFUL ? 5-S practice helps everyone in the organization to live a better life; 5-S can form a good basis for Quality Circle activities; 5-S also forms a basis for quality improvement activities (ISO:9000 / continuous improvement / productivity, etc.); A 5-S workplace is: - high in quality & productivity - keeps cost down - ensures delivery on time, - safety for people to work and - high in morals.

5- S PRACTICE SAFETY Dependent on neatness of a workplace; Important to personal safety and health by: Preventing electric shock’ Fires & slippage accidents due to poor insulation /Oil leaks ; Pollution from fume, etc.

5- S PRACTICE EFFICIENCY Use good tools & they take good care of them; Do not have to waste time while they are working. QUALITY Good quality products come from good quality working environment. Ex. Operations by surgeon.

RECORDS & INFORMATION MANAGEMENT Purpose of Records management To provide improved filing procedures, To control the way incoming & outgoing mail is received, processed, distributed, used and stored; To provide economic storage of information; To identify & make appropriate arrangements for the custody and preservation of records.

RECORDS & INFORMATION MANAGEMENT Common Records management Problems An unmanageable tangle of papers within the office; Wasted clerical effort in search of information; Loss of important operating information; Extravagant use of high-cost office space & equipment; Loss of vital records required for the legal & financial defense of the organization.

RECORDS & INFORMATION MANAGEMENT Records management technology Current records – which are in active use; Semi-current records – whose use has declined & are used from time to time; Non-current records - which are no longer in active use, but are kept for secondary uses, such as legal & audit requirements; Life-cycle concept - each record has a life which is characterised by creation of usage, storage and eventual retirement through destruction, or preservation as an archive.

RECORDS & INFORMATION MANAGEMENT Management of Records Handling of mail, Confidential and secret files, File classification system, Files titling & numbering, Indexing system – to files & to registers, Compressed indexes, File retrieval, issue & tracking.

RECORDS & INFORMATION MANAGEMENT Records Disposal Action on disposal based on approved record retention schedule, Regular disposal of non-current records to avoid accumulation, Approval for disposal from approved authority, Once approved, records must be separated from the rest, Pulping / Shredding, followed by burning, Destruction should be witnessed & certified that proof exists.