Roll out of Electronic 5S was broken down into 3 key steps:
Set up and governance
An initial meeting between the ICT team and Service Improvement Team was held to propose a set of standards, a high-level file structure and a roll out schedule, all based on Electronic 5S principles.
Diagnostic
Data revealed a shared drive, used by circa 300 staff, with in excess of 1.1 million files and 120,00 sub folders, as well as 440,000 files in personal drives. Further investigation showed 10% of the files were duplicates and 7000 documents had file paths that were over 260 characters in length, rendering the file path technically invalid.
Implementation
A workshop with each team was held to introduce Electronic 5S before two practical sessions were held per team to create a new file structure, to sort existing files into this new structure and to meet the new agreed standards.