PSD Spring Clean - Individual Drive Clean
This form will help guide you through the application of LEAN 5S as we apply it to clean up our individual work spaces. You should use this form as a guide during the process and check off each of the required elements under the 5S categories. When you are done, hit "submit" and this will indicate you are completed. For questions/guidance, you can post to the PSD Facebook Group or make a comment on the COPrevent "PSD Spring Cleaning - Individual Cleaning Day" post.
Name (Last, First) *
Your answer
Branch/Unit *
Your answer
Cube/Office # *
Your answer
Starting Memory of C Drive Personal Folder *
For the C Drive cleaning, the focus should be on cleaning folders/files in your "my documents" folder. To assess the space usage on your C Drive, go to your C Drive and select "Documents and Settings," then select your user folder (will be same name as your system ID), then right click on the "my documents folder." From the pop-up window, select "properties". Using the line that reads "Size" under the "General" tab, write down the number that appears in the parenthesis in bytes - example: 366,431,377 bytes). Type that number in the text box below.
Your answer
Starting Memory of H Drive Personal Folders/Files
Your H Drive folder(s) and files will need to be added up to get a starting memory. To asses the space usage on your H Drive, go to your H Drive and highlight the top folder or file by single-clicking on the name. Then, go down to the bottom file on that screen and, while holding down the "shift" button, single-click on the bottom file or folder title. Everything in the column should be highlighted in blue. Move your pointer over the highlighted files and right-click to bring up a pop-up screen, from which you will select "properties". Under the properties box, go to the "General" tab and write down the number that appears in the parenthesis in bytes - example: 511,756,748 bytes). Type that number in the text box below.
Your answer
Sort *
The intent of of SORT is to choose the necessary from the unnecessary. Meaning, focus on keeping only those documents necessary for work and eliminate duplicates, outdated files, unnecessary archives, etc.
Required
Set in Order *
The intent of SET IN ORDER is to arrange needed items so they are easy to find, organized and always put away. A good example of SET IN ORDER would be a naming system for your folders that facilitates access based on work type (i.e. contracts, factsheets) or by subject/program.
Required
Shine *
The intent of SHINE is to make sure everything is clean, functional and ready to go. Obviously, physical cleaning is tough for a electronic file... but the idea is to refine both the sorting and set in order results so that information, files and folders are easily obtained.
Required
Standardize *
The intent of STANDARDIZE is to implement the method you used to complete the first three Ss, only on a continual basis. For example, scheduling a designated time in your calendar weekly or monthly to organize and reevaluate files.
Required
Sustain *
The intent of SUSTAIN is to make a habit of properly maintaining your electronic files, based on previous 4 steps by using self discipline.
Required
Ending Memory of C Drive Personal Folder *
For guidance on identifying starting memory see the video at X. Focus should be on cleaning any folders under your profile you have created, or those folders/files in the "my documents"). To assess the space usage on your C Drive, go to your C Drive and select "Documents and Settings," then select your user folder (will be same name as your system ID), then right click on the "my documents folder." From the pop-up window, select "properties". Using the line that reads "Size" under the "General" tab, write down the number that appears in the parenthesis in bytes - example: 366,431,377 bytes). Type that number in the text box below.
Your answer
Ending Memory of H Drive Personal Folder/Files *
For guidance on identifying starting memory of the H Drive, see the COPrevent post at X. Your H Drive folder(s) and files will need to be added up to get a starting memory. To asses the space usage on your H Drive, go to your H Drive and highlight the top folder or file by single-clicking on the name. Then, go down to the bottom file on that screen and, while holding down the "shift" button, single-click on the bottom file or folder title. Everything in the column should be highlighted in blue. Move your pointer over the highlighted files and right-click to bring up a pop-up screen, from which you will select "properties". Under the properties box, go to the "General" tab and write down the number that appears in the parenthesis in bytes - example: 511,756,748 bytes). Type that number in the text box below.
Your answer
Submit
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