Good question, that’s a really rich environment and requires agreement on operational definitions (there’s a template for that) and standards. I’ve seen teams get together to brainstorm what qualifies as a “working file” vs a file to be “archived.” You also need to get agreement on naming conventions (what are the components of the name, what changes to show version, how to represent the date, etc.) and that could be another sub-group brainstorming and getting agreement. I’ve seen groups come up with “Version.Type of Document.Title” type formats but that means determining the acronyms and shorthand for the different types and acceptable lengths. You should still use the 5S Assessment Template for Transactional processes since it applies to digital processes. That’s a good start!

Elisabeth Swan

Elisabeth is a Managing Partner & Executive Advisor at GoLeanSixSigma.com. For over 25 years, she's helped leading organizations like Amazon, Charles Schwab and Starwood Hotels & Resorts build problem-solving muscles with Lean Six Sigma to achieve their goals.