1) Identification

2) Storage
3) Protection
4) Retention Time
5) Disposal
6) Legible
7) Readily Identifiable
8) Readily Retrieval
ISO 9001 - 2008 Standard
Note the Keywords
IDENTIFICATION 2S
STORAGE 2S
PROTECTION 3S
RETENTION 3S
DISPOSAL 1S
WHY
LEGIBLE 3S
The Records written by
one Operator should be
easily read by another
Operator i.e "Readable"
READILY
IDENTIFIABLE
2S
A Record identified by one
Operator is readily
identifiable by another
Operator.
READILY
RETRIEVABLE
2S
The Record stored by one
Operator is readily
retrieved by another
Operator.
The Lever files are Kept in a Storage Rack - well protected against
external weather conditions & termite attack.
The Retention Records for 3 years are kept within the Lever file itself;
but Separated by plastic sheets.
First year - Earliest year
Second year - Middle year
Third year - Latest year.
Red Tag area is created within the Lever file at the Bottom.
As per "1S" Criteria i.e "Expiry of Chronological Scale"
the "Retention Records - First year - Earliest year" are moved to Red
Tag area.
WHAT
3.6 CONTROL OF RECORDS
CLAUSE 4.2.4 OF ISO 9001: 2008
SYNERGY 5S & CONTROL OF RECORDS
WHAT HOW
Unique identification number is preprinted on Formats as per
Document Numbering Guidelines
Records are written on Formats.
List of Records & the unique identification number is pasted on the
Front Cover.
Records are stored Chapter wise in Lever file
Within the Lever File, Records are filed as per Document Structure.
The Document Structure is pasted on the Front Cover - Inside.

x
1
HOW
Avoid Overwriting
A set or Records are compiled together as
documentation with an "Index" printed on
Green sheet and duly identified by "Seed
Record"

" 3 - Fold Identification"
The Record are kept as per "Storage Plan"
P E E P
The Lever files are Kept in a Storage Rack - well protected against
external weather conditions & termite attack.
The Retention Records for 3 years are kept within the Lever file itself;
but Separated by plastic sheets.
First year - Earliest year
Second year - Middle year
Third year - Latest year.
Red Tag area is created within the Lever file at the Bottom.
As per "1S" Criteria i.e "Expiry of Chronological Scale"
the "Retention Records - First year - Earliest year" are moved to Red
Tag area.
3.6 CONTROL OF RECORDS
CLAUSE 4.2.4 OF ISO 9001: 2008
SYNERGY 5S & CONTROL OF RECORDS
HOW
Unique identification number is preprinted on Formats as per
Document Numbering Guidelines
Records are written on Formats.
List of Records & the unique identification number is pasted on the
Front Cover.
Records are stored Chapter wise in Lever file
Within the Lever File, Records are filed as per Document Structure.
The Document Structure is pasted on the Front Cover - Inside.

x
1

x
1
Strike off
error &
legible
5S
2S
This 5S Practice - "3 Fold Identification" is to be followed daily in all our Accounts /
Finance related Activities, to enable us to readily retrieve the Old / Accounts
Records, that may be needed to solve an Accounts / Financial Issue.
y On the Storage Place On the List
Popular Example:
On the Object - When I reserve for a particular Train / Date, a Train Ticket is issued to
me. mentioning the My Name, Coach Number, Seat Number etc,

On the List - When I reach the Railway Station / Platform on that particular coach a list
is pasted, mentioning my Name / Seat Number.
On the Storage Place - When I enter the Coach the seat number is identified. I occupy
my seat for that Journey without any need to as anyone.
Practice:
Picture / Photo:
THREE FOLD IDENTIFICATION
Purpose:
To store a given object in a particular place.
Place for Everything & Everything in its Place.
To avoid search time in locating the given object.
Procedure:
As the Name indicates; 3 Identification Tags / Labels are affixed:
- On the Object
- On the Storage Place
- A list connecting which Identified object is stored where.
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5S
Popular Example:
In a Library a Reader is able to pick up the Right Book of his/her choice, very
easily, by referring to the Index available near each book Rack.
Practice:
For all staturoy Rquirement this 5S Practice is to be followed sincerely, since
mostly the Records of previous 5 Years are normally sought for; or Inspected.
Furnishing of the Records to the Statutory Authorities as & when sought for or
called for or during Inspection is mandatory.
Picture:
Readily Retriveable
Purpose:
In an organisation, where many persons change their portfolios, at
regular intervals, any document / object, which has be identified and stored
by one person, should be readily Identified and Picked Up by another Person
Later.
Even if the same person is handling the portfolio, the intervening Time Gap is
always there; but that object / Document should be located & Picked Up.
Procedure:
1.1 Identification
1.2 Color codification
1.3 Standardisation of 1.2 over the year.
2.1 Storage
2.2 Place for Everything
& Everything in its Place.
2.3 Standardisation of 2.2
3. The Prerequisite for "Readily Retrievable" is sincere Practice of
Identification. Storage, Protection, Retention, Legible and Readily
Identifiable as per clause 4.2.4 of ISO 9001:2008
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Statutory Authorities call for , furnishing of Records of Previous 5 years.
It is mandatory, to furnish the Records to the Statutory Authorities,
- as and when sought for or called for;
- during Inspection.
Therefore ,
For all Statuotory Requirements, this 5S - practice " Readily Retrievable" is to
be followed sincerely.
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5S
Purpose :
To save "Search" time
For readily retrievablility by another Person
To practice - Storage - in 2S
Procedure :
1
2
3
4
5
6
:
:
:
Captive Tools @ Zone 9
Practice @ NSK
Place For Everything and
EvErything in its PlacE
Items are "grouped" considering their use.
These items are placed in an compact manner - Wastage of Space occupied is
minimal or NIL.
The other - 5S Practices - like
"Point of use";
Frequently used & Rarely used"
are also considered in finalizing the most suitable place for each item in the group.
Thus having finalized the place for each item, that place is "ear marked" for that item
only
Then 5S Practice of "3 Fold Identification" is done.
Note : PEEP is not complete without "3 Fold Identification"
Photo / Picture
Popular Example
All the Utensils and Groceries are kept in an Organized manner in the Modern Kitchen
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4S & 5S
Items are "grouped" considering their use.
These items are placed in an compact manner - Wastage of Space occupied is
minimal or NIL.
The other - 5S Practices - like
"Point of use";
Frequently used & Rarely used"
are also considered in finalizing the most suitable place for each item in the group.
Thus having finalized the place for each item, that place is "ear marked" for that item
only
Then 5S Practice of "3 Fold Identification" is done.
Note : PEEP is not complete without "3 Fold Identification"
All the Utensils and Groceries are kept in an Organized manner in the Modern Kitchen
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NSK PRESS WORKS PRIVATE LTD
2S Identification label printed on yellow sheet .
2S This label is filed on the top of the group file .
CREATION OF RED TAG AREA
Red tag papers from each file is identified distinctly as "group name " and removed from
group file and filed in "RED TAG LEVER FILE ".
2S Identification label printed on red sheet for red tag area .
VERIFICATION FOR RETENTION
After removing red tag , all useful a/c vouchers and records should be available from April
2010 onwards-check-see the bottom most a/c paper.
All the useful vouchers &records should be available upto March 2011-check & see on the top
most a/c paper.
SEPARATION OF USEFUL STATIONERY ITEMS:
Any useful stationery items , the order clips, plastic pouch, plastic sheets are to be removed &
filed in useful stationery items, file(ring binder)/box etc.
PREPARATION FOR BINDING
Rubber bands are to be used as "ties" for retention papers before removal from lever file.
Rubber band size no.4/ three Rubber bands are used-
1.top [width wise]
2.bottom
3.across(length wise)
Rubber band tied -retention papers are removed from group lever file .
Any paper torn on the punched holes, are reinforced with available 'time card' usually on the
bottom most paper & on the top most paper.
The above mentioned procedure is followed, to ensure that the accounts papers are properly
bundled & handled over to the "binder"- next operator.
LIST:
A job order is prepared for the binder.
AFTER RECEIPT OF BINDING
The bound volumes are checked for quantity & as group name as per the job order.
Affix the laminated identification on the front outside cover corresponding bound volume [by
checking yellow sheet on top ]
2S
CONTROL OF RECORDS (YEAR 2010-2011) - SYNERGY OF 5S PRACTICE
WORK INSTRUCTIONS
1S
2S
1S & 2S
2S
WI - 3.6 - ARB - 01 Page 9 of 12
NSK PRESS WORKS PRIVATE LTD
STITCHING OF BAGS :
According to the colour chart ,all the bags are stitched.
Bag size is determined to accommodate a bound volume .
AFTER THE RECEIPT OF BAG :
With colour chart as reference, colour bags are identified with the corresponding 'group
name ' by stapling the 'lamination ' on the edge of bags ,for the purpose of readily
identifiable.
STORAGE:
Each bag are of different colour and all bound volume are to be placed respective colour
bag .
2S PEEP; "Place for Everything and Everything in its Place " concept is practiced for storage .
The cloth bags are the 'protector' from dust formation for the bound volume .
In addition , the cloth bags containing the bound volume are stored in an almirah, for
protection against water ,etc.
READILY RETRIEVABLE:
For retrieval, the colour bags are classified into 4 groups.
Statutory
Expenses
Income
Year ending.
Group of bags are tied together & placed on a plastic tray with identification affixed on the
tray .
2S
POINT OF USE
Work Instruction is pasted on the inside bottom of the "555 size grey Tray" kept in Almira.
2S WORK INSTRUCTION STORAGE:
Work Instruction is pasted on the inside bottom of the "555 size grey Tray" kept in Almira.
2S
2S
3S
5S
WHERE AM I ? INDICATOR
WI - 3.6 - ARB - 01 Page 10 of 12
SL# PROCESS Colour Visual SL# PROCESS Colour Visual
1 Sales Tax Dark Teal 5
Establishment
Expenses
Green
2
Sales Tax
Assessment
Olive
Green
6 ESI Others
Light
Green
3
Service Tax
BAS
Indigo Blue 7 TDS Deductor Grey
4
Service Tax
Rent
Sky Blue 8
Taxes & Licence-
Annual
Black
SL# PROCESS Colour Visual SL# PROCESS Colour Visual
1
Fringe
Benefits
Orange 4
Cheque A/C to Cash
A/C &
SBI e Tax Transactions
White
2 Bank MFG Yellow 5 Cash MFG EXP Pink
3
Bank ADMN
EXP -
Dark
Yellow
6 Cash ADMN EXP
Dark
Pink
SL# PROCESS Colour Visual SL# PROCESS Colour Visual
1 Others Income Brown 4
Deposit RECD -
Lessee
TAN
2
Sundry Debtors
Customer
Lavendar 5
Fixed Deposit -
SBI
Gold
3
Sundry Deptors
Lessee
Violet
SL# PROCESS Colour Visual
1 Board Resolutions Rose
2
Audit
Requirements
Pale Blue
STATUTORY
EXPENSES
INCOME
YEAR ENDING
3
Statutory
Returns.
RED