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Electronic Document Management – it is everyone’s responsibility!

The Electronic Document Management Black Belt team rolled out the implementation plan to department champions this week.

The goal is to reduce storage space for electronic documents and email by 25% each. “The lack of structure and the growing number of files is causing a number of problems including storage capacity and productivity issues,” said Process Owner Judy Currins. “We have outlined a solution and need everyone to do their part to help with the clean-up.”

Currently electronic documents take up over 1689GB of space and there are over 4 million files. 36.5% of those files are over four years old, and 19.5% of space is taken up by duplicate files.

A snapshot of Outlook shows that our email is equivalent to over 420 million pages of text…..and deleted and sent items account for 43% of that space.

Green Belts, along with some Administrative and Executive Assistants will be championing the clean-up effort in their divisions and departments as they conduct an electronic ‘5S’.

Here’s the schedule:

G: Drive Clean Up  - 25% reduction by July 31
H: Drive Clean Up – complete by August 30
A 250MB limit will be set on H: drives on August 30
Outlook Clean Up – complete by September 30A 500MB limit on Outlook will come into effect on September 30
Emails older than 60 days will be automatically deleted
The ‘empty deleted folder’ default will be set for the end of each day

Tips, tricks, tools and training will be provided during the clean-up period.

“If everyone spends a little time every day we can make a big impact. After the initial clean-up we will be able to maintain it with less effort,” said Currins.

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