5S Digital Workplace Checklist
Covers folder structure, file naming, CRM hygiene, shared drive organization, duplicate records, access control, and data cleanliness.
Sample Audit Programs
For the complete checklist, and scoring criteria download the file
1. Is a defined folder structure in place for shared digital storage (network drive, SharePoint, Google Drive), documented and communicated to all staff who use it?
2. Is a consistent file naming convention followed across the team, allowing any file to be located by a colleague without requiring the creator's input?
3. Are files stored in their correct folder location, with no files saved to desktop shortcuts, personal drives, or generic 'dump' folders outside the agreed structure?
4. Are obsolete file versions deleted or archived to a clearly labelled 'Archive' folder, with no multiple conflicting versions of the same document in the active folder?
5. Is the CRM database reviewed on a defined schedule for duplicate customer records, with duplicates merged or resolved rather than accumulating?
6. Are incomplete CRM records (missing contact details, unlinked vehicles, blank required fields) identified and completed rather than left as partial data?
7. Are outdated or inactive customer records managed per the data retention policy, with records past the retention period archived or deleted rather than left cluttering active views?
8. Is CRM data quality reviewed as a metric, with a data completeness or accuracy score tracked and reported to management on a defined cycle?
9. Are shared drives or cloud storage areas free from personal files, temporary download folders, or project materials that belong to closed projects but were never archived or deleted?
10. Are permissions on shared drive folders configured correctly, with staff having access only to the folders relevant to their role?
Customizable Audit Programs to Suit Your Business Needs
Our flexible system allows you to create tailored question lists, group them into meaningful programs, and ensure compliance across various departments. Preview sample programs and question lists to understand how you can elevate your auditing process with ease.