LMC Documentation & Record Management 3 — Questions and Answers
Question 1: In a lean 5S program, which phase specifically addresses labeling and standardizing document storage locations?
- Sort (Seiri)
- Set in Order (Seiton) (Correct answer)
- Shine (Seiso)
- Standardize (Seiketsu)
Correct answer: Set in Order (Seiton)
Set in Order (Seiton) focuses on assigning a designated, labeled place for every item — including documents and records — so they can be retrieved quickly.
Question 2: A production team uses a Layered Process Audit (LPA) checklist. What type of lean document is this?
- A value stream map
- A structured audit record used to verify adherence to standard work at multiple management levels (Correct answer)
- A project charter
- A failure mode and effects analysis (FMEA)
Correct answer: A structured audit record used to verify adherence to standard work at multiple management levels
An LPA checklist is a record-generating audit tool that confirms standard work compliance across supervisory, management, and executive layers.
Question 3: Why is a revision history section important in lean documentation?
- It satisfies a legal requirement unrelated to lean
- It provides traceability by showing what changed, why, and when (Correct answer)
- It replaces the need for a change management process
- It allows operators to override current instructions
Correct answer: It provides traceability by showing what changed, why, and when
A revision history enables teams to trace the evolution of a document, supporting root cause analysis and audit trails.
Question 4: What lean tool captures defect types, frequencies, and locations on a visual layout of a product or process?
- Defect concentration diagram (measles chart) (Correct answer)
- Gantt chart
- Swim-lane diagram
- Affinity diagram
Correct answer: Defect concentration diagram (measles chart)
A defect concentration diagram visually marks where defects occur on a product image, making patterns easy to spot for root cause analysis.
Question 5: In lean records management, 'retention schedule' refers to:
- The frequency at which employees are retrained on procedures
- The defined period for which specific records must be kept before disposal (Correct answer)
- The rotation schedule for document custodians
- The timeline for updating all work instructions annually
Correct answer: The defined period for which specific records must be kept before disposal
A retention schedule specifies how long each record type must be stored to meet regulatory, legal, and quality system requirements.
Question 6: When applying lean thinking to document management, 'point-of-use' documentation means:
- Emailing documents to all employees
- Placing the correct work instruction or visual aid at the exact workstation where the task is performed (Correct answer)
- Storing all documents in a central server only
- Printing documents in large font for visibility
Correct answer: Placing the correct work instruction or visual aid at the exact workstation where the task is performed
Point-of-use documentation eliminates the waste of searching by making the right information immediately accessible where work is done.
Question 7: A lean team wants to reduce the time operators spend searching for process documents. Which improvement aligns best with lean document management principles?
- Increase the number of document custodians
- Implement a shadow board or visual index at each workstation with the relevant documents (Correct answer)
- Print extra copies of all documents for every shift
- Require operators to memorize all procedures
Correct answer: Implement a shadow board or visual index at each workstation with the relevant documents
Visual management tools like shadow boards or indexed folders at each workstation apply 5S Set in Order principles to reduce document retrieval waste.
LMC Documentation & Record Management 3
In a lean 5S program, which phase specifically addresses labeling and standardizing document storage locations?