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River East Transcona School Division
creating student success
5S for Safety (Workspace Organization and Cleanliness)

 Safe Operating Procedure


 Document Control

A. System
RETSD Quality Management System
B. System ID
C. Sector
​Workplace Safety and Health Management System
D. Sector ID
E. Domain
F. Repository
​Divisional SharePoint Website
G. Audience
​All Staff
H. Status
I. Title:
5S for Safety (Workspace Organization and Cleanliness)
J. Format
K. Type
​Safe Operating Procedure
L. Tags

M. Origin
N. Reviewed

O. Revised
P. Owner
​Manager, Workplace Safety and Health and Administrative Services
Q. Owner Email
R. Primary Approval
​Divisional  Workplace Safety and Health Committee
S. Department Approval
​Director of Human Resources
T. Senior Administration  Approval
​Assistant Superintendent - Human Resources 
U. Board Approval
​GBG Workplace Safety and Health
V. Notes

W. Scheduled Review

X. File Address
Y. User Defined 1

Z. User Defined 2

 Safe Operating Procedure Controlled Document




To establish divisional expectations and standards regarding a 5S for Safety Program at River East Transcona School Division (RETSD) that meets or exceeds all municipal, federal and provincial legislated workplace safety and health program requirements.


A 5S for Safety Program must be defined and documented for compliance as part of Element 2, identify and control hazards and emergencies, for the effective development and implementation of a workplace safety and health program under Manitoba legislation.




This safe operating procedure and associated documents establishes a housekeeping framework for all facilities and applicable stakeholder groups for personal protective equipment at RETSD. The best practices apply to all RETSD worksites.




All workers are responsible to keep their workspaces clean, neat, and well organized.




River East Transcona considers workplace cleanliness and organization as a vital part for not only the education process, but for ensuring that education is carried out in a safe manner.




1.      Sort


Sort means that a work team or individual should to go through all items in a work area and make the following determination:


  • Is the item necessary? If yes, then it stays in the area for the time being. If it is junk, garbage, obsolete, not necessary, has not been touched in over 12 months, it needs to be disposed of or stored in another location out the work area.


2.      Set In Order


Set in order means that a work team or individual should organize remaining items in the workspace so that frequently used items are closest to the point of use, and items that are less frequently used are stored at points further away from the point of use.


Set in order also means to label items and new locations so that there is a place for everything and everything has a visually identifiable place to be. Tools for this task include labels, shadow boards, pictures or what the space should look like when 5S compliant, etc.


3.      Shine


Shine means to clean the area and all items remaining in it to like new condition. Shine will help to identify when dirt is accumulating on equipment or facility when it is not supposed to, providing warnings that equipment or facility is not working correctly and may require repairs. Light surface colors help in identifying if dirt is accumulating where it shouldn't be.


4.      Standardize


Standardize means to carry the look and feel of the labeling and other tools throughout the facility. This instills some sense of familiarity for workers when they see similar markings, labels and identification systems in all parts of a facility, making it easier to find or locate items that belong to an area.


5.      Sustain


Sustain means to keep the area clean and organized according to the installed 5S system. Sustaining means that the benefits of the inputs expended going through the 5S to organize and clean a workspace will pay out in reduction of wastes that do not add value to the education process. Wastes include wastes of time for transportation, searching for items, rework, etc.


If sustain fails, start at sort and work through the process again to sustainable levels.




A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.




All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:


  • New employee orientation, employee manuals or employment information packages


  • Return to work or remedial programs, as required on an individual basis


  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted




Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.


Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.


Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.



Manitoba Workplace Safety and Health Act or equivalent legislation as applicable


Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable


Manitoba Workplace Safety and Health Regulation Part 02 – General Duties


Manitoba Workplace Safety and Health Regulation Part 04 – General Workplace Requirements

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards


All other associated and applicable workplace safety and health management system documents