2.3.3T Document Management - Advanced

(2.3.3T.P1)

Large projects should first look at the process for medium projects since all of these items still apply. In fact, these rules for directory structures and naming conventions are even more important in large projects. In addition to the items for medium projects, large projects should look into the following areas.

  • Assign a document librarian. Once you establish a document repository for a large project, you will want someone to be responsible for managing it. This is not a difficult job if the project is small to medium-size. However, if your project generates a lot of documents, this could take a lot of time – perhaps even requiring a full-time team member. You will also want to assign a backup for when the primary librarian is out. The librarian can be a role assigned to one or more of the team members. There are a number of activities to the position that can also be filled by a clerical person on projects that require a full-time position. The responsibilities of the librarian are as follows:

    • Coordinate activity that is related to the document repository

    • Establish, maintain, and enforce document repository standards and monitor them for conformance

    • Identify and resolve repository problems

    • Monitor and control access and updates to the repository

    • Determine when it is necessary to archive old documents in the repository, and perform archive and purge functions

Don’t be afraid to designate a Document Librarian for large projects. This does not have to be a full-time position. It could be a role that only requires 10% of one person’s time. However, if your project generates a lot of documents you certainly need some type of role and processes to ensure that the integrity of your documentation is protected. 

  • Define access rules. The access rules describe items such as who can review documents and who can update them. Most documents should be accessible for the entire team to read. Some documents may need to be more secure. However, you should also be clear on the documents that team members can update. In general, the rule is that the person(s) who created the document should be the only one that can update it.

If you use a document management tool, these access rules can be established and enforced. Even if you are using ordinary folder structures, you can still establish clear rules. For instance, you could set up a folder for final, approved documents that no one should touch. You can also establish work folders for each team member to store draft documents, as well as project deliverables that are in-progress. 

  • Define repository update procedures. All team members will need full access to any of their own documents that are in-progress. However, the project team needs to decide whether anyone can make updates to other team member’s documents as well. For instance, it might be appropriate for anyone to add documents to the portion of the library that holds final, approved deliverables. On the other hand, you may want to restrict access to these areas, and allow only the librarian to make the final updates. This is one aspect of the update rules that the team should put in place early in the project. A procedure to support this is:

    • Team members submit documents to the librarian when the documents have been formally approved or at the end of every phase and the end of the project. The team member completes a form that describes the deliverable, the keywords, approval date, storage folder, etc.

    • The librarian ensures that the document is appropriate for the repository and that the document follows project standards. If the document is not appropriate, the librarian can decline to add the document to the repository. If the document does not follow standards, the document is returned to the team member for correction. If the librarian does not have the expertise to review the document content, the librarian can assign the review to another team member for review and feedback.

    • If the document is relevant and follows document standards, the librarian places it into the proper folder of the repository and updates any other required keyword information. The librarian uses the document submission form to add the appropriate metadata to the document, including keywords, approval date, description, etc.

    • Documents are added on an ongoing basis or at least at the end of every major phase.

  • Determine retention and purging timeframes. Purging old documents ensures that the information on the repository is relevant. For instance, weekly individual Status Reports may not be needed after three months. On the other hand, the Project Charter document is needed for the life of the project, even if it is 12 months old. At periodic times during the project, the librarian can archive documents that are no longer relevant and purge the documents from the repository.

  • Determine repository backup and recovery requirements. If the document repository is not backed up automatically, the project manager needs to put activities on the schedule to ensure that the backup is performed. If your organization already has automated processes that are backing up the repository, make sure that the frequency of the backup is adequate to allow the recovery of the documents to be as up-to-date as possible. The project manager needs to know where the backup is stored and for how long. At least one recoverable backup of the document repository should be sent off-site in case of a disaster.

  • Hold periodic repository review. If your project is very large and the document repository is very complicated, it may make sense to perform a scheduled, periodic review of the repository and the overall document management processes. The librarian will be responsible for coordinating this review.  The review can check for the following:

    • The repository is being properly backed up and purged

    • Documentation is being stored in the right place

    • Documents are being indexed and categorized properly so that they can be accessed when needed