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"...This is an excellent program. I'm so glad that I stumbled on to this when researching for task management programs. Very low learning curv, quite flexible, and the price is right. Tried at least 20 other programs, either too complicated, too expensive, or poor documentation..."
Chad Lindsey -
Honolulu, HI

Project Archive Checklist

 

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Project Archive Checklist Project Archive Checklist is composed for project managers who seek to establish a repository where all final project deliverables, communicational materials, and documents (e.g. procurement-related, work planning, project management, etc) will be systematized and stored.


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Actions to create Project Archive:

  • Identify all documents which need to be archived;

Those documents can be utilized later for purposes of audit, reviews, or as templates.

  • Decide upon the best manner to store your project documents;
    • When electronic (or digitized) documentation prevails over the paper-based, then consider installation of a document management (archive management) system.
    • For paper-based documents make sure there are available space and cabinets (make sure these documents will be also digitized to be stored with virtual ones, if possible).
  • Create a register of items that will be archived;
  • File these documents to be associated with a specific project and its phases;
  • Establish navigational tools to address and search for archived documents;
  • Assign people to be responsible for archive organization and management;
  • Recognize different levels of authorization to regulate access to different documents;

Items that usually go to Project Archive:

  • Final Project Deliverables;

Files and documents created as results of project efforts: their precise register can be picked up from the Project Plan or from contract signed with the Customers.

  • Copies of written communications:
    • Press releases;
    • Work-related correspondence;
    • Newsletters;
    • Speeches;
    • Presentations, etc;
  • Acquirement and supply documents:
    • Requests for information (RFIs);
    • Requests for proposal (RFPs);
    • Business Proposals;
    • Contracts;
  • Project Definition Document;
  • Project Manual (or any other regulations of project management processes);
  • Project Business Case and Feasibility Study accepted by the organization;
  • Project Plan (the original one and all revised versions if any), including:
    • Work Breakdown Structure (WBS);
    • Product Breakdown Structure (PBS);
    • Risks Breakdown Structure (RBS);
    • Quality specifications, etc;
  • Project Schedule (the original one and all revised versions if any);
  • Project Budget (the original one and all revised versions if any):

Make sure there are copies of all transactional documents attached to the budget to approve project expenses (these may include receipts, order forms, bills, etc).

  • Team charter and other staff-related documents:

This includes staff turnover documents (e.g. staff terminations and applications).

  • Logs:
    • Risks;
    • Issues;
    • Changes;
  • Project Status Reports;
  • Meeting Minutes (notes, agendas, resolutions);
  • Actions Plans (disciplinary, redo, etc);
  • Project Acceptance ...


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