F04 – Archive the project documents
This management activity belongs to the Project Closure group. This activity group is done when the product of the project is complete, or when you decide to cancel the project.
Now that we’re approaching the end of the project, it’s time to archive all project documents.
Purpose
The archive should be safe and available to authorized people in the future, so they can always use this information in their projects instead of reinventing the wheel. The portfolio management system may also need to check this information in the future for more detailed analysis of the past projects.
Common pitfalls
The following are some of the most important things to consider:
- When possible, make sure the archive is in a single place and the files are not scattered.
- Make sure the archive is read-only.
- Make sure there’s a proper backup system in place so the archive won’t be lost.
- Make sure the archive is safe and that only authorized people have access to it.
In addition to the above, a common problem with documents is that the text is not clear enough, and only people who are actively working with the documents can understand them at the right time and in the right context. Make sure all documents are clear and simple, such that anyone who is unfamiliar with the exact context of the project can understand them. This strategy also helps you during long projects, as it’s very common for internal stakeholders to have difficulty understanding their own documents after a few months.
Principles
The following principles play a significant role in this management activity: