F04 – Archive the documents

This is a draft of the manual for review. If you have any comments, please email them to info@omimo.org. Please check back for the final version.

What

Now that you’re approaching the end of the program, it’s time to archive all program documents for the future.

Why

The program documents contain invaluable information that can be very helpful in future programs and projects, but only if the documents are accessible when needed.

Who

The program manager is responsible for archiving the documents.

How

Normally, files should be well structured, but if any files are misplaced or named incorrectly, they should be fixed. For files that use a proprietary format, it’s a good idea to also create a copy of them in an open or common format that is certain to be available in the future. If some data is hosted in a Web application, export it in an accessible format and save it in the program’s directory.

Finally, make sure the files are made read-only and there’s an effective backup system to protect them. Ensure that only authorized people can access the files, especially if some files contain confidential information.

A common problem with documents is that the text is not clear and only people who are actively working with the documents can understand them at the right time and in the right context. During the program, you should ensure that all documents are clear and simple, such that anyone who is unfamiliar with the exact context of the program can understand them. This strategy also helps you during long programs, as it’s very common for internal stakeholders to have difficulty understanding their own documents after a few months.