Project Archive Checklist

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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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