Document Management Decisions

Determine where to store documents

Project team should have a common area/repository for storing documents.

Could be in a file directory, document management software package, paper file cabinet

Determine the types of documents to include

Team needs to determine the types of documents that will be added to the document repository

Possible that the repository can hold every document in every stage of completion, including drafts & documents in each team members work area

Define a logical & physical document organizational structure

Provide guidance to team members on the specific locations to store documents

Will help the team find documents when they are needed

Define a logical view of how the documents should be orgaanised

Define naming standards

Project administrator needs to make sure that everyone is using the same naming scheme

Determine if some documents need versioning

PA should determine whether multiple versions of documents will be saved/ f just the latest version will be saved

Should have all approved versions saved

Define standard document formats

Determine if/how you will track document approval status

When documents need to be approved

Important to know whether a deliverable you are reading is a final approved version/a draft

Having separate libraries for documents as they go through the approval process can do this

When the document is being circulated it is moved to the 'work in progress' file

When the document is approved, it is sent to the 'final' folder

Identify standard document tools

Easier in the end to read & create documents if they all follow a standard format such as font style & font size

Team can create standard headers & footers, cover pages & table of contents

Team needs to have a standard document processing tools