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