What is the best way to manage project documentation after completion?

1 Organize and archive

The first step to manage project documentation after completion is to organize and archive the documents in a logical and consistent way. This means that you should categorize the documents by type, such as project charter, scope statement, project plan, risk register, status reports, change requests, and so on. You should also label the documents with relevant metadata, such as project name, date, version, author, and approval status. Finally, you should store the documents in a secure and accessible location, such as a cloud-based platform, a shared drive, or a document management system. This will help you to preserve the integrity, availability, and confidentiality of the project documentation.

2 Review and update

The second step to manage project documentation after completion is to review and update the documents periodically. This means that you should check the documents for accuracy, completeness, and relevance, and make any necessary changes or corrections. For example, you may need to update the project documentation to reflect the actual outcomes, costs, benefits, and impacts of the project. You may also need to update the project documentation to comply with any changes in the organizational policies, standards, or regulations. Reviewing and updating the project documentation will help you to maintain the quality, validity, and usefulness of the information.

3 Share and communicate

The third step to manage project documentation after completion is to share and communicate the documents with the relevant stakeholders. This means that you should identify who needs to access, use, or learn from the project documentation, and how they can do so. For example, you may need to share the project documentation with the project sponsor, the customer, the senior management, the auditors, or the future project teams. You may also need to communicate the key findings, lessons learned, and best practices from the project documentation through various channels, such as presentations, reports, newsletters, or blogs. Sharing and communicating the project documentation will help you to enhance the visibility, accountability, and learning of the project.

4 Analyze and improve

The fourth step to manage project documentation after completion is to analyze and improve the documents and the documentation process. This means that you should evaluate the effectiveness, efficiency, and satisfaction of the project documentation and the documentation process, and identify any gaps, issues, or opportunities for improvement. For example, you may need to analyze the feedback, metrics, or outcomes of the project documentation and the documentation process, and compare them with the expectations, goals, or benchmarks. You may also need to improve the project documentation and the documentation process by implementing any changes, recommendations, or actions that can enhance the quality, performance, or value of the project documentation.

5 Monitor and control

The fifth step to manage project documentation after completion is to monitor and control the documents and the documentation process. This means that you should track, measure, and report the status, progress, and performance of the project documentation and the documentation process, and ensure that they are aligned with the project objectives, scope, and requirements. For example, you may need to monitor and control the access, use, and modification of the project documentation, and ensure that they are authorized, recorded, and approved. You may also need to monitor and control the risks, issues, and changes that may affect the project documentation and the documentation process, and ensure that they are identified, assessed, and managed. Monitoring and controlling the project documentation and the documentation process will help you to ensure the compliance, consistency, and reliability of the project documentation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?