• IT Services
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• Project Management Office
• Project Document Storage and Archive Guidelines

Project Document Storage and Archive Guidelines

Establishing and maintaining a consistent project document storage and archive repository is an important piece of the Project Management process.

Overview

The IT Services PMO has created a shared space to store and archive all project documents and this page outlines some of the details.

During each phase of a project, it is important to keep all relevant project documents in a centralized location.

The reasons we collect, maintain and archive project documents in a central repository:

• Security
• Availability
• Historical Reference

Document guidelines

Consult the Project Manager Toolkit for templates and detailed information on each item. The following documents should be placed in the IT Services PMO internal DocuShare space in the Active Projects directory.

Initiation

1. <Project Name> Project Mini-Charter
2. <Project Name> Project SGG Funding Request

Planning

1. <Project Name> Project Full Charter
2. <Project Name> Project TASC Review Minutes
3. <Project Name> Project Security Review Document
4. <Project Name> Project Risk Management Assessment Document
5. <Project Name> Project Functional Specification Document
6. <Project Name> Project RFP Document
7. <Project Name> Project Budget
8. <Project Name> Project Plan
9. <Project Name> Project Staffing Sheet
10. <Project Name> Project RACI
11. <Project Name> Project IT Services and Hospital Process Agreement
12. <Project Name> Project Service Delivery Document
13. <Project Name> Project Support Strategies Planning Checklist

Execution

1. <Project Name> Project Communications Plan
2. <Project Name> Process Definition Document
3. <Project Name> Project Test Plans Defined Document
4. <Project Name> Project Support Strategies Planning Checklist
5. <Project Name> Production Transition Acceptance Document
6. <Project Name> Project Pre-Release Document

Closing

1. <Project Name> Project Lessons Learned Survey
2. <Project Name> Post Implementation Review Document
3. <Project Name> Project Closure Acceptance Document

Storage and archive guidelines

What — The above outlined documents.

Where — Documents to be stored in Docushare in the Active Projects directory.

When — As the documents are completed please post in Docushare. Once the project has been closed and the final documentation is posted it should be archived. Please contact the PMO at @ITS-PMO-requests@lists.stanford.edu to request the archiving your project.