Microsoft Project 2013: The Missing Manual

Storing Project Documents

Even small projects generate an astounding amount of information. Initially, the project plan is a collection of requirements and specification documents, budget spreadsheets, the schedule in Project, and so on. Don’t forget the draft documents you generated before you obtained approval, and the emails and memos that flew around as planning progressed. When project execution starts, the amount of information expands exponentially because of project results like design documents, contracts for services, software that’s been written, databases, and blueprints. Meanwhile, managing the project produces status reports, change request forms, and so on.

In the good old days, the container for project documentation was called a project notebook because it was a three-ring binder (or several) that held paper copies of every project-related document. These days, a project notebook tends to be electronic, with files stored somewhere on a computer. Either way, you need a filing system so everyone can find and access the information they need.

The best project filing system depends on the project: what sort of information it produces, who needs access to that info, any security issues, and the standards your organization follows. The choice boils down to structure and technology. You need a way to track various versions of documents and deliverables—for a construction project, for instance, that includes things like equipment specifications, contracts, architectural design ...