Recursion Project
3 Communications
3-3 Policy on Project Archiving
3-3-1 Purpose
The purpose for this document is to explain the project policy on document publication and document retention.
The key criteria behind this policy are 1) accessibility to shared information and 2) compliance with
legislation regarding document management. Note that this policy is intended to supplement the established
corporate policies on document publication and document retention. In the event there is a conflict between
the project policy and the corporate policy, the most restrictive policy shall prevail.
The purpose for this project is to demonstrate the use of the PMI methodology through a comprehensive set
of project documents.
3-3-2 Copyright
Summer 2004, Irvine, California, USA, copyright by Robert E. Perrine, PMP. Offered as is, with no warranty regarding the accuracy
or suitability of this material. Copyright reserved. You are, however free to copy and distribute these documents with the following
restrictions.
- You may not charge for use or distribution of this material.
- Your usage of this material is conditioned upon your compliance with the PMI Code of Ethics.
- All distributions must be made with the intent to further the collected wisdom of humanity.
- You may not remove my name or my copyright notices from these documents.
3-3-3 Table of Contents
Recursion Project
3 Communications
3-3 Organizational Policy on the use of Project Archives
3-3-1 Purpose
3-3-2 Copyright
3-3-3 Table of Contents
3-3-4 Project Management Information System (PMIS)
3-3-4-1 PMIS Documents
3-3-4-2 PMIS Archives
3-3-4-3 Offline Archives
3-3-5 Document Retention
3-3-6 Revision History
3-3-4 Project Management Information System (PMIS)
The PMIS is a web site designated for sharing and publishing project information. A typical PMIS is a proprietary
system with restricted access. This PMIS, however, is the public web site used for publishing the
product of this project.
The Policy established for this project is:
3-3-4-1 PMIS Documents
The following documents belong in the “documents” section of the PMIS:
- The current copy of all project deliverables.
3-3-4-2 PMIS Archives
The following documents belong in the “project archive” section of the PMIS:
- Every published status report.
- Every change request, whether denied, approved, pending or completed.
The following documents may be added to the “project archive” section of the PMIS when authorized by the
Project Manager.
- Supporting documents that augment the Lessons Learned summary.
3-3-4-3 Offline Archives
The following documents will be stored in the off-line project archive:
- A copy of previously published documents. Specifically, the prior copy shall be archived before changes are made to
that document. When multiple changes occur within one change set, then only one prior copy is required to be archived. When
the changes occur across multiple change sets, however, then a separate copy shall be archived at the completion of each
change set.
- The original, modifiable version of all documents.
- For example, if an illustration is created with Microsoft Visio, then the original Visio document, the generated graphics
file (jpeg, gif, etc) and the text document shall all be archived.
3-3-5 Document Retention
The copyright declaration notes that no warranty is offered with this product. No sales are being made and
there are no contractual obligations with the users of this product. Therefore, there is only minimal legal binding
on document retention. For the purpose of this project, however, the following policy will be adhered to:
- All email correspondence between members of the project team shall be retained until after full and proper completion
of Contract Closeout and Administrative Closure.
- All email correspondence between members of the project team and end-users of this product shall be added to the offline
project archive.
3-3-6 Revision History
| Date | Author | Description
| | 4 Jul 2004 | Robert Perrine | Initial release.
| | 5 Jul 2004 | Robert Perrine | Renumbered to match Work Breakdown Structure.
| | 6 Jul 2004 | Robert Perrine | Reformatted using revised style template.
| | 7 Jul 2004 | Robert Perrine | Changed lower level sections to bullets instead of numbers.
| | 11 Jul 2004 | Robert Perrine | Converted from MS Word to Adobe InDesign and restored fourth level numbering.
| | 17 Nov 2007 | Robert Perrine | Converted back from Adobe to html. I recommend against using Adobe products.
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