Project Document Management is the process of establishing, coordinating and controlling the flow of electronic and paper documents in a project environment to ensure they are accessible to authorized project staff as and when required. This process aims to create and manage project documentation in a secure and efficient manner.
The process of managing project files, records and papers carries out the following 7 steps:
These general steps describe the flow of documents in a conventional project. The purpose of the document management process is to ensure that documents are developed, exchanged and archived with higher efficiency and minimized risks. There are three procedures to ensure document safety and integrity:
- Establishing a framework of project document management (bringing technical tools, equipment in the project environment)
- Coordinating document flows (tracking status of project records to ensure every document is used most efficiently)
- Controlling project files, papers and records (setting standards, measuring document performance, and taking corrective actions).