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Microsoft Project 2007: The Missing Manual by Bonnie Biafore

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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 or the emails and memos that flew around as planning progressed. When project execution starts, information expands exponentially with project results like design documents, software that's been written, and blueprints. Meanwhile, managing the project produces status reports, change request forms, and more.

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 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 the project produces, who needs access to it, any security issues, and the standards your organization follows. The choice boils down to structure and technology. You need a way to track versions of documents and deliverables, for example, architectural design drawings, engineering drawings, construction plans, and as-built drawings for a construction project. In addition, you may need a system to manage document access ...

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