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Warehousing Information

Warehousing Information

Author: Jeff Carroll

This lesson discusses the process for warehousing information from a project.

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Source: Image of safe, document, cursor arrow, meeting note, x mark, images by Video Scribe, License held by Jeff Carroll.

Video Transcription

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Hi, I'm Jeff, and in this lesson we'll talk about warehousing information as part of the closing process. It's the project manager's responsibility to confirm all information relevant to a project's history has been safely archived for future reference. So let's get started.

Most organizations require that all project information created during the project be warehoused within the organization's archive system. This is a critical part of the closing process, since it allows future projects the opportunity to review, use, and leverage this information for future development. Often the information is filed electronically using whatever methods are commonly used within the organization. This allows for the most convenient access.

The project manager should facilitate the storage of project information from all phases of the project life cycle, including project scope documentation, as well as any information on the performance or quality expectations for the deliverables. Project schedule and project budget. Be sure to include any change requests since they may have modified the schedule or budget. Risk logs. Warehouse all information about the nature of risks and the contingencies prepared and used. Decision log and Lessons Learned, which is created during the closing process and covered in another lesson.

Some information does not need warehoused, or may naturally be archived as part of standard operational processes. Meeting notes and emails usually don't need warehoused. Individual evaluations, which are often kept confidential by human resource departments, should not be warehoused.

If an organization has a specific file naming convention for warehoused files, then this should be used by the project manager. Finally, it is only after a project's readiness has been verified-- all project approvals have been gathered and all project documentation has been warehoused appropriately-- that ownership of the project and the deliverables can be transferred. Excellent work. In this lesson, we learned how to warehouse a project's information during the closing process. Thanks for listening and have a great day.