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235 Project Management
3.1 STORAGE STRUCTURE FOR PROJECT DOCUMENTS
Many documents can be generated in working on a project. These documents concern:
– the project results (results-related documents)
– the course of the project (course-related documents and project management documentation)
Fig. 33 shows an example of a recommended documentation structure.
Figure 33 | Example of a project document structure
The project manager must gather the project documents and make them available in a struc-
tured form in order to ensure availability, transparency and the opportunity to revise a project.
The documentation is not "additional work," but rather it is intended to be a structured gathering
and summarization of existing information. To ensure better access to project team members the
project documentation should be carried out electronically on a server named according to the
project infrastructure. In many cases, a paper version of the project documentation is necessary,
in addition to the electronic version. Originals of contracts, acceptances, change orders or ship-
ping papers can be included there. The structure of the paper version should be identical to the
electronic version. The paper version is handled by the project manager.
The following recommendations can be given for the structure of project documentation: