2 management - School of International Business and ...

237 Project Management
upon project requirements. The project documentation should be archived after the conclusion of
the project. Project management initiates archiving, whereby storage times are generally set by
internal company guidelines.
3.2 DOCUMENTATION IDENTIFICATION
There are a few formal rules and tips that help avoid confusion in the naming of project relat-
ed documents. If the client has documentation folders for test reports, protocols, visit reports,
planning, analyses, tests, status reports, etc., these should be used as a basis. If there are no
predefined folders, the folders can be defined for the project and be made available to project
management. The following is recommended for the identification of documents:
3.2.1 FILE NAMES
Data can be named according to the following format:
– Date (date created, YYYY-MM-DD format)
– Creator's initials
– Type of document (F = fax, M = e-mail, L = letter, N = note, MM = meeting minutes,
R = report, P = presentation, O = others)
– Addressees (if available)
– Key word (also several, separated by an underline)
– Division within the filenames using an underline character
Examples: 2006-08-16_FM_M_to_Sample person_Schedule
2006-09-17_JS_F_from_Sample person_Delays
2006-10-01_WOC_MM_Projectmeeting_2002-09-17
In order to make it easier to deal with a large number of e-mails, it is recommended to name the
e-mails in the "re:" box, similar to the above-described data.
Example: Re.: 2006-08-16_FM_M_to_Sample person_Schedule
3.2.2 CORRESPONDENCE
Outgoing correspondence should be treated in the following way:
– Number the correspondence
– Note the distribution
– Enter processing person's initials