Project Management Central
|
Please login or join to subscribe to this thread
|
|||
|
|||
Abolfazl Yousefi Darestani
Manager, Quality and Continuous Improvement| Hörmann-TNR Industrial Doors
Newmarket, Ontario, Canada
I create a structure for all files. Folders for different type of documents and then archive them all in those folder.
Romi -
There are usually a couple of steps: 1. Transition what is required on an ongoing basis to operational teams and/or the client 2. Curate, scrub and prepare templates and other useful assets based on the project outputs 3. Purge unnecessary content and archive either by moving the project files to an online, archive area or to offline secure storage (e.g. DVD, USB key stored in a secure location). Kiron ...
1 reply by Mayte Mata Sivera
May 03, 2024 5:52 PM
Mayte Mata Sivera
...
DVD and USB... that's super interesting! Seriusly, I thought that most of people had all their records in cloud services. Great learning here!
Rami Kaibni
 Community Champion
Romi, we usually keep the files organized throughout of the project and accessible to the project team via DropBox. After the project is completed, we only keep access to those who need it except for lessons learned where we move those to our PM Resources Hub.
Accurate and comprehensive documentation is cruicial to retain in case there was any post project audit, claims, legal matters and others. 
May 03, 2024 12:26 PM
Replying to Kiron Bondale
...
Romi -
There are usually a couple of steps: 1. Transition what is required on an ongoing basis to operational teams and/or the client 2. Curate, scrub and prepare templates and other useful assets based on the project outputs 3. Purge unnecessary content and archive either by moving the project files to an online, archive area or to offline secure storage (e.g. DVD, USB key stored in a secure location). Kiron 
Keith Novak
Tukwila, Wa, USA
I would recommend avoiding using something that is unlikely to be around for the lifetime of the archive, at least for the storage aspect vs. the user interface. If your record retention requirements require maintaining the archive for a long time, like decades, then you don't want to get stuck managing a system that becomes obsolete.
Have you ever had documents with links to other files and someone decides to reorganize your server breaking all the links? Those are the sorts of situations you want to avoid. If you were using SharePoint for example, and the company decides to migrate to something else, now you may have an expensive migration process to maintain your records. Specialty software that interfaces with your server for storage and retrieval is in better in my mind than storing the files in the specialty software itself, like in OneNote notebooks. My employer has a massive IT budget because we created many homegrown software solutions and wound up having to maintain them ad infinitum as whole programming languages become obsolete. We literally have one team stuck maintaining a Windows 95 PC and when components fail, nobody makes them anymore and they have to hunt on Ebay et. al.hoping someone still has something laying around. Now we use an outside specialty service to backup and archive vast quantities of data for most general purposes. ...
1 reply by Romi Bassett
May 06, 2024 10:55 AM
Romi Bassett
...
"If your record retention requirements require maintaining the archive for a long time, like decades, then you don't want to get stuck managing a system that becomes obsolete." 
Romi Bassett
Tx, USA
May 05, 2024 12:53 PM
Replying to Keith Novak
...
I would recommend avoiding using something that is unlikely to be around for the lifetime of the archive, at least for the storage aspect vs. the user interface. If your record retention requirements require maintaining the archive for a long time, like decades, then you don't want to get stuck managing a system that becomes obsolete.
Have you ever had documents with links to other files and someone decides to reorganize your server breaking all the links? Those are the sorts of situations you want to avoid. If you were using SharePoint for example, and the company decides to migrate to something else, now you may have an expensive migration process to maintain your records. Specialty software that interfaces with your server for storage and retrieval is in better in my mind than storing the files in the specialty software itself, like in OneNote notebooks. My employer has a massive IT budget because we created many homegrown software solutions and wound up having to maintain them ad infinitum as whole programming languages become obsolete. We literally have one team stuck maintaining a Windows 95 PC and when components fail, nobody makes them anymore and they have to hunt on Ebay et. al.hoping someone still has something laying around. Now we use an outside specialty service to backup and archive vast quantities of data for most general purposes. "If your record retention requirements require maintaining the archive for a long time, like decades, then you don't want to get stuck managing a system that becomes obsolete." |
|||
Please login or join to reply
ADVERTISEMENTS
