What type of project documentation do you store with your project record in your PPM (Project Portfolio Management System)? ?

Portfolio Management

Michael King

Community Champion

Senior IS Project Manager| Baycare Health Systems Clearwater, Fl, United States

Do you include the basics like a project charter and project schedule? Do you include business case? Contracts? Meeting Minutes? Technical documents? Anything else?

Posted: Jun 2, 2026 1:46 PM

Luis Branco CEO| Business Insight, Consultores de Gestão, Ldª Carcavelos, Lisboa, Portugal

I would certainly store core governance artifacts such as the business case, project charter, approved plans, major changes, key risks, contracts, significant decisions, and formal acceptance records.

Meeting minutes and technical documents can also be important, but I generally prefer to keep detailed working documentation in specialized repositories and link it to the PPM when appropriate.

For me, the real distinction is this:

A PPM system should not try to become the organization's document archive.

It should become the organization's project memory.

The most valuable information is often not the documents themselves, but the traceability of decisions, approvals, commitments, changes, and lessons learned.

Years later, people rarely ask:

"Where is the document?"

They ask:

"Why was this decision made?"

Posted: Jun 2, 2026 2:15 PM

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What type of project documentation do you store with your project record in your PPM (Project Portfolio Management System)? ?

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