Project Management Framework
Closure - Project Archive

Definition

A Project Archive refers to the systematic storing of project artifacts (e.g., project charter, working documents, scale models) at the close of the project.

Why is this important?

Retaining project documents and artifacts is important for administrative closure. Having historical project documents available can provide information for future projects, for on-going project product support, for answering questions regarding the project, and for public disclosure requests.

How to do it well

• Store hard copy artifacts according to state or agency retention and archive standards as appropriate.
• Store hard copy artifacts that will be of use to future projects in an available location and make others in your organization aware of that location.
• Use a folder structure to store electronic artifacts that is a documented standard within your organization.
• Secure artifacts as necessary so they cannot be modified.
• Include a description of the artifacts being stored, the software used to create the artifacts, and a point of contact.
• Make sure the maintenance team has awareness of, and access to, all the project artifacts that will be of use to them.
• Make sure the "Lessons Learned" documents are available through the Lessons Learned library.
• Consider establishing a project library to hold artifacts.

Checklists

PROJECT ARCHIVE
Have the hard copy artifacts been stored or archived according to organizational standards?
Are any hard copy artifacts that would be useful for future projects available through the Project Library?
Does the folder structure used to store electronic artifacts meet agency standards?
Does the archive contain a file describing the artifacts it contains?
Does the maintenance team have access to all the artifacts that could help them maintain the project's deliverables?
Have the "Lessons Learned" documents been stored in the Lessons Learned electronic library?