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10/11/2007 8:00 AM

	Perry McLeod
70 posts

Document Management for Projects When All You Have is a Network Drive (Part I)

Modified By Chris Adams on 10/11/2007 4:33:00 PM)

They say that document management is a systematic method for keeping track of information throughout a document's lifecycle. How many of us work in an environment where it is more or less a 'free-for-all' with respect to how information is created, stored, tracked, accessed and archived?

As a contractor I move from company to company working on multi-million dollar projects designed to change the way my client does business and yet I have never seen source control, check-in/out, security access or any other content management related concept. OK - once I did, but that was the project!

As a means to help your team manage artifacts when all they have is a network drive here are some simple document naming rules that may help you to organize the myriad information that gets created during the SDLC.

Its principles are:

a. All documents/files created to be identifiable uniquely
b. Each document/file is defined by its role and purpose
c. All documents/files may or may not be associated with a project deliverable
d. Each document/file must be versioned to maintain a complete history and audit trail

Word's 'Track Changes' feature should be used whenever possible to identify changes made to a document between versions.

Changes must be accepted after review & base lining via a formal change management process.

When a source control tool is not available than a manual assignment of versions may be used in this format: VR = e.g. 1.0. 'V' is the version number which represents a base line while 'R' is the revision number which represents a modification.

Schema: Project_ID-Discipline-Type-V.R--Document Name.ext

Examples:

ProjID-MG-AD-V1.1--Agenda 2007-11-22.doc
ProjID-MG-AD-V1.0--Business Case.doc

Discipline	ID	Definition
Business Modelling	BM	Business Modeling documents
Requirements	RQ	Requirements Documents – Requirements discipline describes how to capture requirements.
Analysis & Design	AD	Analysis and Design Documents – Analysis and design discipline describes how to develop an analysis/design model. The model s represents the intent of the implementation.
Testing	TS	Testing Documentation – Testing discipline describes how to test the system to verify that all requirements have been met, as well as how defects are detected, submitted and resolved.
Implementation	IM	Implementation planning – documents associated with implementation planning and supporting artefacts that are used during implementation
Deployment	DP	Deployment Documentation – Deployment discipline describes the activities associated with ensuring that the software product is available for testing, production.
Change & Configuration Management	CM	Change Management Documentation –Change request management controls change to, and maintain the integrity of, a project’s deliverables.
Project Management	MG	Project Management Documentation - The Project Management Discipline folder will contain subfolders for documents. For example, project presentations, project plan/schedules, communication material; service and contract management materials may be placed in the MG Discipline, under appropriate subfolders.
Environment	EN	Environment Documentation - The environment discipline focuses on the activities necessary to configure the process for a project. It describes the activities required to develop the guidelines in support of a project. The purpose of the environment activities is to provide the software development organization with the software development environment—both processes and tools—that will support the development team.
Architecture	CAR	Architecture Documentation - concerned with producing the solution level architecture artefacts.
Architecture	EA	Architecture Documentation - concerned with producing the enterprise-level architecture artefacts.

Document Type	ID	Définition
Document/Artefact	Documents/Artefacts – may or may not be associated with deliverables of a Project Plan.
	AM	Analysis Model
	BAR	Business Architecture Report
	BC	Business Case
	BDM	Business Domain Model
	BPM	Business Process Model
	BR	Business Request
	BRD	Business Rules Document
	FS	Functional Specification
	CAP	CAR Assessment Presentation
	CAR	Conceptual Architecture Report
	CMP	Change Management Plan
	CP	Configuration Management Plan
	CR	Change Request
	DC	Development Case
	DM	Design Model
	DP	Deployment Plan
	EIM	Enterprise Information Model
	EBA	Enterprise Business Architecture
	MSG	Error, Warning, Information Messages
	GL	Glossary
	IP	Iteration Plan
	IA	Iteration Assessment
	IM	Implementation Model
	IMP	Issue Risk Management Plan
	IR	Implementation Report
	LAR	Logical Architecture Report
	LL	Lessons Learned
	PCR	Project Categorization Report
	OAR	Options Analysis Report
	PIA	Privacy Impact Assessment
	PIR	Post Implementation Review
	PP	Project Plan
	PSR	Project Status Report
	RN	Release Notes
	RM	Requirements Management Plan
	RMP	Release Management Plan
	RPT	Report
	RR	Review Record
	SDP	Software Development Plan
	SRS	Software Requirements Specification
	SS	Supplementary Specifications
	SV	System Vision
	TP	Training Plan
	TRA	Threat Risk Assessment
	TS	Technical Specification
	TSP	Test Strategy & Plan
	UC	Use Case Specification
	UCM	Use Case Model
	UIS	User Interface Specification
	WR	Work Request
Template	TP	Templates are document shells that outline what content should be included in an artefact (guides and instructions for creation, common formatting for documentation etc.).
Admin	AD	Administrative documents such as meeting notes, minutes or status updates, presentations or other supporting documentation.