All projects create a variety of documentation. This includes, but is not limited to project plan, estimates, project charter, responsibility matrix (RACI), risk matrix, requirement traceability matrix, user guides, support documentation, and signoffs. There are a few steps that must be taken once the purpose of the project is met and the product is delivered to preserve these documents.
Best Practice: Common database for capturing historical project documentation (project plans, risk analysis, communication plans, lessons learned, etc)
Archiving project documentation in a common database ensures that they are readily avialable for use in future projects and by all project teams. Historical project plans (estimates, resource planning, etc) of similar projects can be used as a source for initial sizing and act as a level set for project managers in project planning. Historical risk analysis can be used as a starting point of the types of risks that may be expected in futures projects. Ensuring lessons learned from previous projects are available across the organization can provide insight to help ensure projects progress smoothly.
Best Practice: Common database for storing final versions of documents for on-going use
Moving the final version of documents (user guides, process flows, support documents, etc) to common systems of record (SOR) ensures that the latest version is available to the appropriate people. It also ensures that the latest version can easily be used as a starting point for subsequent projects.