Methods And Means Of Project Document Management

Document management is a very important and basic part of project management, which exists in the whole life cycle of a project.

If a project lacks document management, it is not a standard and standard project.

Document management occupies a very important position and considerable workload in project development. High quality and efficient collection, induction, sharing, management and protection of project documents is of great importance for improving project management level and project quality.

The life cycle of project documents generally includes: creating, approving, publishing, modifying, distributing, signing, filing, abolishing, recovering and so on.

Managing project documentation is to manage its entire life cycle.

Then, how can we do well in document management of projects?

The key is to manage the whole life cycle of documents.

Create: template, naming, classification, permissions

Creating a new project document is not just about creating a new file or folder.

First, the creation of any project document needs to follow a fixed document template to meet its basic requirements for content and format, so as to better reflect the contents of the document.

For example, set up the header, footer format, the directory style of the document, and the font of the document.

Different types of documents should have different templates, so that operators can better understand what type of template they need to adopt when establishing different documents.

If the document template changes, users must be informed of the template management.

Secondly, the naming and classification of documents also need attention.

Managers must specify the basis and requirements for naming and classifying project documents, so that users can locate the documents they need quickly and accurately.

For specific naming methods, please refer to the original link.

Finally, you need to set permissions for new documents.

Because a project may require different personnel to work together at the same time, the permissions must be wide and combined, with special methods to deal with special situations.

It should be noted that permission management is to enable project personnel to use documents more reliably and accurately under permissions, and should not add more complex and inconvenient management operations.

Approval: establishing process with document as core

We have repeatedly stressed that the approval of document management is different from the approval of traditional OA, because the fundamental starting point is different.

Document management approval should be based on documentation as a core.

Whether it is permission application or document countersigning, all operations always surround the document itself.

Give up the past to use OA to go through the process, use e-mail to pass the document approval method of attachments, adopt a set of document core online process, make examination and approval become simple.

Release: unified, fast and accurate distribution channels

How to quickly and accurately inform the news of project documents creation and modification to everyone? The channel is critical.

All information is centered around document operation to ensure the accuracy of information.

At the same time, to meet the current trend of mobile office, whether it is webpage, APP or WeChat, we must ensure that we can receive information at the first time.

Processing: online preview and modification, version control, report

Document processing is

The most important thing is that all the standards and requirements set up around the document are for convenience.

In the use of project documents, the most common problem we encounter is how to find files, how to quickly preview and modify files, and how to manage different versions of documents.

Search is already an indispensable means for us to find information.

Compared with the search for layers based on the structure tree, searching files based on the contents and properties of documents will be more effective.

Strong search should cover all aspects of the file, whether it is the name, content, modification time, or modify the human, classification and custom attributes. The more detailed search criteria, the faster the location of the required files.

At this time, the classification and labelling of the files in front of us play a significant role.

In this era of mobile office becoming more and more popular, many jobs are no longer limited by time and place.

Matching, we should also be able to view files anytime and anywhere.

Whether it is webpage, tablet or cell phone, whether word, Excel or PDF, as long as there is a network, the preview needs of all kinds of documents should be all met.

Finally, it is necessary to manage different versions of documents.

In a project, changes in the use of documents are very common.

The best way to change documents is version management.

First of all, there must be a detailed document change log to know when and when the document is modified. By comparing the version, it can quickly find the difference. Secondly, the final version of the document should be convenient for people to use. If the change can only be seen in the history, the final version will greatly increase the use cost.

For old versions, records should also be kept.

Whether version checking or version backtracking, improved version management will maximize the value of each document version.

Distribution: recommendation, publication, subscription, etc.

Distribution is similar to the requirement of message publishing. On the one hand, it must ensure the accuracy of the delivery of documents, while ensuring the timeliness of messages.

Using QQ and mailbox to pfer files is not only slow, but also easy to cause file loss and damage.

Therefore, the distribution of documents must be uniform, safe and fast.

Instead of traditional attachments, file sharing or publishing can not only achieve fast turnover of documents on the same platform, but also meet different permissions of different personnel.

Sign, file, resume

After the document has undergone various processes such as creation, modification, approval and so on, it is finally approved and finalized.

A standardized document that has been finalized is not allowed to be changed or moved at will.

So how can we ensure the accuracy and completeness of document content? On the one hand, we can restrict the operation of related personnel through the perfect permission management, on the other hand, we can set certain operation restrictions to the document through the status mark of files, so as to achieve the management needs of project documents.

In addition, we should try our best to choose.

Reliable equipment and system to store all project documents and do data backup.

When the hardware is in trouble, it can quickly restore the data and continue to work.

For large enterprises, file storage using distributed architecture is a good choice.

It can ensure that the storage space is large enough, but also has a fairly complete disaster recovery mechanism.

Document management has become an important work in project management, and its management level has gradually become the symbol of project management level in Australia.

Document management is a very tedious and complex work. If there are no necessary tools and tools, it will bring great difficulties to project management.

Therefore, choosing an excellent document management system is a very good choice.

Kass document management software, as the first official document management system in China, has a very good experience in function and stability.

It is an office management software that has long been co operated by many Fortune five hundred companies.