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Session 7
Project Records Management
Module Name: IT Project Management
Module Code: IT G09101

Dr. Bakari Mashaka, Bakiri Angalia & Dr. Lashayo

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Outline
• Overview of Project Records
• Types of Project Records
• Record Management Cycle
• Capturing records
• Records metadata
• Discussion

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Overview of Project Records
• Record management is a critical day to day
activity in a project

• Records and documents are one of the most

vital components of any project

• Paper based records are now replaced by

electronic medium

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What is a Record?
• Books, papers, maps, photographs, driving license,
tax returns etc.
• Historical files that provide proof of existence
• Stored information, regardless of medium or
characteristics, made or received and retained by
an organization in pursuance of legal obligations or
in the transaction of business (ARMA 2016)
• A record is a source of documentary evidence or it
is a piece of proof.

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What is a Project Record?
• A Project Record is a collection of information,
materials and data of every kind and character and
form (hard copy, as well as computer readable data)
such as books, papers, documents, notes,
subscriptions, recordings, agreements, purchase
orders, leases, contracts, commitments, schedules,
payrolls, subcontractor files, original estimates and
applications for payment to support project execution

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Types of Projects Documents
• Project Management Plans
– Plans for project scope, schedule, cost, quality, resource,
communication, risk, procurement, stakeholder
engagement, change management plans
– The baselines of scope, time and cost.
• Project Documents
– Number of documents are created during project initiation,
planning, implementation and closing phases of a project
– Example project charter, stakeholder register, project
requirements document, work breakdown structure or
WBS, risk register etc
• Project Contracts and Agreements –
– Contracts and agreements with customers as well as the
suppliers of the project 6
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Record Management Cycle

2. Use and
1. Creation or
dissemination
Receipt of record
(Distribution)

4. Disposition 3. Maintenance
Preserve or
destroy.
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Creation
• Creation is the first stage in record
life cycle it involves records being
created, collected or received
through the daily activities
• E.g. reports, emails.

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Distribution and use

• This is the second stage where records

are distributed internally by filing clerks
and messengers and distributed
externally by either post or courier
companies to the action officer or users
who want to use the recorded
information

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Maintenance

• Maintenance is the third stage involves

the use various methods to maintain
records like filing, duplication, and
printing
• This is done to keep the records from
becoming damaged

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Disposition

• This is last stage where records are

divided into two groups using retention
schedule to those that are important /
have value are preserved while using
disposal schedule to determine the
useless ones to be destroyed

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Capturing Records

• Capture is the process of getting records (or

documents) that you have created into some sort of
information management system, and recording their
existence in the system
• It includes collection of paper based record at the
source as well as scanning-digitizing paper and other
physical documents
• You may create document and convert into record

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Storing Records

• Storing of records could refer to manual storage of

documents as well as digital storage
• Project officers need to ensure that the records are
returned in the way it was borrowed
• Maintaining records also refers to the amount of time
that records can be maintained

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Purpose of Capturing Records

• Establish a relationship between the record, the

creator, and the business context that originated it

• Place the record into a controlled environment

• And link the record to other related records

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Best Practices for Capturing Records

• Define your records policy

– A records policy is a set of rules and guidelines
that specify what records need to be captured and
created, how they should be classified and labeled,
where they should be stored and for how long, and
how they should be disposed of or transferred

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Best Practices for Capturing Records

• Use a records management system

– A records management system is a software
application or platform that helps you capture,
create, store, access, and dispose of records in a
standardized and secure way
– Allows you to capture metadata and automate task
involved in record management

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Best Practices for Capturing Records

• Capture records at the source

– Capturing records at the source means creating or
obtaining records as soon as possible after the
business activity, transaction, decision, or
obligation occurs
– Capture paper documents such as letters, memo
or emails, chats, video calls, or online forms as
electronic records
– Scan or photograph paper documents or physical
objects as digital images
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Best Practices for Capturing Records

• Store records securely and accessibly

– Storing records securely and accessibly means
keeping your records in a safe and reliable
location, where they are protected from
unauthorized access, alteration, loss, or damage,
and where they can be easily retrieved and used
when needed
– Use appropriate storage media, device, and
service such as encrypted hard drives, cloud
services, or servers, and paper records in locked
cabinets or boxes 18
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Record Room-Storing Records

• A separate record room should be earmarked for

proper upkeep of records
• The record room should preferably be located either
on the ground floor or in its basement
• A floor load limit must be established for the records
storage area by structural engineer
• The limit must take into consideration the height and
type of the shelving or storage equipment

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Record Room-Storing Records

• The windows should open into the space outside
• Rain shades should be provided to avoid splashing of
rainwater in the room
• Entry into such rooms should be regulated for the safety and
security of records
• There should be easy movement of trolleys carrying records
etc
• The record room, the record reference and reception portions
should be separate as far as feasible

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Metadata- Data about data

• Provides a rich description of information (Who What When
Where Why)
• Automate as much as possible
• Publish a controlled vocabulary or thesauri
• Proves authenticity and ownership
• Provides guidance to consultants and system designers
• IT needs for archiving

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As we end the session

• Consider developing file hierarchy instead of using single
folder

• Make use of shared storage

• Think of using collaborative tools in managing your records

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Any Question???

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Discussion
1. Discuss various ways records can be captured
and stored in a project environment
2. Identify five electronic communication tools that
can be used in the project environment
3. How can you capture records for each of the tool
you have identified in number 2?
4. How should the record room be maintained?
5. What is the essence of metadata in project records
management?
6. Identify any 7 documents that can be used in IT
Project Management
7. Explain how electronic tools can be used to store
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project records