Project Management: Managing Documentation and Records | Online Course
Learn to manage project documentation and records effectively to ensure accuracy, compliance, and clear communication throughout the project lifecycle.
What is this course about?
This course provides the knowledge and techniques required to manage project documentation and records effectively within a project management framework. Learners will explore document control processes, version management, record-keeping standards, and information storage methods. Through practical tasks and real-world examples, you will gain the ability to maintain clear, organised, and accessible project records throughout the project lifecycle.
Why take this course on documentation and records management?
Well-managed documentation ensures project transparency, accountability, and compliance with organisational and legal standards. This course equips you with the skills to support project teams through accurate record-keeping, helping projects run smoothly and meet audit requirements. It is ideal for project support staff, coordinators, and aspiring project managers looking to enhance their administrative capability.
What you will gain from this course:
- Understand documentation and record requirements in project environments
- Apply best practices for version control and document tracking
- Organise and store project records to meet compliance standards
- Support communication and decision-making through accurate documentation
- Improve efficiency and accountability in project administration
Overview
Learners accessing this standard will be working as a leader in the context of a small project / sub-project involving few resources and having a limited impact on stakeholders and the environment or working as a contributing team member on a medium to large project when not a leader.
Description
Learners accessing this standard will be working as a leader in the context of a small project / sub-project involving few resources and having a limited impact on stakeholders and the environment or working as a contributing team member on a medium to large project when not a leader. These projects may be technical projects, business projects or developmental projects and will cut across a range of economic sectors. This standard will also add value to learners who are running their own businesses and recognise that project management forms an integral component of any business. The qualifying learner is capable of using a paper-based and/or electronic filing system for a project. Using standardised processes for identifying, securing and finding documents. Providing project templates to team members. Preparing project documents for handover at the end of the project. Describing and explaining project documentation management processes.
- A filing system exclusively for the project is developed and utilised according to project needs.
- Project files are clearly named and structured to enable easy filing or retrieval.
- An inventory of the project documentation is prepared and maintained in accordance with agreed filling system.
- An audit trail for project documentation is maintained according to agreed filing system.
- All files and documentation are maintained to ensure they are current, up-to-date, neat and clean.
- All documents are named and filed to the agreed standards
- Filing system is structured and indexed reflecting project, sub-project, phase and stage levels, management, quality and specialist (technical) products.
- Multiple versions of documents are correctly filed and annotated in accordance with the agreed filing system
- Back-up and archive processes are identified and utilised in accordance with the agreed filing system.
- Sensitive and /or confidential documents are kept in safe custody
- Templates are prepared in accordance with requirements and accepted standards
- Templates and their components are identified and explained in terms of how they should be used
- Procedures for the usage of templates are explained and communicated to team members
- Handover project documents are prepared in the correct format and within the agreed time frame
- Handover project documents are complete, concise, and in the required location and are handed over to appropriate individuals
- The documentation system requirements are explained in relation to the quality, access, and traceability
- Document control requirements for a project are explained with reasons for the control
- Storage and retrieval functions and processes are explained with examples of each
- The benefits of documentation management for a project are explained with examples
- Non-accredited: Short course only
- Duration: 1h 30m
- Delivery: Classroom/Online/Blended
- Access Period: 12 Months
