Records and Files

Historical Records

Historical records are archived documents or media that provide permanent evidence of past events and may include:
  • Project Plan Components, i.e., process group and knowledge area
  • Multi-media, i.e., audio, graphics, animation, video files
  • Visualization, i.e., charts, diagrams, illustrations
  • Data files, i.e., databases, spreadsheets, project elements
  • Written Correspondence, i.e., memos, letters, presentations
  • Practice Standards, i.e., policies, procedures, guidelines
Characteristics of LLHRs include:
  • Confirmed, i.e., reviewed or verified as being accurate through authorization
  • Fixed, i.e., not-modified to ensure authenticity
  • Formatted, i.e., meet specific conformance standards through use of a template
  • Coded, i.e., version number, date, title, author,
  • Indexed, i.e., file name, directory, location
  • Secured, i.e., access is granted to specific users
  • Processed, i.e., summarized in useable form to allow for interpretation
  • Compressed, i.e., sized down to allow for less space requirements
  • Backed-up, i.e., duplicated using preferred technologies such as optical disc
  • Queried, i.e.,. specific information within the records is requested by staff

Active Files

Active files are current-future, in-progress, stored forms of communication that utilize:
  • Learning Journals, i.e., diaries that capture lessons
  • Informal Correspondence, i.e., text messages, web logs
  • Formal Correspondence, i.e., email, meeting minutes
  • Verbal Communication, i.e., discussions or teleconference
  • Electronic Communication, i.e., webinar, net meetings

Characteristics of LLAFs include:

  • Modified, i.e., changed with input from others
  • Progressively elaborated, i.e., details become clearer over time
  • Free-formed, i.e., may not adhere to documentation standards
  • Fragmented, i.e., partial information lacking desired level of detail
  • Organized, i.e., grouped on shared drive
  • Reviewed, i.e., discussed with the project team for clarification
  • Expanded, i.e., incorporate related files
  • Defended, i.e., include supporting references
  • Distributed, i.e., shared or distributed to the project team as individual thoughts
  • Debated, i.e., subjected to the burden of proof