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
- 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