Construction

Online Guide

Transition and Closure

Process

Activity:

Archive

Revision

July 1, 2005

Description:

Archiving is the process of collecting, organizing, and storing contract and project files. Preparation of project files for archiving is mandatory and must be completed before the demobilization process is completed. The requirements for the archiving process are established in the Transition and Closure Plan. Budgets and schedules for the performance of archiving activities are tracked and managed like all other project activities.

Inputs:

·        Your Project Management Plan identifies the Transition and Closure process for your project. For information about developing a Transition and Closure Plan, go to the Transition and Closure Plan Activity Guide.

·        WSDOT Policy

Tools:

·        Transition and Closure Plan Template

·        Sample Transition and Closure Plan

·        WSDOT Construction Manual

Steps:
  1. Review current archiving requirements with Region/Organization Management and administrators, and adjust the Transition and Closure Plan accordingly.
  1. Collect all project materials, files, and records (e.g., project reports, historical documentation, drawings, contract documents, manuals, electronic data, photographs) from the project team.
  1. Remove inappropriate or incomplete material from file; e.g., retain final documents; and remove drafts, internal review comments or handwritten notes, working drafts, and duplicate copies of documents.
  1. Consolidate the files and sort them into an organized record according to Region/Organization filing requirements. Place all materials to be archived into notebooks or file folders with project number, project name, project manager (or person responsible), and a brief description of the contents.

Follow Region/Organization guidelines for archiving electronic files.
  1. Create an inventory of all files and their contents; perform a quality check of the files; then package and transport them to the appropriate storage area.

Products:

·        Project Archived

Guidelines:

Steps should be taken to organize files and prepare them for archiving during the course of the project. Waiting until the end of the project to start collecting the files will make the task ineffective and much more difficult.

Maintain an appropriate filing system for capturing all documentation.

·        Make working copies of all documents, and sequester the original documents.

·        Require all participants to mark all documents with the project number, project name, originator, and date and title of the document.

·        Prepare files and documents for archiving, including packaging for storage, as areas of the work are completed.

Consult the Region/Organization for instructions on retaining and destruction of documents.