Project Archive Checklist

Confidentiality Statement
This <document title> along with all attachments hereto shall be considered <company>s
Proprietary/Confidential Information

gantthead.com

Project Archive Checklist

Using this Document - Business Benefits

Retaining project documents and artifacts is important for administrative closure. Having historical project
documents available can provide information for future projects, for ongoing project product support, for
answering questions regarding the project and for public disclosure requests. A project archive refers to
the systematic storing of project artifacts (e.g., project charter, working documents, models, etc.) at the
close of the project.

Project Name
Project Manager

Date
Prepared by

Mark each document to include in your archive.

Project documents

Indexed?

Location
in Archive

Date

Status/Comments

Initials

Final Project Deliverables. A list of

these can be compiled from the
Project Plan or Contracts with
third parties
Copies of written
communications, such as press
releases, newsletters, speeches,
or presentations
Procurement-related documents,
such as RFIs, RFPs, Proposals,
and Contract
Team presentations
Project Definition Document
Project Business Case
Project Plan (original and revised)
Project Schedule (original and
revised)
Project Budget (original and
revised)
Project Manual or any other
documentation of project
management processes

2007 gantthead.com

gantthead.com

Project Archive Checklist

Project Status Reports

Meeting Minutes
Action Plans
Risk Log
Issue Log
Change Requests
Lessons Learned Document
Project Acceptance/Closure
Documents
Project Proposal
Project Scope
Status Reports
System Requirements
Specifications
Statement of Work
Project Work Breakdown
Structure (WBS)
Test Plan
Communication Plan
OLA/SLA
Performance Measurement
Baselines
Key Staff
Cost Management Plan
Cost Estimates
Cost Baseline
Staffing Management Plan
Role and Responsibility
Assignments
Risk Response Plan
Major Milestones and Target
Dates
Risk Management Plan
Schedule Management Plan
Quality Management Plan
Procurement Management Plan
Supporting Detail for all Plan
Documents
Procurement Documents
Vendor Proposals
Project Contracts
Performance Reports
2007 gantthead.com

gantthead.com

Project Archive Checklist

Performance Measurement
Documents
Notes and Files of Key Project
Stakeholders
Other Documentation (Specify)

2007 gantthead.com

gantthead.com

Project Archive Checklist

Archive Policy Standard Compliance Checklist

Ensure that the archive of the product and the audit trail of that product's development have been
collected in pursuance with the following archive policy standards.
Store hard copy artifacts according to corporate retention and archive standards as appropriate.
Store hard copy artifacts that will be of use to future projects in an available location and make
others in your organization aware of that location.
Use a folder structure to store electronic artifacts that is a documented standard within your
organization.
Secure artifacts as necessary so they cannot be modified.
Include a description of the artifacts being stored, the software used to create the artifacts, and a
point of contact.
Make sure the maintenance and operations team has awareness of, and access to, all the project
artifacts that will be of use to them to maintain the projects deliverables going forward.
Make sure "Lessons Learned" documents are available through the Lessons Learned library, in
electronic form as well as in print.
Consider establishing a project library to hold artifacts.
Store and archive hard copy documents according to organizational standards.
Make hard copy documents useful for future projects available through the project library.
Make sure that the project archive contains a file describing everything it contains.
Archive all development source code, tools, and procedures critical to producing the executable
product and supporting products, including:
Two backups of source code, batch, and make files
Two backups of development tools (compilers, assemblers, linkers, source-control systems,
etc.) and supporting software documentation and license agreements
Instructions on how to produce all program files in final and debug versions and instructions
for producing release diskettes
All help files (both source and "compiled") and supporting tools and documentation
Release notes
Any of the above applicable to third-party components
Archive all SQA tools and procedures critical to testing the product, including:
Test procedures, macros, and files; unit test cases and harnesses; and all relevant
supporting documentation
Test results and logs (including, e.g., coverage analysis reports for unit and system tests,
test history log, etc.)
Test tools, supporting documentation, and license agreements
Bug database, supporting tools and documentation, and license agreements
Support release notes
Any of the above applicable to testing of third-party components, devices, or external testers
Archive all documentation tools and information critical to producing shipping documentation and
help files of the product, including:
All illustration (art) files
All document (text) files
All page-layout files, illustrations, and the page-layout template files
All tutorial and demo files, supporting tools and documentation, and license agreements
Supporting production tools (such as illustration or page-layout applications) with license
agreements and documentation
Any of the above applicable to documentation of third-party components or documentation
tools
2007 gantthead.com

gantthead.com

Project Archive Checklist

A post-release meeting of the product team is held and documented.

Archive the Project Folder with all information critical to consistent and detailed review of project
process. It includes:
Team meeting minutes and any existing minutes from other project-related meetings
Product Requirements document (including feature set)
Investigation Approval document and presentation materials
Project Approval document and presentation materials
PLC Application Plan and PLC feedback
Product Marketing Plan
FPS and any modifications
Development, Publications, Quality, Support, & Localization Plans
A summary of actual resources on the project from incept to release
Contracts
License agreements
Non-disclosure agreements
For trademarks, patents, and copyrights: a list of all Project Team members and countries of
citizenship, as well as 50 pages (25 from beginning and 25 from end) of unique code (new or
changed from the previous version of the product)
ER documents and presentation
Post-release analysis
The Product Team documents a list of improvements and deviations from the Product Life Cycle (i.e.,
Lessons Learned).
Archive Policy Compliance Sign-off
Get approval that a rebuildable archive of the product and the audit trail of that product's development
have been collected and stored according to previously defined standards in the Archive Policy
Standard Compliance Checklist.
We certify that the archives for this project are complete and accurate, as reflected in this Checklist.
Date:______________
Project Manager
SQA Manager
Publications Manager
[Other signature lines; specify]
We accept the completed archives for this project, and find them in compliance with the standards set in
this Checklist.
Date:______________
Archivist
Project Sponsor

2007 gantthead.com

gantthead.com

Project Archive Checklist

Client Representative
[Other signature lines; specify]

Crosscheck
Ask yourself the following questions:
Are any hard copy artifacts that would be useful for future projects available through the Project
Library?
Does the archive contain a file describing the artifacts it contains?
Does the folder structure used to store electronic artifacts meet company and industry
standards?
Does the maintenance team have access to all the artifacts that could help them maintain the
project's deliverables?
Are "Lessons Learned" documents available through the Lessons Learned library, in electronic
form as well as in print?
Have all stakeholders signed off on the Archive Policy Compliance Sign-off sheet?

2007 gantthead.com