Project Management System

A document system or set of protocols that governs the management and construction of project documents is important to the overall project management system. A document control system facilitates information flow for project team members. A uniform set of document standards facilitates communication between team members and allows them to know what to do, when and how. The document system also serves as a repository for all information that relates to the project. This improves efficiency, eliminates redundancy and operates as a central point of reference for all team members to check in and check out project documentation.

In the past, document control systems made use of filing systems that would catalogue documents according to the project. Since the advent of the internet, document software systems have replaced the need for bulky storage and retrieval systems. In fact, some project management software now has built in document control capability. Project members can be granted access rights and versioning history keeps a record of who accessed the document, when and whether they made any changes. Documents can be stored in a central server location, printed when required and accessed via the internet for team members who are confined to remote locations. Computerized control of documents has resulted in an increase in efficiency and performance as double handling is reduced and important documents are no longer prone to go missing.

Document quality control typically involves the establishment of uniform standards which company personnel are required to follow. At commencement of employment, most team members learn about these established standards. They determine how documents are structured, what information is retained and how documents are duplicated for repeat use. Document systems also involve document handling protocols such as who can access what information, when, and who has access right to modify documents and how. Document systems also have built in security management which can be established in accordance with organizational policies.

Electronic document systems have distinct characteristics which are usually present in most systems. These include: location and time information, author information, security protection, workflow management, archiving capability and search management. Document systems may also have built in auto archiving and backup to protect information. Some organizations are bound to legislation that requires them to retain documents for certain periods of time. The evolution of document management systems is adapting to changing business requirements to accommodate changes in legislation such as the Sarbanes Oxley Act.

Document systems can be either simple or complex depending on the requirements of the organization. Small companies typically maintain streamlined management procedures but larger organizations, government departments or companies that are bound to complex legislation typically institute more complex systems.

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