Project data should to be electronically stored in a simple way
This is to ensure easy access for members of the project team and encourage ownership and good housekeeping of the data.
Most clients use secure electronic document storage systems, such as network shared drives, cloud storage, Microsoft SharePoint, or Microsoft Teams, with access restricted to authorised team members. Wherever possible, these systems should be used.
Most projects rely on a client project team to deliver the new asset. A project manager typically leads the team, supported by nominated representatives from relevant departments such as project management, process engineering, operations, engineering, and safety, as well as, where appropriate, R&D, marketing, and finance.
Simple Structure
The simplest way to structure electronic storage is to create a folder for each project and assign a subfolder to every department. Team members store the documents they create in their department’s subfolder. Some people will follow the system more consistently than others, but this is an acceptable risk. A well-managed system contains only completed deliverables; however, human nature often leads people to leave working copies behind.
All project team members have access to all the folders. This involves an element of trust to not go into another department’s subfolder and change a file.
When using a network, store the overall project data under the project manager’s name rather than the project name. This approach assigns clear responsibility for the content and structure to the project manager.
Department representatives responsible for managing third parties — usually project management — add third-party documents such as design drawings, vendor data, manuals, and certifications.
Although all project team members are bound by confidentiality, highly sensitive information that is not appropriate for the wider team — such as business cases or steering meeting materials — can be stored separately and managed independently by the relevant staff.
Project team members will amass email correspondence on a separate email system. These emails should be kept to the end of the project. Important correspondence (eg commercial) can then be exported into their departmental project folder.
Most project data is transient and not needed at the end of the project. A suitable handover, archiving and eventually deletion policy should be agreed.
Even Simpler
I once considered an even simpler approach: placing everything into a single “dustbin” folder and relying on search tools to locate documents. However, this method requires discipline, as team members must include relevant keywords in filenames to make searching effective.