<Insert Project Name>

Document Management Plan

Document Version: <Insert Version Number>

AUTHORS
This document was prepared by:
<Insert contact information for
each author as follows:>
Name, Title
Organization
Address
Office phone
email address

<Example:>

<Example:>

John Doe, Project Manager

Ministry of X
Roundabout A
Office Phone: xxx-xxxx
johndoe@mox.gov.qa

Jane Doe, IT Coordinator

Ministry of X
Roundabout A
Office Phone: xxx-xxxx
janedoe@mox.gov.qa

VERSION HISTORY
Date

Document
Version

<Insert version
completion
date>

<Insert
version
number>

Document Revision History

Document Author/Reviser

<Briefly describe work completed to

create the version>

<Name author or reviser>

<Example:>
May 15, 2006

1.0

Initial draft

John Doe

May 28, 2006

2.0

Reviewed with IT Coordinator and revised

John Doe

June 2, 2006

3.0

Reviewed and revised following meeting

with Project Sponsor

Jane Doe

APPROVALS
Date
<Insert approval
date>

Document
Version

Approver Name and Title

<Insert
version
approved>

<Provide name and title of approver>

June 30, 2006

3.0

James Doe, Project Sponsor and Director,

IT

June 30,2006

3.0

John Doe, Project Manager

Approver Signature

<Example:>

<Insert Project Name> Document Management Plan

(i)

TABLE OF CONTENTS
Authors................................................................................................................................................................ i
Version History.................................................................................................................................................... i
Approvals............................................................................................................................................................. i
Table of Contents............................................................................................................................................... 2
1. Purpose of Document..................................................................................................................................... 1
2. Definition of Document Management............................................................................................................ 1
3. Objectives of Document Management.......................................................................................................... 1
4. Terms, Acronyms and Abbreviations............................................................................................................ 1
5. Document Management Methods.................................................................................................................. 1
6. Roles and Responsibilities............................................................................................................................. 3
Appendix A: Document Control Sheet............................................................................................................. 4
Authors............................................................................................................................................................... 4
Version History................................................................................................................................................... 4
Approvals............................................................................................................................................................ 4

<Insert Project Name> Document Management Plan

Table of Contents

1.

PURPOSE OF DOCUMENT

<This section provides the purpose of the document.>

<Recommended text:>
The purpose of this document is to outline the document management approach for <insert name of project>
It provides standard terminology, clear roles and responsibilities, and a detailed description of expectations of
team members regarding document control. It is designed to guide the project team.

2.

DEFINITION OF DOCUMENT MANAGEMENT

<This section provides a definition of document management.>

3.

OBJECTIVES OF DOCUMENT MANAGEMENT

<This section lists the goal and objectives of document management.>

4.

TERMS, ACRONYMS AND ABBREVIATIONS

<This section informs readers where they can access definitions for the terms,
acronyms, and abbreviations used in this document.>

5.

DOCUMENT MANAGEMENT METHODS

<This section describes the methods used to control project documents.>

5.1

Document Templates

<This sub-section provides a listing of document templates team members are

expected to use and a description of the key elements of deliverable templates for
document control purposes.>

5.1.1 Listing of Templates

<This sub-section provides a listing of templates and the software and version they
use.>
Template Name

<Insert Project Name> Document Management Plan

Description

Software and Version

Page 1

5.1.2 Key Components of Templates

<This sub-section provides the key elements of templates for document control
purposes.>
Element

Description

Location

5.1.3 Document Naming Conventions

<This sub-section specifies the standard format for document file names.>

5.2

Document Storage

<This sub-section outlines where and how documents will be stored.>

5.3

Document Recovery and Backup

<The recommended document backup and recovery procedure for documents are
provided in this section.>
Type

5.4

Description

Frequency

Storage Location

Document Security

<This sub-section outlines the recommended documents security of documents.>

5.4.1 Confidentiality
<Clarify confidentiality levels for different types of project documents.>

5.4.2 Clear Desk Policy

<Clarify requirement for all document users to adopt a Clear Desk Policy for
confidential and sensitive papers.>

<Insert Project Name> Document Management Plan

Page 2

5.4.3 Removal of documents

<Clarify requirement that sensitive and confidential documents on any form of
electronic media must not be taken off-site without appropriate authorization.>

5.4.4 Equipment Security guidelines

<Clarify requirement that equipment should be physically protected from security
threats and environmental hazards.>

5.4.5 Virus controls

<Clarify requirement that virus detection and prevention measures and appropriate
user awareness procedures should be implemented.>

5.5

Document and Media Destruction

<This section should clarify the requirements for document destruction.>

5.6

Document Approval

<This sub section should clarify the expectation that all documents requiring Sponsor
approval first go through a compliance review and technical review.>

6.

ROLES AND RESPONSIBILITIES

<This section outlines roles and responsibilities for everyone involved in the document
management process.>
Role

<Insert Project Name> Document Management Plan

Responsibilities

Page 3

APPENDIX A: DOCUMENT CONTROL SHEET

<This control sheet lists authors, version history, and approvals of the document.>

AUTHORS
This document was prepared by:

VERSION HISTORY
Date

Document
Version

Document Revision History

Document Author/Reviser

Document
Version

Approver Name and Title

Approver Signature

APPROVALS
Date

<Insert Project Name> Document Management Plan

Page 4