Project Document Storage Structure

Project Document Storage Structure

Project Document Storage Structure

The Project Document Storage Structure is a critical component of BEC Arabia's Project Documentation SharePoint. It serves as a centralized repository for all project-related documents, ensuring easy access, retrieval, and management. This structure supports BEC Arabia's objectives for professionalism, efficiency, and compliance by promoting organized, systematic storage and retrieval of project documents.

Details

1. Project Folder: Each project should have a dedicated folder named after the project code. This folder will contain all documents related to the project.

2. Subfolders: Within the project folder, create subfolders for different categories of documents such as 'Design', 'Construction', 'Contracts', 'Reports', etc.

3. Document Naming: Documents should be named according to BEC Arabia's document naming convention. This includes the project code, document type, and date.

4. Version Control: Use SharePoint's version control feature to track changes and updates to documents.

5. Access Control: Set appropriate access permissions to ensure only authorized personnel can view or edit documents.

Compliance and Regulations

The Project Document Storage Structure aligns with KSA laws regarding data storage and management. It also adheres to BEC Arabia’s internal compliance policies and international construction standards. All documents must be stored securely and confidentially, with access granted only to authorized personnel. Regular audits should be conducted to ensure compliance with these regulations.

Metrics and KPIs

Key Performance Indicators (KPIs) related to the Project Document Storage Structure include:

1. Document Retrieval Time: The time it takes to locate and retrieve a specific document.

2. Document Update Frequency: The frequency at which documents are updated.

3. Compliance Rate: The percentage of documents stored and managed in compliance with BEC Arabia's policies and KSA regulations.

4. User Satisfaction: Feedback from users regarding the ease of use and efficiency of the document storage structure.

Collaboration

The Project Document Storage Structure promotes cross-departmental collaboration by providing a centralized location for all project documents. This allows different departments to easily access and share information. Roles and responsibilities in this process include:

1. Project Managers: Responsible for ensuring all project documents are stored correctly and are up-to-date.

2. Department Heads: Responsible for overseeing their department's document management practices.

3. IT Department: Responsible for maintaining the SharePoint system and providing technical support.

Additional Notes and Templates

• Always use the provided templates for document creation to ensure consistency.

• Regularly review and clean up the document storage structure to remove outdated or unnecessary files.

• Use the 'Search' function in SharePoint to quickly locate documents.

• Attend training sessions on SharePoint document management for better understanding and usage.