Project Management

Electronic Data Discovery

Why do we standardize Project Management documentation?

There are a number of reasons why it's so crucial to standardize Project Management documentation.  

• Standardizing documentation will require a single location for all documentation.  A single location makes it easier to share Public documents.  Everyone with rights to the Project Management folder will be able to quickly and easily reference all available documentation.  It also contributes to Project Integrity by providing a single location for backups.  Furthermore, it significantly reduces the time required to perform any needed restores by eliminating file research.

• Standardizing documentation leaves no room for personal interpretation.  Services provided by Digital One Legal Solutions  are often very complex requiring a great deal of detailed documentation.  This documentation is assembled, distributed, and referenced by various team personnel.  Standard naming conventions and strict policies regarding file location will help avoid document chaos.

• Project Management documentation contains specific instructions for service, confirmed by the client, with a signature.  These instructions are distributed to their respective production departments.  Due to the unpredictability of the legal profession these instructions quickly become outdated.  Without strict standards and policies regarding Project Management documentation production personnel could potentially work from differing versions of instruction.

Who will be responsible for maintaining Project Management documentation standards.

Everyone who works with Project Management documentation is responsible for maintaining standards.  The Project Manager is tasked with assessing compliance and determining any needed efforts for enforcement.

What documents are required to adhere to Project Management standards?

Listed in this section are specific documents that are required by policy to be stored under Project Management standards; However, it should be understood that any pertinent documents concerning a production project should be stored under the miscellaneous documents rule outlined below.  Any question about a determining Project Management documentation storage will be refereed to the Project Manager for storage instruction.

E-mails are a Major source of Project Management documentation.  Most often, e-mails are organized and stored using functions offered by the host e-mail system.  This system works well for an individual, but is not very functional for Public documents received by the Project Management Office or any of the production departments.  It is crucial that everyone understands that this policy is to be applied to e-mails as well as all electronic documentation.  

  The following chart outlines Project Management document categories.

  Project Management Directory Structure

   DIGITAL ONE LEGAL SOLUTIONS

                  |

o PRODUCTION

                                    |

o PROJECT MANAGEMENT

                                                       |

o <CLIENT NAME>

                                                                      |

o <CASE ID>

                                                                                   |

o CLARIFICATIONS

o CLIENT CORRESPONDENCE

o CLIENT EXPORT ARCHIVE

o PRODUCTION AUTHORIZATIONS &

INSTRUCTIONS

o SOURCE & DATA INFORMATION