DocumentRegisterForm_img1.gif 3. Document Register Form
A form is attached that can be used if in the control of documents you do not have access to a SharePoint One Stop Shop. The SharePoint One Stop Shop is discussed in my book Managing and Implementing SharePoint Projects and describes how you can create as part of the delivery of SharePoint a special site to manage and store your SharePoint documents as described in the Glossary (Products).
If you do not have a SharePoint One Stop Shop, read on anyway, then check out the form at the end of this section.
If you do have a SharePoint One Stop Shop then you could simply define a document library called SharePoint Project Documents with the following columns defined:
  • Document Title
  • Document Reference Number and Version
  • Location
  • Date
  • Issue To, if outgoing document
  • Source, if incoming document
  • To be Retained (Y/N)
In either case, you will need to use the form when storing documents against the project. To help you do this we need to describe each of those columns.
Document Title. This is the title of the document, not the physical name of the document. For example, if the physical name of the document is userreqs.doc and the title is called User Requirements then the document title you enter here is User Requirements.
Document Reference Number and Version. All documents should have a reference number. For example, the SharePoint Quality Plan refers to several documents; Project Plan, Risk Management Plan, Configuration Plan - for example. Therefore each document entered into the register would have a reference number and a version number. A good document reference number for SharePoint would be something like SPS[Acronym of Document][Contract Number]; where SPS = SharePoint, [Acronym of Document] could mean QUAL for Quality Document, and [Contract Number] could mean the contract number designated by the client relevant to the delivery of SharePoint.
Location. The physical or electronic name of the location where the document is located. For example, if the physical location is Cabinet A in Room 400 then you could enter CABA - RM 400. If the location is on a fileshare called PMO and located in a folder called SharePoint then you would enter the target folder relevant to the document on that share.
Date. The date when the file was updated
Issue To. The name / initials of the individuals who will receive the document (potentially those who would sign off the document)
Source. The name / initials of the individual who created the document, or the person would needs to control the document within the project.
To be Retained (Y/N). All documentation would be controlled of course, but some documentation is transient. For example the project could receive some data which must be injected into a system specification for SharePoint. For example, the SQL Team may have produced core system specs for SQL, but that data would end up in the System Specification document. Therefore, its likely that this document would not be retained. However, if the document is say a SharePoint Quality / Project Plan then the document would be retained. It is useful to identify the retention plan of the document but use the Source and Issue to help you identify whether the document is to be retained.