Once the Project Initiation Form (PIF)/Project Planning Guide (PPG) is approved by all parties, the Project Coordinator creates the project files.
The project files are the official project record and all project team members should forward relevant project documents to the Project Coordinator for filing. A standard file directory (for more complex projects) or file index format (for less complex projects, refer to Appendix E) shall be used for all projects. Either format can be tailored to the needs of each individual project.
Each set of files shall have an index, listing the contents and placement of all project documents.
For more complex projects requiring files to be kept in a file cabinet, a place-holder shall be inserted to identify (1) the folder in use, (2) the person removing the folder, and (3) the date the folder was removed whenever a folder is retrieved from the project files.
The Project Coordinator is responsible for maintaining all pertinent electronic files. This includes a scanned version of the approved PIF/PPG and EHS assignment notification email. Blueprints are managed on a case-by-case basis.
