Documentation in Project Management – Definition and Meaning
Documentation in project management refers to the systematic collection, creation, and management of all relevant documents, records, and information that arise or are required throughout a project’s lifecycle. It is used to ensure transparency of project activities, make decisions traceable, and preserve knowledge. Project documentation typically takes place during all project phases and includes plans (e.g., project plan, communication plan), reports (e.g., status reports, final report), protocols (e.g., meeting minutes), specifications, and contracts.
Example, best practice, and further information
In a software development project, documentation might include the original project plan, detailed requirement specifications, architecture diagrams, test protocols, and user manuals. A best practice is to keep documentation up to date, accessible, and version-controlled throughout the project. This aligns with knowledge management as described in the PMBOK Guide and with agile documentation principles (e.g., “working software over comprehensive documentation”, but not “no documentation”). Good documentation supports project control, communication, onboarding of new team members, and learning from experience for future projects.
