All projects involve documentation management and control. Both employers and employees work with various documents on a daily basis. As such, every document differs in its lifecycle, nature, and most importantly, its purpose. Documentation management and control is undergoing an evolution, as more and more documentation and information are not done on paper anymore; its format does not even resemble a conventional document. In the modern times we live in today, state-of-the-art technology and ideas are used to convey and share information as effectively as possible.

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The Importance of Documentation Management and Control

• The management and control of documentation should not be seen or presented as being bureaucratic or authoritarian. It should rather be viewed as providing an efficient way of sharing information, knowledge, and thinking between employees involved in a project. Thus, all involved should not find it hard to consult their project’s documentation repository in search of content relevant to them. Documentation management and control should allow employees to lodge in the repository any documented information which is of value to them.

Self-documenting Management and Control

Technical solutions improve all the time. That is why self-documenting components is becoming all the more sensible. The process of self-documenting ensures that there is no separate document that should be created, stored, accessed, and read – the information is directly within the component itself. Apart from playing an important role in business-to-consumer eSolutions, self-documenting are also involved in the documentation and information below.

• User manuals and help information should be incorporated as context-sensitive, on-line information;
• User procedures should be presented through a workflow system;
• Analysis, design, and development tools should be self-documenting;
• Training materials should be designed for electronic self-study; and
• Development standards for source code should be easily understood and followed by others.

Before the evolution of documentation management and control, the traditional IT-view of documentation was one-dimensional, as there was a document which reflected each major stage in the evolution of a project. However, a better view of a project’s documentation, information and knowledge is now available as it forms a matrix which reflects different types of information, at different stages, for different issues, within the overall business solution. This matrix consists of two dimensions, namely the type of document or information, and the aspect of the project to which it relates.