Managing Project Files
Strategies for Applying Retention to Project Files
Why Isn't There a "Project Files" Records Series?
Even when records are grouped by the project to which they relate, retention requirements are based on the business functions/purposes the records document.
Apply retention by focusing on the function/purpose of the project, rather than the fact that it was managed as a project.
Some Common Ways of Applying Retention to Project Records
Specific Types of Projects
There are records series for certain specific types of projects. Examples include:
- Applications/Systems – Implementation Projects (DAN GS 14037 / GS2024-002)
- Capital Construction Projects – Project Administration and Process (DAN GS 21014 / GS2024-006)
- Process Improvement (DAN GS 09012 / GS2024-020)
Purpose of the Project
Retention can be based on the purpose of the project. Many projects relate to the development of something, so look for records series that include the word “development” in their title or description. Examples include:
- Policies and Procedures – Agency Core Mission (DAN GS 10002 / GS50-01-24)
- Publications – Development (DAN GS 15009 / GS2024-022)
- Studies (Major) – Working Papers/Development (DAN GS 09030 / GS2024-028)
Different Aspects of the Project
Retention can also be applied to the different aspects of managing a project. Examples include:
- Business/Work Plans (DAN GS 09008 / GS50-01-38)
- Organizing/Monitoring Work in Progress (DAN GS 50011 / GS2016-008)
- Reporting Internally – Routine Program/Project/Work Unit Reports/Statistics (DAN GS 09029 / GS50-06F-03)
Last Updated: April 2026