During the initiation phase of a project, the project manager needs to establish how project documents and data will be managed, including who has permission to view and modify them. Which of the following is the BEST way to formally define and control these permissions?
Grant document access when assigning tasks
Assign roles and responsibilities in the RACI matrix
Specify communication methods in the communication plan
Document permissions in the records management plan
Documenting permissions in the records management plan is the best way to formally define and control who can access and modify project documents and data. The records management plan outlines procedures for handling project records, including storage, retrieval, and access rights, ensuring that all team members understand their permissions. While the communication plan specifies how information is shared among stakeholders, it does not address access permissions. The responsibility assignment matrix (RACI) defines roles and responsibilities but doesn't detail document access levels. Granting document access when assigning tasks is a reactive approach that can lead to confusion or delays; it's more effective to define access requirements proactively in a formal plan.
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What is a records management plan?
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What is a RACI matrix and how is it used in project management?
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Why are communication plans important in project management?