BACHELORS IN PROJECT MANAGEMENT
YEAR 2 SMESTER 1
MODULE: Records and Information Management
DATE ISSUED: 6th AUGUST 2023
SUBMISSION DATE: 13TH OCTOBER 2023
TOTAL MARKS: 50
Instructions
 With the aid of a minimum of five literature sources provide a solution to the case
below. (50 Marks).
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Make sure you have answered all parts of the assignment question
All answers are to be written using clear English.
The assignment font is Times New Roman size 12 and 1.5 spacing.
A minimum of five (5) references is required for this assignment. (10 Marks)
Note that plagiarism is considered an academic offence.
NB: Submit soft copy on Moodle and a hardcopy to the lecturer
1. Records are one of the most vital components of any project. Immense new project
information and a number of different records and documents will be created during
the lifecycle of a project. Records are the only mechanism for maintaining traceability
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of various activities done and decisions made during the course of project. However,
Project Management is a controlled approach to managing projects. Part of that control
involves preparing detailed documentation relating to the planning, monitoring,
ongoing management and closure of a project. It can be challenging to determine how
to appropriately and effectively classify these records using a functional business
classification scheme. A functional business classification scheme divides records into
categories based on functions, activities and transactions. In contrast, project managers
often like to group records according to phases of a project or the project management
task they relate to. This document outlines some options for the classification of project
management records and issues to consider when selecting a suitable approach. Factors
influencing the classification approach when deciding on which approach to use for the
classification of project management records, it is important to consider the types of
projects being undertaken by the organisation, for example their size, complexity and
level of risk. For example, high risk projects will require more detailed records, and
more rigorous control over the records, than low risk projects. It is also imperative to
consider the scope of projects, for example whether they cut across many functions or
only relate to a single function, functionality of the electronic document and records
management system. Extent to which project management methodologies are adopted
across the organisation, or just in particular business units. For example, if the entire
organisation uses strict project management methodology it may suggest greater scope
for aligning classification of records to project management steps, Organisational
culture. An organisation already accustomed to following defined processes and
procedures may adapt more readily to strong controls on classification. As with
developing a business classification scheme, consultation and negotiation with users is
essential to ensure the selected approach meets their needs.
Your Task
2. In view of the above, use your project knowledge, to design a classification system for
Projects Records for a department/organization of your choice. (50 marks).
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Components
Marks
Introduction
5
Classification scheme
20
Justification
15
In text Citation
5
Reference
5
Total
50
3
Marks Awarded