Project Documentation and Archiving Report

Project closure documentation managed through informal emails or scattered file storage leaves organizations without a reliable record of what was produced during a project, how it was archived, and who signed off on the process. Documentation summaries are incomplete or inconsistent. Archiving steps are not recorded. Reviewers are identified verbally rather than in a formal record. Without a structured closure report, auditing or referencing a completed project's documentation requires more effort than it should.

The Project Documentation and Archiving Report template for SharePoint, built with Infowise Ultimate Forms, provides a structured report form that captures project identification details, a documentation summary, the archiving process followed, reviewer information, a scheduled review date, and a sign-off signature. Every report is stored as a complete, auditable record in SharePoint.

How it works

Project identification

The form captures the project title, project ID or number, a project description, the project manager's name, and the project start and end dates. Linking the documentation and archiving report to a defined project record with dates and a stated description ensures every report is clearly contextualized and that the reviewing team can locate and reference the project without consulting a separate system.

Documentation summary

A documentation summary section captures the key documents produced during the project as line items. This structured approach ensures that the closure report contains a complete, itemized list of what was created and archived, rather than a vague reference to project files. The summary provides the basis for confirming that all required deliverables have been accounted for before the project is formally closed.

Archiving process

A dedicated archiving process section captures the steps taken to archive the project documentation. Recording the archiving process as structured line items ensures that the methodology is documented alongside the documentation itself, providing an auditable record of how and where materials were stored, who was responsible, and what retention or disposal arrangements were made.

Review date, reviewers, and additional notes

The form captures a scheduled review date for the archived documentation alongside the names of the reviewers responsible for assessing the report. An additional comments and notes field gives the project manager the space to record any context relevant to the documentation or archiving process that is not captured by the structured sections.

Sign-off

The form closes with a signature field through which the project manager or responsible stakeholder formally endorses the documentation and archiving report. The signed record is stored as part of the report in SharePoint, creating an accountable, documented closure record without any paper-based process.

What you get

• A structured project documentation and archiving report capturing project title, ID, description, project manager, and start and end dates
• Documentation summary line items providing a complete, itemized list of project deliverables archived
• Archiving process line items recording the methodology, storage location, and retention arrangements
• Review date and reviewer identification for scheduled post-closure documentation review
• Sign-off signature field creating a formally endorsed closure record
• Every report stored as a complete, auditable record in a standard SharePoint list
• Filterable by project, project manager, or review date for portfolio-level documentation management
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Project Documentation and Archiving Report system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All report records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.