




































 Humanities and Social Science Research; Vol. 2, No. 4; 2019 
ISSN 2576-3024   E-ISSN 2576-3032 

https://doi.org/10.30560/hssr.v2n4p67 

 67 Published by IDEAS SPREAD 
 

Research on the Management Mode of Project Archives from the 
Perspective of Project Management 

Ma Yanfei1 
1 M.Eng of School of Civil Engineering and Architecture, Anyang Normal University, Anyang, China 
Correspondence: Ma Yanfei, School of Civil Engineering and Architecture, Anyang Normal University, Anyang, 
China. Tel: 1-359-811-4693. E-mail: xifeng1234567 163.com 
 
Received: November 27, 2019; Accepted: December 13, 2019; Published: December 24, 2019 
 
The research is financed by the Humanities and Social Science Project of Education Department of Henan (No. 
2019-ZZJH-087) . 
 
Abstract 
By analyzing present situation and the characteristics of engineering archives management, analyses the 
engineering archives management the lack of support for the project management; The possibility of application 
of engineering files in project management is analyzed emphatically. Finally, combining with the actual situation, 
the paper gives the construction measures of the project archives management mode from the perspective of project 
management. 
Keywords: project management, engineering archives, application 
1. Introduction 
Project management refers to the enterprise engaged in project management, entrusted by the construction unit, 
carries out the whole process or several stages of management and services for the organization and 
implementation of the project on behalf of the construction unit according to the contract. Project management in 
China's construction industry has been implemented for more than 20 years, and has achieved great social 
significance and economic value. Engineering files are the "recorder" and "driver" of engineering project 
management, which will play a key role in the smooth development of engineering projects and the orderly and 
efficient implementation of project management. Therefore, the research of project archives management mode 
based on the perspective of project management has profound theoretical significance and practical value. 
1.1 Status Quo and Characteristics of Project Archives Management 
The documents, drawings and audio-visual materials with archiving and preservation value formed in the 
construction project activities are the main source of the project archives, which are the important reference basis 
for the project management, as well as the important technical support materials for the future construction, 
reconstruction, expansion and demolition of the project. At present, the characteristics of project archives 
management can be summarized into the following aspects: 
1.2 Project File Management and Project Management are Out of Line  
Due to the large number of units and personnel involved in the construction industry, and the complexity of project 
construction procedures, it is quite difficult to integrate project file management into project management. In 
addition, there are still many construction units and construction units' understanding of project files remains at 
the level of archiving and preparing for inspection, which leads to the fact that project files are mainly collected 
and arranged after the project, and the management of files is not integrated into the project management. This 
phenomenon will greatly affect the play of the inherent value of archives, at the same time, due to the lack of file 
support for project management, will also lead to project management loopholes, deviation, waste and even errors. 
1.3 Project Archives Management Personnel have High Mobility and Low Overall Professional Quality 
At present, due to the deviation of understanding of project files, many construction units or construction units are 
unwilling to invest manpower, material and financial resources in project files management. In order to save costs, 
some enterprises do not have fixed archives management personnel. During the project, they temporarily recruit 
and borrow relevant personnel from the society or other enterprises as project archives management personnel. 



hssr.ideasspread.org   Humanities and Social Science Research Vol. 2, No. 4; 2019 

 68 Published by IDEAS SPREAD 
 

This will lead to project records management practitioners or business quality uneven; Either one person manages 
the files of multiple projects at the same time, and due to his limited energy, he is tired of dealing with the work. 
1.4 Archives Management in the Traditional Mode, Information Management is Relatively Scarce 
Due to the wrong understanding of engineering files, coupled with the lack of investment, leading to the current 
stage of many enterprises engineering files management is still using manual sorting, paper media storage based 
on the traditional file management mode. This management mode has long been unable to adapt to the requirements 
of the development of today's information society, and at the same time this management mode has greatly 
restricted the play of the value of archives, indirectly leading to the lack of project management support for 
engineering archives. 
1.4 Part of the Project Records are not Objective, Inaccurate, and Even Suspected Fraud 
Due to the instability of file management personnel, the collection and arrangement of project files are mainly 
carried out after the completion of construction activities, which leads to the fact that the records of project files 
are often filled afterwards. Due to personnel changes in some engineering links, the parties can no longer be found 
when sorting out the files afterwards. In order to sort out the files, relevant personnel will make subjective 
assumptions about the contents of the files. Such meeting makes the content that project archives records is not 
objective, inaccurate, exist even false suspicion. 
2. Research on the Application of Engineering Files in the Whole Process of Project Management 
Engineering archives are records of construction activities generated in the process of project construction, as well 
as technical support materials for construction and construction. Engineering files are also an important part of 
engineering project management. Rational and appropriate use of file materials can drive the smooth progress of 
project management and is an important carrier of project management implementation. The application of project 
archives in the whole process of project management can be embodied in the following three aspects: 
2.1 Front-End Control 
In the early stage of the construction of an engineering project, the construction unit may, together with the design 
unit, the construction unit, the supervision unit, the construction archives management department, the project 
archives manager and other units and individuals, negotiate the standards and specifications for the collection and 
sorting of engineering archives, and specify the quantity and quality of engineering archives. From the early stage 
of the project to timely intervene in the management of files, through the standardization of engineering files, the 
project construction procedures, standards and quality more scientific and reasonable. At the same time, because 
the archives manager intervene in the project management in advance, it creates the condition for the next project 
archives to serve the project management in a timely and effective manner. 
2.2 Process Control 
In the construction phase of the project, to achieve a complete system of project files and timely archiving, it is 
necessary to establish a sense of responsibility "everyone is a file manager". Because engineering project 
construction is built during, the department that involves and personnel are numerous, each construction activity 
is carried out relatively frequently, whether project archives can assure continuity in time on content assure 
undertake sex, depend on special archives worker alone hard complete a task satisfactorily. This asks construction 
owner, construction technical personnel, supervise to supervise management personnel to want to have the 
responsibility of archives manager during construction, according to the requirement standard system in time of 
collect, sort out, report project archives data. At the same time of finishing the work of collecting and organizing 
files, the process of construction can be standardized through the scientific and systematic files, and the problems 
existing in the construction can be timely found through the reported files, which have created conditions for the 
scientific management of engineering projects. 
2.3 Back-End Control  
After the completion and acceptance of the project, the project files shall be handed over to the relevant 
construction management department. In the process of project operation, maintenance, reconstruction and 
expansion, the project files shall be timely reviewed to make the project files as an important technical support for 
the normal operation of the project. At the same time, we should continue to collect and collate the project project 
after the use of the archives, as far as possible to achieve the project archives systematic and integrity. 
3. Construction of Project Archives Management Mode from the Perspective of Project Management 
To become an integral part of project management, project archives management must innovate management mode 
and actively integrate into project management. By reforming the project management system, training or 



hssr.ideasspread.org   Humanities and Social Science Research Vol. 2, No. 4; 2019 

 69 Published by IDEAS SPREAD 
 

introducing the project archives management personnel, establishing and improving the project archives 
standardization system, promoting the project archives information management and other aspects, the project 
archives to participate in project management to create favorable conditions. 
3.1 The Reform of Project Management System Makes Archives Management an Important Part of Project 
Management 
Project archives objectively and faithfully record the whole process of project progress, which is the recorder of 
project management. At the same time, the project files can regulate the activities of the project, and the project 
files play a driving role. Project archives is an important carrier and gripper of project management. In order to 
integrate project archives management into project management and give play to the inherent value of project 
archives, it is necessary to change the current project management mode. The project file manager should 
participate in the project as the same as the construction technician, supervisor, quality supervision and testing 
personnel. At the same time, we should pay attention to the use of archival information on the construction of the 
front end, the whole process and the back end of tracking management, timely summary of archival data, find 
problems to solve in a timely manner. 
3.2 Increase Input, Train or Introduce Engineering Archives Professional Management Personnel 
Because the archives manager must directly participate in the project management work, this puts forward the 
higher request to the practitioner's professional quality. In order to train or introduce project archives management 
professionals, practitioners should have rich archives management experience and profound engineering 
background, and be competent for project management. We can train project file managers by "going out" and 
"inviting in", that is, send excellent file practitioners to domestic enterprises and institutions with advanced 
management concepts to learn from. Invite famous experts and scholars to give lectures on a regular basis. Efforts 
should be made to improve the professional qualities of archivists and reserve professional talents for high-level 
project management. 
3.3 Establish and Improve the Standardization System of Engineering Files 
Because the project archives should be used to drive the project management and guide the construction activities 
through the project archives, it is required to establish and perfect the project archives standardization system with 
a high starting point. The establishment and improvement of the standardization system should consider the actual 
management level of the enterprise and combine with the requirements of the local construction department for 
project files. Make clear the quantity and quality standard of corresponding project files in each construction 
activity link, guarantee the continuity of project files in time, guarantee the continuity of project files in content. 
3.4 Promote the Project Archives Information Management 
The traditional file management mode, which collects and collates engineering documents and drawings by hand, 
has been far from meeting the requirements of the development of today's information society. Simple use of 
Microsoft Office software, strictly speaking, can not be regarded as information management of archives. Archives 
information management is to collect and maintain project documents are required to follow the file classification 
arrangement of construction engineering, the construction of electronic documents and electronic records 
management requirements, unified data format and standard, the implementation file, drawing file cataloging and 
retrieval of automation, electronic documents fully automated storage and retrieval, image data. Only the 
information management of engineering files can make it more convenient to inquire, read and use files, improve 
the use efficiency of files, and provide necessary intellectual support for engineering project management. 
Although project archives should be integrated into project management and become an important part of project 
management, there are still many difficulties to be overcome, as long as we clearly understand that project archives 
management is an important carrier and gripper of project management, and innovate the project management 
mechanism, we can certainly make project archives play the role of project driver. Through the innovation of 
project archives management mode, record and drive the project management to carry out efficiently and orderly.  
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