Project Repository Setup Record Template – Free Word Download
Introduction
In the digital age, a project does not exist solely in the minds of the team members or on a physical whiteboard. It exists in the cloud, on servers, and within databases. The “Project Repository” is the digital nervous system of the initiative. It is where the charter lives, where the budget is tracked, where the code is committed, and where the risks are monitored. If this system is set up poorly, the project suffers from what is known as “information friction.” Team members waste hours searching for the right link, they work on outdated documents because they couldn’t find the new ones, or worse, they accidentally delete critical files because permissions were too loose.
The Project Repository Setup Record is a technical governance document. It is not a plan of what you hope to do; it is a verification log of what you have built. It confirms that the digital environments are instantiated, secured, configured, and ready for the team to inhabit. Think of it as the “Certificate of Occupancy” for your project’s digital office.
This template guides the Project Manager (often working alongside an IT Administrator) through the specific steps of configuring the project’s ecosystem. It covers the selection of tools (e.g., SharePoint vs. Jira vs. GitHub), the implementation of the folder taxonomy defined in previous templates, the application of security groups, and the establishment of backup protocols.
By completing this record, you provide the Project Sponsor and the IT Security team with the assurance that the project data will be safe, accessible, and recoverable. It transforms the abstract concept of “collaboration” into a concrete, managed infrastructure.
Section 1: Repository Ecosystem Architecture
Purpose of This Section
Modern projects rarely live in a single tool. You might use Microsoft Teams for chat, SharePoint for documents, Jira for task tracking, and GitHub for code. This creates a “fragmented repository.” This section forces you to map out this ecosystem so everyone knows which tool is the “Master” for which type of data.
Step-by-Step Guidance
Create a “System Map” that defines the authorized tools. This prevents “Shadow IT,” where team members start using unauthorized tools (like personal Dropbox accounts) because they don’t know where the official storage is.
1. Define the Core Components:
Identify the tools authorized for the project.
- Document Management System (DMS): Where Word/Excel/PDF files live (e.g., SharePoint, Google Drive).
- Work Management System (WMS): Where tasks and tickets live (e.g., Jira, Asana, MS Project Online).
- Communication Hub: Where ephemeral chat happens (e.g., Slack, MS Teams).
- Code/Asset Repository: Where raw source material lives (e.g., GitHub, Adobe Creative Cloud).
2. Define the “System of Record”:
For each data type, declare the single source of truth.
- Rule: “If the requirements exist in both a Word Doc and a Jira Ticket, the Jira Ticket is the Master.”
The Ecosystem Mapping Table
Use the table below to configure your specific environment.
| Data Type | Authorized Platform | URL / Location ID | System Owner |
| Formal Deliverables | SharePoint Online | https://company.sharepoint.com/sites/Proj-001 | IT Dept |
| Task Tracking | Jira Software | https://company.atlassian.net/projects/PRJ | PMO |
| Source Code | GitHub Enterprise | github.com/org/repo-001 | Lead Developer |
| Team Chat | MS Teams | Channel: Project Alpha General | Project Manager |
| Meeting Recordings | Microsoft Stream | Group ID: 9928-2281 | Project Manager |
Integration Verification
Check if the tools talk to each other.
- Verification: “The Jira project is successfully linked to the GitHub repository. Commits in GitHub automatically update the Jira ticket status.” (Check Box: [x] Verified).
Section 2: Directory Structure Implementation
Purpose of This Section
In Template 85 (Records Management Classification), you designed the theoretical folder structure. In this section of the Setup Record, you verify that you have actually created it. This is the “As-Built” verification.
Step-by-Step Guidance
1. Provisioning the Root Site:
- Confirm the creation of the main project site or folder.
- Action: “Created Site Collection ‘PRJ-001’ on Oct 12, 2024.”
2. Implementing the Taxonomy:
- Do not leave the structure empty. Create the empty folders now so the team knows where to file things.
- Checklist:
- [ ] 00_Management
- [ ] 01_Financials
- [ ] 02_Requirements
- [ ] 03_Technical
- [ ] 99_Archive
3. Setting “Content Types” (Advanced):
If using a system like SharePoint, confirm that you have enabled specific metadata columns.
- Configuration: “Added mandatory columns: ‘Document Status’ (Draft/Final) and ‘Review Date’.”
4. The “Template Library”:
Create a specific folder named _Templates and populate it with the standard forms (Project Charter Template, Status Report Template).
- Why: This ensures team members don’t download old templates from the internet. They use the pre-loaded ones in the repo.
Verification Statement
“I certify that the folder structure has been initialized according to the corporate taxonomy standard v2.0. All top-level folders are present, and the ‘Read Me’ file has been placed in the root directory.”
Section 3: Permission Groups and Access Control (RBAC)
Purpose of This Section
Security is paramount. You cannot give everyone “Admin” access, or someone will accidentally delete the budget. Conversely, if you lock it down too tight, work stops. This section records the configuration of “Role-Based Access Control” (RBAC).
Step-by-Step Guidance
Define the Security Groups. Usually, you need three or four tiers.
Tier 1: Project Admins (Full Control)
- Rights: Create/Delete folders, change permissions, delete files.
- Members: Project Manager, Project Coordinator, IT Support.
Tier 2: Core Team (Contribute / Edit)
- Rights: Create files, edit files, delete their own files (but not folders).
- Members: Business Analysts, Developers, Leads.
Tier 3: Stakeholders / Extended Team (Read Only)
- Rights: View and download files. Cannot edit or delete.
- Members: Project Sponsor, Steering Committee, Subject Matter Experts.
Tier 4: Financial Auditors (Restricted View)
- Rights: View only the ’01_Financials’ folder.
- Members: Finance Controller.
The Access Control List (ACL) Record
Document exactly who was added to which group at setup.
| Security Group Name | Permission Level | Initial Members (User IDs) | Purpose |
| PRJ001_Owners | Full Control | jsmith, admin_acct | Site Administration |
| PRJ001_Members | Edit / Contribute | dev_team_all, qa_lead | Daily Work |
| PRJ001_Visitors | Read Only | exec_team_all, sponsor | Oversight |
| PRJ001_Confidential | Restricted | jsmith, cfo_user | Sensitive Budget Data |
Important Tip: Inheritance Breaking
Note any folders where permission inheritance is broken.
- Example: “The ’01_Financials’ folder does not inherit permissions from the parent site. Access is restricted exclusively to the ‘Confidential’ group.”
Section 4: External Access Configuration (Guest Users)
Purpose of This Section
Most projects involve vendors, contractors, or clients. These people are outside your corporate firewall. You need to configure how they get in without exposing the entire company network. This section governs “Guest Access.”
Step-by-Step Guidance
Consult your IT Security Policy before filling this out.
1. Enabling External Sharing:
- Is external sharing turned on for this specific site?
- Status: [ ] Disabled (Internal Only) [ ] Enabled (Authenticated Guests) [ ] Enabled (Anonymous Links – Not Recommended)
2. Domain Whitelisting:
- Restrict access to specific partner domains.
- Configuration: “Sharing is only permitted with email addresses ending in
@vendor-company.comand@client-corp.com.”
3. Expiration Policies:
- Set a time limit on guest access.
- Policy: “Guest accounts will automatically expire after 90 days unless renewed by the Project Manager.”
4. The “Guest Sandbox”:
Often, it is safer to create a separate folder or site just for vendor exchange, rather than letting them into the main project site.
- Setup: “Created a sub-site ‘PRJ-001-Vendor-Exchange’. Vendors have Edit rights here. Internal team copies approved files from the main site to this sandbox.”
Verification Check
- [ ] “I have verified that external guests cannot access the internal ‘HR’ or ‘Financial’ folders.”
- [ ] “I have tested the login process with a dummy external account to confirm visibility restrictions.”
Section 5: Versioning and Collaboration Settings
Purpose of This Section
Technical settings determine how the team interacts with files. If two people try to edit a file at once, does the system merge the changes, lock the file, or create a conflict copy? This section configures the “Rules of Engagement” for the software.
Step-by-Step Guidance
1. Version History Settings:
- Question: How many versions do we keep?
- Recommendation: Keep at least 500 major versions. Storage is cheap; recreating a lost paragraph is expensive.
- Config Record: “SharePoint Library Settings > Versioning Settings > Create major and minor (draft) versions. Limit: 500.”
2. Check-Out Requirement:
- Option: “Require documents to be checked out before they can be edited?”
- Pros: Prevents overwrite conflicts.
- Cons: People forget to check files back in, locking everyone else out.
- Decision: “Disabled for general files. Enabled for the ‘Final Contracts’ folder.”
3. Content Approval (Gatekeeper Logic):
- Option: “Require content approval for submitted items?”
- Use Case: Use this for the “Deliverables” folder. A team member uploads a file, but it is not visible to the Sponsor until the PM clicks “Approve.”
- Config Record: “Enabled on Library: ’05_Deliverables’. Approver: Project Manager.”
4. Offline Sync:
- Security Note: Do you allow users to sync files to their local laptops (e.g., via OneDrive Sync)?
- Decision: “Allowed only for corporate-issued devices. Blocked for personal devices.”
Section 6: Workflow and Automation Setup
Purpose of This Section
Modern repositories are active, not passive. They can send alerts and trigger flows. This section records any automations you have set up to assist with project management.
Step-by-Step Guidance
List the automated rules active on the repository.
1. Alert Me (Notifications):
- Setup: “The Project Manager has subscribed to ‘Immediate Alerts’ for any deletion event in the repository.” (This helps catch accidental deletions instantly).
2. Approval Workflows:
- Setup: “Power Automate Flow ID #442 is active. When a file is uploaded to ‘Invoices’, an approval email is sent to the Finance Director.”
3. Reminder Flows:
- Setup: “A script runs every Friday at 4:00 PM scanning the ‘Risk Register’. If a risk has not been updated in 30 days, it emails the Risk Owner.”
4. Ticket Integration:
- Setup: “Jira is configured to prevent closing a ticket unless the ‘Fix Version’ field is populated.”
Documentation of Scripts
If you are using custom scripts, paste the location of the source code here.
- Reference: “Custom automation scripts are stored in the repository under
00_Management/Scripts.”
Section 7: Backup and Data Retention Verification
Purpose of This Section
You assume IT is backing up your data. This section forces you to verify it. Do not rely on assumptions.
Step-by-Step Guidance
Contact your IT Helpdesk or System Admin to get these answers.
1. Backup Frequency:
- Record: “Snapshots are taken every 4 hours. Full backups are performed nightly at 2:00 AM.”
2. Retention Policy (Recycle Bin):
- Record: “Deleted files are retained in the First-Stage Recycle Bin for 30 days. They are retained in the Second-Stage (Admin) Recycle Bin for an additional 60 days. Total recovery window: 90 days.”
3. “Litigation Hold” Status:
- Record: “This site is NOT currently under a legal hold.”
4. Disaster Recovery (DR) Test:
- Action: Ask IT, “If the region goes down, where is my data?”
- Record: “Data is geo-replicated to the secondary data center in [Region B].”
The “Opps” Drill
It is highly recommended to perform a “Restore Test” during week 1.
- Test: Delete a dummy file. Try to restore it yourself from the Recycle Bin.
- Result: [ ] Passed. (Time to restore: 2 minutes).
Section 8: The “Read Me” and Onboarding Kit
Purpose of This Section
A repository is useless if new team members don’t know how to use it. You must create a “Welcome Mat.” This section verifies that the instructional content is in place.
Step-by-Step Guidance
Confirm the existence of the onboarding artifacts.
1. The 00_README.txt File:
- Every repo must have this file at the root.
- Content Check: Does it contain the project name, the PM’s contact info, and a link to the Naming Convention Guide?
2. The Wiki / HomePage:
- If using SharePoint or Confluence, configure the “Home” page.
- Components:
- Project Vision Statement: (Front and center).
- Key Links: (Link to Jira, Link to Budget, Link to Calendar).
- Team Roster: (Who is who).
- “How to File” Guide: (A graphical cheat sheet of the folder structure).
3. The Onboarding Access Package:
- Setup: “Created an ‘Onboarding’ request type in the IT Service Portal. When a new user is added to this group, they are automatically granted access to the Repo, the Jira Board, and the Teams Channel.”
Section 9: Setup Sign-Off and Handoff
Purpose of This Section
This documents the moment the repository transitions from “Under Construction” to “Live.” It transfers ownership from the IT Admin (who built it) to the Project Manager (who owns it).
Step-by-Step Guidance
1. IT Administrator Declaration:
“I certify that the repository has been provisioned according to the specifications above. Access groups are active, and backup policies are applied.”
- Name: _______________________
- Signature: ___________________
- Date: ________________________
2. Project Manager Acceptance:
“I have verified the permissions and structure. I accept responsibility for managing the user access list and ensuring data integrity within this environment.”
- Name: _______________________
- Signature: ___________________
- Date: ________________________
3. Link Distribution:
“The Go-Live link https://… will be distributed to the stakeholder list on [Date].”
Conclusion – Project Repository Setup Record Template – Free Word Download
The Project Repository Setup Record is the foundation of digital order. By completing this template, you have moved beyond the amateur approach of “just emailing files around” to a professional, enterprise-grade data management strategy.
This record serves two distinct future purposes. First, it is a troubleshooting guide; if someone claims they cannot access a file, you can check the Permission Group settings documented here to see why. Second, it is an audit tool; when the internal auditor asks how you secured client data, you can produce this record as proof of due diligence.
Do not rush this step. A repository that is set up correctly in the first week will save hundreds of hours of frustration over the course of the project. It ensures that the “Single Source of Truth” remains truthful, accessible, and secure.
Meta Description:
A template for documenting the setup of the project’s digital environment. Covers platform selection, folder structure, permission groups, external access, and backup verification.
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