2   Development Process

Handing Over Files

At the end of the project, clean up your filing system and discard paper that’s not worth keeping. If each writer has maintained separate files, collect the files and integrate them into a set of project files. When the project is finished, hand the files over to the person who will be maintaining the manual.

Each folder should contain:

• background materials that may be useful later, such as correspondence that sets out a policy
• interview notes
• review comments (these can probably be discarded at the end of the project)
• original artwork or photographs used in the text
• a clean copy of the final draft

Later on, if someone wants to find out where certain information came from, or what review comments were made, these can be located easily in the file for that section.

As the manual is revised over time, a copy of each subsequent approved section should be added to the file, together with information on the reason for the change. If necessary, you should be able to go back to the file and see what policy was in effect at any given time.