Who decides which project records can be deleted after closure?
Unassigned records disposition authorityThe project manager should coordinate disposition with the organization's records, legal, privacy, and business owners. Apply approved retention schedules and any holds to each record class. Closure is not automatic permission to delete evidence or keep personal information indefinitely.
What to do now
- Classify records and responsible owners
- Confirm retention schedules and holds
- Approve archive access and disposition actions
- Document any authorized deletion or transfer
When to escalate
A retention obligation is unclear or a legal hold may apply.
The sponsor and accepting business or service owner
Example
Draft working copies are reviewed separately from contracts and formal acceptance evidence.
Mistake to avoid
Deleting the working folder immediately after sponsor sign-off.
Prevent a repeat
Verify that transferred obligations and important lesson actions are completed after the project closes.
Suggested ApprovedFlow setup
- Projects
- Documents
- Tasks
- Approvals
Keep the closure decision and final evidence with the project and transfer accepted residual actions to named ongoing owners. See the platform
Related cases
- Delivery is accepted, but financial records are unfinished. Can the project close?Different delivery and financial closure states
- When should I release team members from a closing project?Unplanned resource release
- Who owns benefits after the project team leaves?Unassigned benefits accountability
- The change request has no owner after approval. Who is responsible?Unassigned change implementation