Digital and data management approach

The digital and data management approach describes how a project will plan, manage, and control the use of digital technology and data throughout its lifecycle. It sets out the techniques, standards, responsibilities, and resources required to ensure digital tools are applied effectively and that data is created, stored, and shared securely and accurately.

This approach ensures that:

• Digital technology supports both project controls and specialist project work.
• Data is managed in line with organisational policies, legal requirements, and security standards.
• Information is accurate, accessible, and traceable across the project ecosystem.
• Variances from organisational digital or data standards are justified and approved.

It covers areas such as:

• Use of digital tools and platforms
• Data creation, storage, and access management
• Information security and compliance
• Roles and responsibilities for managing digital technology and data

Life cycle

The digital and data management approach is applied throughout the project, aligning with PRINCE2’s processes:

1. Starting up a project (SU) – Minimal activity takes place here, apart from noting any likely digital technology or data management needs that the project may have.
2. Initiating a project (IP) – The digital and data management approach is created and facilitated by the project manager. It defines the scope of data to be managed, the required digital tools, and the approach to ensuring data quality, security, and accessibility. The project manager will normally use a template from the programme or organisation (if available) to review and finalise the digital and data management approach.
3. Directing a project (DP) – The project board will approve and baseline the digital and data management approach as part of approving the project initiation documentation.
4. Controlling a stage (CS) – The project manager monitors compliance with the approach during day-to-day work. This includes ensuring correct use of digital tools, running regular data quality checks, verifying backups and encryption, and escalating issues where required.
5. Managing product delivery (MP) – Team managers and work package leaders apply the agreed digital and data practices in their delivery work. They ensure correct data capture, follow naming/versioning rules, and provide accurate records for integration into project systems.
6. Managing a stage boundary (SB) – The project manager can review the effectiveness of digital tools and data processes at the end of each stage, and update the approach if necessary. The digital and data management approach may be updated if there are changes to digital technology, data requirements, responsibilities, or security considerations.
7. Closing a project (CP) – The project manager uses the original digital and data management approach to confirm that data management requirements have been met, systems are handed over if needed, and lessons learned are captured.
8. After the project – The business level (corporate, programme management, or operational teams) takes over responsibility for maintaining data and digital systems, in line with the agreed retention and security policies.

Contents

A digital and data management approach document will normally include:

• Scope: The data to be managed and the digital tools to be used.
• Digital technology requirements: Tools and systems to support both project management and specialist work.
• Data management requirements: Data sources, storage, security, privacy, analysis, quality assurance, access rights, and post-project handling.
• Procedures: Processes for creating, updating, securing, and disposing of data.
• Responsibilities: Who is responsible for each digital or data management activity.
• Timing: Key milestones for system implementation, audits, or reviews.
• Supporting tools or systems: Technology platforms and software to be used.
• Standards: Applicable organisational or industry standards for data and digital management.
• References: Links to related documents or corporate guidance.

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Written by Frank Turley.

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