For Archive Compass
Effective Date: [DATE]
This SOP outlines the standardized process for delivering genealogy and archival research projects at Archive Compass. It ensures consistent quality, efficient resource utilization, and client satisfaction by defining clear steps, responsibilities, and checkpoints.
This SOP applies to all research projects undertaken by Archive Compass, including:
- Locating historical records (e.g., birth, marriage, death certificates).
- Tracing family lineages and genealogical trees.
- Archival searches for legal, academic, or personal purposes.
- Custom research requests involving historical archives, libraries, and databases.
It is applicable to all team members involved in project delivery, including researchers, project managers, and quality assurance personnel.
| Role | Responsibility |
|---|---|
| Project Manager | Overall project oversight, client communication, milestone tracking. |
| Research Specialist | Conducting archival research, ensuring accuracy, and preparing deliverables. |
| Quality Assurance | Reviewing deliverables for accuracy, completeness, and adherence to scope. |
| Client | Providing initial information, approving milestones, and accepting deliverables. |
Purpose: Define the project scope, objectives, and deliverables.
Steps:
1. Client Intake:
- Collect client details via intake form on [WEBSITE_URL] or during consultation.
- Gather initial project requirements, including:
- Type of records sought (e.g., birth certificates, census data).
- Geographic focus (e.g., U.S., Europe, specific regions).
- Time period of interest.
- Purpose of research (e.g., legal, personal, academic).
- Confirm client budget and timeline expectations.
Scope Definition:
- Draft a Project Scope Document (PSD) outlining:
Project Kickoff:
- Assign a Project Manager (PM) and Research Specialist (RS).
- Schedule a kickoff call with the client to confirm scope and next steps.
Owner: Project Manager
Timeline: Within 3 business days of client intake.
Purpose: Assign appropriate resources to ensure timely and accurate project completion.
Steps:
1. Research Tools:
- Identify required tools and subscriptions (e.g., Ancestry.com, FamilySearch, local archive access).
- Allocate budget for paid database access if needed.
Team Assignment:
- Assign Research Specialists based on expertise (e.g., regional knowledge, language skills).
- Confirm availability of Quality Assurance personnel for review.
Resource Scheduling:
- Create a project timeline in [PROJECT MANAGEMENT TOOL] (e.g., Trello, Asana).
- Allocate time for research, quality checks, and client reviews.
Owner: Project Manager
Timeline: Within 2 business days of project kickoff.
Purpose: Establish clear checkpoints to track progress and ensure alignment with client expectations.
Steps:
1. Define milestones based on project scope:
- Milestone 1: Initial findings summary (e.g., 2 weeks).
- Milestone 2: Draft deliverables (e.g., 4 weeks).
- Milestone 3: Final deliverables (e.g., 6 weeks).
Share milestone schedule with the client for approval.
Track milestone progress in [PROJECT MANAGEMENT TOOL].
Owner: Project Manager
Timeline: Within 5 business days of project kickoff.
Purpose: Maintain transparent and consistent communication with clients.
Steps:
1. Weekly Updates:
- Send progress updates via email every Friday.
- Include completed tasks, upcoming milestones, and any issues.
Milestone Reviews:
- Schedule virtual meetings to review milestone deliverables.
- Document client feedback and update project plan accordingly.
Response Time:
- Respond to client inquiries within 1 business day.
Owner: Project Manager
Purpose: Ensure deliverables meet quality standards and client expectations.
Steps:
1. Internal Review:
- Research Specialist submits findings to Quality Assurance for review.
- QA checks for:
- Accuracy of data (e.g., correct dates, names, locations).
- Completeness of deliverables.
- Consistency with project scope.
Owner: Quality Assurance
Purpose: Manage changes to project scope, timeline, or deliverables.
Steps:
1. Client Submission:
- Client submits a Change Request (CR) via email or during milestone review.
Impact Assessment:
- PM evaluates the impact on timeline, cost, and resources.
- Update the Project Scope Document if necessary.
Approval:
- Share updated scope and cost with the client for approval.
Implementation:
- Adjust project plan and communicate changes to the team.
Owner: Project Manager
Purpose: Define standards for client acceptance of deliverables.
Criteria:
- All requested records are located or documented as unavailable.
- Genealogical charts are accurate and visually clear.
- Reports include citations for all sources used.
- Deliverables match the approved Project Scope Document.
Owner: Client
Purpose: Finalize the project and identify lessons learned.
Steps:
1. Final Delivery:
- Submit final deliverables to the client via secure file transfer.
- Obtain written confirmation of acceptance.
Retrospective Meeting:
- Conduct an internal meeting to review:
Archive Project:
- Store project files in [DOCUMENT MANAGEMENT SYSTEM] for future reference.
Owner: Project Manager
Timeline: Within 5 business days of final delivery.
This SOP will be reviewed quarterly to ensure alignment with industry practices and client needs.
Next Review Date: [DATE]
By adhering to this SOP, Archive Compass ensures consistent, high-quality project delivery that meets client expectations and maintains our reputation as a trusted partner in genealogical and archival research.
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