Is it really important to have IT documentation? How can I get started?

Can you imagine trying to find an object in a house you have never stepped foot into?  Well, that is what it is like for an IT person to work on a network they have never looked at before. It’s a puzzle that you put together piece by piece, inch by inch. This leads to longer support times (and sometimes costs) while you wait for the support professional to get the lay of the land. Documentation is the map for any IT person to understand your system and get to the root causes of any issues much faster. Documentation can take many forms, from a formal system for IT administration to a simple Word or Excel document in a secured location (like One Drive or even Dropbox).  

Understanding the Value of IT Documentation

IT documentation provides a clear understanding of your systems, processes, and data. While it might seem like a chore (and it is!), it's essential for several reasons:

• Efficiency: Clear documentation streamlines troubleshooting and problem-solving.
• Continuity: In the case of employee turnover, documentation ensures a smooth transition.
• Compliance: Many industries have specific documentation requirements (HIPPA and PCI for example carry documentation regulations)
• Security: Proper documentation helps identify and address security vulnerabilities.
  Getting Started with IT Documentation
• Identify Critical Systems: Begin by documenting your most essential systems, such as your network, servers, and software applications.

Suggestion: Use your phone camera to take photos of all important hardware – routers, servers, switches, etc.. take photos of the front and back of each device. Clearly show what is plugged into what and where. This will help anyone troubleshooting remotely get an idea of where things are. 

• Create a Documentation Plan: Outline the scope of your documentation project and assign responsibilities.
• Gather Information: Collect information from your IT team, employees, and vendors.
• Organize Documentation: Use a consistent format and structure for your documents.
• Update Regularly: Ensure your documentation is always up-to-date.

Types of IT Documentation

• Network Diagrams: Visual representations of your network infrastructure. Use Visio or text boxes in Word to map out your network topology.
• System Inventories: Lists of hardware and software components. Your MSP (if you have one) should be able to provide an asset list.
• SOPs and Policies: Instructions for employees on how to use systems and applications. These might also be called SOP’s for internal processes. Include any security or access policies employees should adhere to
• Disaster Recovery Plans: Procedures for recovering from system failures or disasters. This would also lead to a wider-reaching business continuity plan.

Tips for Effective Documentation

• Keep it Simple: Avoid technical jargon and use clear language.
• Use Diagrams: Visuals can help clarify complex concepts.
• Version Control: Track changes to your documents.
• Involve Your Team: Encourage employees to contribute to the documentation process.

IT documentation is an ongoing process. By investing time and effort into creating and maintaining comprehensive documentation, you can improve your business's efficiency, security, and overall operations. Anytime there is a change to software, hardware or connectivity, a general rule of thumb is that the resultant documentation should be updated. Perform quarterly reviews of your documentation to make sure everything stays updated.