Documentation

Documentation is usually the part of IT project that no-one wants to do. Usually it is done under much pressure from executives and in hurry. It is usually review by executives, who have no idea what should be documented and how. Quite often documentation is handled as a separate project, so once it is completed, it is done. No-one usually updates any form of documentation. Usually everything is referred that is is documented. This approach leads to documentation that is misleading, outdated and it is missing most of critical information.

I have to admin, that I am just like every other IT guy when it comes to this. Well, at least I was when I was junior in IT. I know its not that easy to get started with documentation or keep documentation updated, but it is really worth the effort. I have to admit that good and updated documentation makes your life easier and it actually saves time and money.

Here is few tips to get started with your documentation journey: 

1. Scope 
If you are starting to write documentation, define scope for your documentation. Start with high level documentation and when it is completed, thrill in a bit deeper. For example start with device and software inventory, if you don't have one, or if its not up to date. 

2. Focus
Think about the big picture when you start documentation. When you start, you can't document everything (not at once at least). My goal usually is document to the level that other IT professionals who have good understanding if the products used could continue if I get hit by bus the next morning. This usually mean basic things and then the settings and changes to "common" settings.

3. Automation/scripts
Invest a time to automate your collection for configuration details. There are number of scripts available to gather details of systems, I have used powershell scripts to gather logs and settings from Windows systems.

4. Change management
Log all changes. If you don't have money to invest on proper change management system,  you can have just simple excel sheet where you note date, name, change and systems is affected.

5. Keep documentation updated
Create documentation update clock/calendar. Do this at least once a year, but preferetly few times a year. Update changes to official documentation from your change log. Run your documentation scripts, store password store to backup location 

Image is borrowed from https://www.rabobank.com/en/about-rabobank/profile/governance/documents-papers/index.html