Last updated: December 1, 2021
Having IT documentation has actually always been the goal of every IT department. This was already the case 30 years ago and has basically not changed today. It’s just that the way documentation looks is constantly evolving. And anyone who wants not only documentation, but even good documentation with data that is always up to date, suddenly finds themselves faced with a seemingly insurmountable mammoth task.
The scope of documentation usually depends on the company in question. What is clear is that the actual documentation must always include a precise inventory. And the history of the company’s IT also plays a role here. Years ago, not all IT systems were purchased to the extent that they are in use today. And in many cases, the IT is now so large that one person alone cannot cope with it.
The overview of all systems in the company network is often no longer achievable with simple means. And when it comes to detailed information about which software versions and patches are currently installed on servers and desktops, you’re left out in the cold.
There is no question that good IT documentation makes life easier for administrators and can be a lifesaver in the event of an IT emergency. However, aside from emergencies, a few other valid reasons for IT documentation have emerged. These include the recently IT-savvy and inquisitive CEO, the cost accounting department, the accounting department, the security officer, and many more whose positions may not have existed some time ago.
Many years ago, typical IT administrators were gods in brightly printed T-shirts, delivering a “Let’s do it, we’ve got it covered” report to management, but these IT Stone Age approaches are now a thing of the past. Today, even the bear of an administrator who still raves about the C64 from the 80s also – and by necessity – has something like documentation at hand. And of course an Excel list with neatly sorted lists of workstations, monitor sizes and keyboard colors.
There is not only black and white
Of course, everyone goes their own way and puts their own documentation in place. Documentations and the mandatory inventory are a very time-consuming task. Especially if you try to do it manually and without tools. Whether lists are kept in Excel, documentation is written in Word and printed out, however, does not matter. As long as this information is tangible, it will work.
However, there are a few snags with this type of documentation. Because, as many have already experienced firsthand, documentation and inventories can only be created with sufficient personnel. And even then, it takes an enormous amount of time, which naturally cannot be spent every few days.
Consequently, this also results in a significantly greater disadvantage. The manually created documentation and inventory ages from the very first day. The very next day, the next update or, at the latest, when systems and components are replaced, the documentation and inventory is no longer up to date. Even the best-described recovery measures for a network segment are of no help if the switch described, which provides the corresponding VLANs, has already been lingering in the holy halls of IT junk heaven for years. Meanwhile, another device is doing the job, but it won’t get its place in the documentation until the next inventory in December. Have fun with another failure!
If a comprehensive update is to take place at all on an annual basis, a complete listing of all hardware and software and their documentation is usually never created due to time and personnel constraints. Remember: “Only the will counts … not!”
These are also the reasons why, in an emergency, the emergency manual gets in the way of IT more than it actually helps. If server XYZ no longer exists, it clearly no longer plays a role in operations. At the latest then it becomes obvious how important a regularly updated documentation is.
Different versions of IT documentation
We also know from our own experience that there are different, and sometimes extremely creative, approaches when it comes to implementing an inventory.
It is not uncommon for Excel and Word to be used in the process. After all, these programs are probably a fixed component in almost every company.
The advantage here is that they are already available and extremely flexible. After all, at the beginning you are faced with a blank (digital) sheet of paper. How this is filled is left to the creativity of the IT managers.
Word and Excel are easy to use, but what about the overview? That depends first and foremost on the amount of data you want to manage. If IT systems with just a few computers and a manageable network can be mapped in this way, things quickly become unmanageable with dozens or even hundreds of devices. The inventory is not really clear, and we don’t even want to talk about regular updates.
Documentation in pure paper form also poses a very similar problem. As a rule, one has even more freedom and can even include network plans drawn by hand. Documentation is neatly printed out and filed away, and in the best case handwritten notes are available in a legible form so that even a colleague can keep track of it. Don’t laugh. This form is more common than one might suspect.
Of standards and demands
At the latest when you are confronted with the ISO27000 family, handwritten notes no longer play a role. And besides the highly coveted certifications, there is another faction that puts an end to the IT lottery. Business executives.
Now that hacker attacks from the Internet are commonplace, the sense of responsibility at the top is also increasing significantly. Whereas in the past an “everything is ok” from the IT department might have been sufficient, today extensive and, above all, up-to-date information is demanded within a short period of time. I don’t think that a person from management is going to dig through handwritten notes. And no one is going to fight their way through the complete documentation either. Therefore, it is important to present the information in tidbits and in a clear manner. These are exactly the tasks where Excel lists and Word documentations with countless pages fail.
Seize the opportunity
However, if someone requires a clear and complete inventory and documentation, and it also needs to be kept constantly up to date, then there is also an opportunity for IT managers. The introduction of a professional solution for IT documentation.
If the management wants us to work in the field, they have to provide us with a vehicle. If the same body orders us to implement part-time home offices, mobile devices will have to be purchased willy-nilly. And if there is a demand for sophisticated documentation with license management, an inventory, the realization of emergency plans and emergency manuals, the presentation of network plans and the control of the complete IT security, then any patchwork is a wasted effort.
The cornerstone of a sophisticated and complete documentation and inventory is a seamless, automatically functioning data collection system that stores its data centrally. Once the foundation is laid here, many other things go hand in hand.
For example, the first thoughts can be given to a functioning emergency plan that is always kept up to date.
Information about the current inventory also becomes possible. Accompanied with a graphical representation of a network overview, you will inspire every superior and underline your own competence in IT.
Even more advantages
With Docusnap, for example, it is not only possible to regularly scan the entire network agentlessly. The software also includes sophisticated management for licenses and maintenance contracts on the side. Here, too, the fact that all data is managed centrally in a database results in significant advantages when providing information. In addition, process flows can be linked to the corresponding IT systems, thus forming the basis for a range of emergency plans.
Get there together
When you get started with your documentation professional, we won’t let you down. Our professional hotline, based in Germany (direct support from the manufacturer), will support you from the very first moment and help you get your documentation and inventory off the ground.
Find out more on our homepage and just test for free for 30 days the documentation solution from the German market leader.