IT Documentation software
Whether you’re starting from scratch or feeling stuck, we’ve got you covered with tools for IT documentation and a proven method.
How do you ensure that all of your team members are on the same page when it comes to IT documentation?
As an IT executive, you’re not alone in your struggle with IT documentation. Many other IT organizations face the same challenges.
The new EU NIS2 regulation mandates documentation of your compliance level. Simply purchasing security devices and providing awareness training is no longer sufficient – documentation is now a necessity.
Read more about our proven IT documentation method/practice and IT documentation tool here.
Our best practice
IT documentation practice
Introduction
Experience optimal results with our recommended approach, seamlessly integrated into our cutting-edge ITSM360 tool.
Leverage the exceptional capabilities of the CMS or CMDB features within our ITSM platform to streamline your IT documentation practices.
Structure
Structure, with the IT documentation structure, lays the groundwork for your investment in improved IT services, enhanced compliance, and secure operations.
We recommend implementing a component-based model for your IT documentation. The component-based approach will make a red line in your entire IT documentation landscape and make it easy to maintain/update and more practical for users.
Example – don’t:
We see many starting the IT documentation process of a new IT system with a blank Word file and mixing specific configuration details, backup schedules, and a policy for user administration for this system.
Example – what to do:
See backup as an object documented in a separate item and linked to your system. The same goes for the user administration process, etc.
Advantages of the component-based approach:
Implementing correctly means you have two ways of working with the IT documentation. From the backup component item, it will be visible to you, in how many relations this backup is used, and from the system, a single click to the backup items gives you the documentation needed.
Divide your components into two types
When deciding your structure, you need to divide it into two categories:
- Operational IT components, which are dynamic
- Static documentation components, such as policies and standards.
The purpose of this categorization is a better system implementation and updating schedule (approval sequence).
Sufficiency
Sufficiency: while the term “sufficiency” may have a negative connotation, it should not be underestimated regarding IT documentation.
Finding the right balance is critical to success – not too much or too little.
Sufficiency guide:
- Assume that the reader possesses extensive knowledge of the professional domain, hence keeping the documentation concise and precise. IT documentation is designed for professionals, not the general public.
- Technical interfaces for administration are subject to frequent changes. Therefore, including numerous screenshots of how to set up a cloud service can rapidly become outdated. As a result, briefly explain the objectives and configuration process in the documentation alongside screen captures.
- The 5 Ws questions (who, what, when, where, why) are essential in reading the sufficiency level. Quite often, details like why we created this virtual server are unknown for many – and capacity is running idle due to unknown 5 Ws. So, it’s not enough to document the configuration of the server!
- Your industry also governs the sufficiency level. If you must comply with legislation, ISO standards, or industry-related frameworks, these will point you in the right direction.
Build templates and standards that guide your staff to the right sufficiency level.
Accessibility
Efficiently accessing IT documentation requires quick and effortless sharing & creating capabilities, ensuring the right people can easily find what they need.
You need a system that can operate with templates (preferably Office templates), permission, and workflow for your IT documentation.
Reporting showing what is obsolete, what needs review, etc., is also an essential requirement for your IT documentation system.
Streamline IT Documentation in Seconds
ITSM360 offers you great options for organizing your IT documentation.
This example will show you how we work with specific IT documentation related to a core IT system.
Relevant for every NIS2 implementation.
Work with controlling IT documentation
Efficiently managing IT documentation, such as Standard Operating Procedures (SOPs) and their connection to IT systems – this is what you can do with the GRC360 Documentation Manager from ITSM Company.
View how the app crosses your data in the CMDB with your governance IT documentation and how you can manage your controlling IT documents.