Are my servers under warranty? Where is my data backed up? These are just some of the information that need to be on the radar of company managers. And to have all this data organized, have up-to-date IT documentation at hand.
But what is IT documentation?
Simply put, it is a document that should contain all the information about your technology environment. With this document in hand, any professional who has never had access to your company should be able to interpret the existing resources to manage them.
Some of the points that are important to be covered clearly in this document:
- Servers: Warranty information, installed software, access and backup data;
- Internet: Information about installed links, such as speed, provider and contract term;
- Cloud systems: Access data, contracted services must be specified;
- Inventory: What equipment do you have, what software, if it is a hybrid environment, where are these equipments.
You can also incorporate into this IT documentation what your access policy, network topology, rack organization, and wireless network structure are like.
Why is IT documentation important?
Suppose you don’t have the above information. That they are in the hands of an internal professional or the company you have hired to manage your IT. What will happen if that person or company disappears? Or if she refuses to perform any procedures? That’s right, you will be hostage to the situation.
Thus, the company needs to have control over the organization and access to its data.
Regardless of the above risk, this demonstrates organization and will save time for problem solving, as the environment will be documented and there will be no need to hunt for information.
Learn more about Continuity Plan in this article: Business Continuity Plan – Blog – Ravel Tecnologia
How to begin?
It is advisable to use software for more proactive management. An environment where there is centralized equipment management will already present part of the documentation. For example: the configuration of equipment and installed software. And with each modification of the environment, the management software will understand and update the information.
The most modern platforms that perform this type of function, added to other management features are known as RMM (Remote Monitoring and Management – Remote Monitoring and Management).
Of course, not everything will be possible to read automatically. It is advisable to insert images or photos to facilitate the interpretation of the information, especially by the Management, which will probably not have full technical knowledge of the information provided.
Define who will be responsible for creating this document. And as technology changes quickly, have a periodicity for this documentation to be updated. As a tip, you can request the presentation of this update with an improvement plan for a short and medium term evolution.
Maintaining up-to-date IT documentation is part of Ravel’s IT Management service. In this way, we have transparency and organization to optimize resources and bring more benefits to companies.