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Hi guys, so after working where I am right now and getting everything up running nice and smoothly over the past year my documentation has lacked. So I am trying to update/catchup. Other than network diagrams, and virtualization diagrams what other time of diagrams/documentation should I look into? Sorry if this is vague, never have been good at documentation so I am trying to improve on this area. Just want some opinions on what/how you document. I currently am using Gliffy for diagrams and Evernote for documenting things such as new user set ups etc.

Looking at this from the perspective of, if I get hit by a truck type thing, and if I hire someone to help me part time, I don’t want them to be lost.

We have multiple office locations connected with VPN routers, and a data center with a few VM hosts etc. Hosted Voip system through out the entire business. If you need any more details let me know, but just want some opinions on how you go about keeping documentation. No real right or wrong answer here.

7 Spice ups
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I would recommend having a KeePass v2 database that you and your boss can access for important websites and accounts. After that, I’d also suggest having a a full inventory. Desktops, laptops, mobile devices, servers, license keys, etc. You’ll also want to know dates of when licenses and warranties will need to be renewed, and probably domain records as well.

As you go through day to day, you’ll gradually figure out what you need, but that should give you a good start.

2 Spice ups
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Do a Tab-Q and put in the search term “IT Documentation” and have a peruse.

What we do currently is based off ideas from the Community, but basically we have a structure of folders and then mostly create Word docs to explain.

Structure:

IT Documentation, Hardware, {manufacturer}, {model}

then in that folder is firmware, backups of settings, manuals, and a couple Word docs. One doc covers the who, what, where, why, when, and how; along with screenshots of settings if applicable. The other doc is a change log.

If I find the link to where I pulled this I will update but here’s part of it:

· End-User - Sorted by software or system, depending on applicability. Includes all lT policies.

· Major-System - Each major lT function (Phone system, Email, etc.) gets its own top-level sorting

· Minor-System - For minor lT functions (AV, Print Tracking, etc.)

· Software - License agreements, vendor documentation, configuration notes, etc. for each piece of software we have (server and desktop)

· Network - Maps, lP charts, etc. about the network and its infrastructure.

· Hardware - Configs, Manuals, service agreements, invoices, etc. for each significant hardware component (servers, workstations, copiers, etc.)

· Employees - lndividual employee preference documentation, hire/fire forms, etc.

· Operations - Specific lT procedures (Backup rotation, equipment accounting guidelines, etc.)

· Vendors - Contracts, pricing schedules, contact info, etc. on all our lT vendors.

· General - Anything that doesn’t fit into the category above.

7 Spice ups
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Diagram-wise, here are the things that I would have documented:

  • Network map. What goes where. Ideally you are going to want to include serial numbers, equipment model numbers, equipment locations (for non-data center objects like switches, APs, etc.), and any internal naming conventions.
  • Server rack diagrams. We have 11 server racks. Some of them are easy to figure out what is what, but having a current diagram of what is what, helps even the novice know what is in what rack. This information I would include serial numbers, equipment models, internal naming conventions, and VMs. For instance, if you have a server hosting three VMs, out to the side of the server, you could list the VMs under the server name.
1 Spice up
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+1 for Keepass and making sure it is backed up and accessible/backed up. Of course Spiceworks does a lot of the documentation for you so make sure it is set up and running correctly including your vendors, contracts, etc… And obviously make sure they can access it, too.