What should be documented
- Inventory: devices, servers, licences, contracts, warranties.
- Network diagram: sites, segments, IP ranges, firewall, Wi-Fi, connections.
- Systems: purpose, owners, version, dependencies, maintenance windows.
- Access: who may access what? Passwords belong in a vault, not in the document.
- Backup and recovery: what is backed up how, and how does restore work?
- Emergency plan: contacts, roles, first steps.
- Changes: a short log of what was changed when and why.
Practical notes
- Start small: better current and concise than complete and outdated.
- One central location, also accessible offline or printed for emergencies.
- Assign responsibility and build maintenance into processes, for example on changes.
- Use tools that capture data automatically, such as inventory and network management.
- Check regularly: does the document match reality?
Benefits
Good documentation speeds up troubleshooting, eases handovers and onboarding, supports audits and forms the basis for security and emergency planning.
IT documentationnetwork diagramsystem documentationIT inventory
Frequently asked questions
What belongs in IT documentation?
Inventory, network diagram, system descriptions, access rules, backup procedures, emergency plan and a change log.
How often should it be updated?
With every relevant change and a regular review, for example once a year.
Do passwords belong in the documentation?
No. Credentials are managed in a password vault and only referenced in the documentation.
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