Now you've finally done it! After all the preparations, decisions and all the inventories, we have finally reached the point where we are working on creating the IT handbook.
Use a template to get your first outline
Once again, use the IT concepts of Docusnap documentation tools. Here you can create an operations manual using the IT manual template. This gives you an initial structure of the document. This is then gradually filled with content. Docusnap comes with a text editor. This allows the IT manual to be written directly in the application. If you prefer to create the document with another text editor such as Microsoft Word, you can of course do so. In this case, however, you must refrain from directly integrating graphics from IT relationships. The integration of inventory data and reports from Docusnap is also prohibited in this case. You will lose the ability to update the manual automatically.
The IT handbook can be a higher-level document
Unfortunately, there is no binding answer to what content an IT handbook must contain. So let's stick with the popular statement: it depends. In my opinion, the IT handbook itself also includes all information about the organization of the IT department. The IT handbook should be a higher-level document. If individual topics become too extensive, their content is simply outsourced into other documents. All that remains in the IT manual is a brief description of the topic and a reference to the separate document. This does not exceed the scope of the IT handbook, but you still have central access to your complete documentation.
Not everything has to be described in the IT handbook itself, but everything must be mentioned. Briefly describe everything in the IT department. This makes it easier to navigate your IT documentation. The IT manual thus becomes the document with which you describe your IT management system. List all topics and refer to other documents as needed. Example IT emergency manual or data protection manual. These topics are independent and should not be documented in the IT handbook. But they belong to the IT department, so describe in the IT handbook that the topics have been addressed and refer to the further manuals.
With this flexibility, you can expand your IT documentation as needed. Start with a document and expand it as needed.
- List of all IT documents and other manuals, links to them
- List of IT services in accordance with the Service Catalogue, reference thereto
- Mission statement and guidelines of the IT department
- Process descriptions, reference to process landscape
- Documentation guidelines
- Naming conventions for documents and IT systems
- ...
Structuring the IT landscape simplifies documentation
The documentation of all IT systems is of course also part of the IT handbook. Depending on the size of the IT landscape, it becomes very extensive. The individual data sheets of the IT systems alone quickly cover thousands of pages. Here, too, I recommend mentioning in the manual that there are datasheets on how to create them and then link to the files created from Docusnap.
If you have your IT systems already in system groups If you have divided them according to a service catalog, then use it now. It is best to create a single document for each infrastructure service. To do this, use a template with a defined structure. Describe each service in such a way that detailed information about the technical process is documented. Extend the technical description with a graphical overview, which you have created in advance in IT relationships. Take advantage of Docusnap's capabilities again to make updating easier.
Some information could perhaps be included more elegantly in other documents. However, I recommend that you create all documents that document IT systems using Docusnap. The storage of documents created in Docusnap can also be directly accessed by other employees without having to go through Docusnap first. For this purpose, the storage structure can also be accessed via a web browser. If you have a portal for the IT department on the intranet, then simply integrate it there. By default, you will find a “index.htm” in the configured documentation path. This allows you to access the documents.
If you have included the storage paths for Docusnap's IT documentation in your data backup, you will have all the information you need, even in an emergency. From a certain volume, your IT documentation consists of many individual documents, which, however, can only provide the required information together, even in an emergency.