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Right Network Documentation Tools and Practices to Keep your Files Secure and Updated

Network documentation is an exercise of capturing and keeping information related to your network and the devices linked to it. The documentation can be specialized and technical information related to your system and operations. 

Capturing information and inserting it into the network is important because it will supply administrators with records of how the network ought to appear, perform, and where to troubleshoot problems as they arise. 

Poor or lack of documentation can place your entire commercial enterprise and clients at hazard. The dangers can vary from financial to data loss. Research shows that at least 51% of system downtime and risks are avoidable. 

For this reason, we are learning proper practices and network documentation tool that will keep our files safe, updated, and available to the right personnel.

Small and large company network management

Network documentation processes and procedures vary from company to company. For instance, a small network is unlikely to require a lot of documentation. For an enormous network, it may be extensive and require a lot of work.

How to document

Following the good practices for system documentation will help to keep your data and system safe and efficient. The following are important tips on how to document.

  • Make a network documentation policy: This will guide your approach to network management and help plan how you will distribute these details throughout your company. 


  • Consistency: Update information and send it to the users to maintain consistency across the business.


  • Network map: Provides a visual representation of the relationships and connections between your networks. These relations and connections require a map that includes network segments, their connections and relations, their servers, the names, roles performed, and the IP address.


  • Record book: This is where you can track and record any new installations and changes in the settings and the server. The recording will help in troubleshooting whenever a problem occurs.


  • Continuous record keeping: Update recent development to keep the network up-to-date and running smoothly.


  • Application details should be recorded, especially in the software audits. These details will also give you insight into the current application status. This includes the version number and a copy of the software license it uses, domain names, active direct site, etc.


  • Backup: A regular backup is a must. The staff or administrator is to understand the backup procedures.



What to document:

It is important to include the following items in your system documentation.

  • Server hardware configuration & roles 
  • Key person account usernames & passwords 
  • Tool usernames and passwords 
  • IP addressing and subnet mask information 
  • Software program and licensing information 
  • Third-party contact details

The benefit of documentation 

This is critical in the IT and network management professions. Documentation ensures:

  • Recurring issues don’t require consistent studies or research
  • Consistency across your community (as all of us follows equal tactics)
  • Reduced threat when an informed employee leaves or an outsourced service provider

Risk for poor documentation

It’s a poor practice not to have or provide records when needed. These can cause business failure and financial loss, especially when there is extended system downtime. Some examples of problems that can occur because of non-documentation are:

  • Misplaced passwords
  • Failure to renew essential safety software programs, e.g. antivirus
  • Failure to back up information that was not recorded
  • Economic dangers through poor software license control

How backup software works

Misplacement of files may occur in indifferent ways, e.g. Loss of laptops, cyberattacks, or PC hardware failure. 

Backup files are an efficient and cheap method to protect your files and guard clients against data loss. This platform automatically combs your workstations for documents and backs them up maybe two times an afternoon and avails it when you need it.

 Backup files are for those who don’t need to invest in extensive device records protection but want a reliable way to protect and recover critical files. Click here to learn more.


It’s not uncommon for a system to fail, whether it is accidental or due to a poorly Unmaintained network.

System downtime and failure can lead to data loss, which could amount to thousands of dollars in financial losses and ill repute among customers. As you know, documentation is the best way to recover your record anytime and in any situation. 

These include natural disasters like floods and earthquakes. Good record keeping also helps our memory remember the processes and words used to give us a higher chance of success in our projects, because we capture every step, word and process, from brainstorming to implementation. These will help us make informed changes and corrections. As a result, it keeps us focused.

I am Lalitha Part time blogger from India . I Love to write on latest Tech Gadgets , Tech Tips , Business Ideas , Financial Advice , Insurance and Make Money Online

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