How do you update and maintain your software documentation over time?

1 Choose the right tools

The first step to update and maintain your software documentation is to choose the right tools for your needs. There are many software documentation tools available, such as wikis, online help systems, code editors, and documentation generators. You should consider factors such as the type and format of your documentation, the audience and purpose of your documentation, the collaboration and version control features of the tools, and the integration and compatibility with your software. You should also review and evaluate the tools regularly, and switch to a better one if needed.

2 Follow the standards

The second step to update and maintain your software documentation is to follow the standards and guidelines for your industry, domain, and organization. Standards help to ensure consistency, quality, and usability of your documentation. They also make it easier to update and maintain your documentation, as you have a clear structure and format to follow. Some common standards for software documentation are ISO/IEC/IEEE 26512, IEEE 1063, and Microsoft Manual of Style. You should also check the specific requirements and expectations of your clients, users, and stakeholders, and adapt your documentation accordingly.

3 Use automation

The third step to update and maintain your software documentation is to use automation whenever possible. Automation can help to reduce manual work, errors, and duplication in your documentation. For example, you can use documentation generators to create documentation from your code comments, annotations, or metadata. You can also use scripts, macros, or templates to automate common tasks, such as formatting, indexing, or cross-referencing. Automation can also help to keep your documentation synchronized with your software, as you can trigger updates based on code changes, tests, or deployments.

5 Archive and delete

The fifth step to update and maintain your software documentation is to archive and delete any outdated or obsolete documentation. Archiving and deleting your documentation can help to avoid confusion, clutter, and misinformation in your documentation. It can also help to save space, time, and resources in your documentation system. You should archive and delete your documentation when it is no longer relevant, useful, or accurate for your software. For example, you can archive or delete your documentation when your software is discontinued, replaced, or migrated to a new platform or version.

6 Track and measure

The sixth and final step to update and maintain your software documentation is to track and measure its performance and impact. Tracking and measuring your documentation can help to evaluate its effectiveness, quality, and value for your software project. It can also help to identify and prioritize areas for improvement or enhancement in your documentation. You can track and measure your documentation using various metrics, such as user satisfaction, usage statistics, error rates, feedback ratings, or return on investment. You can also use tools, such as analytics, surveys, or reports, to collect and analyze the data.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?