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What happens when you don't maintain systems documentation?

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Systems documentation is the process of creating and maintaining records of the design, development, operation, and maintenance of information systems. It can include user manuals, technical specifications, diagrams, code comments, test cases, and other documents that help users, developers, and managers understand and improve the system. Systems documentation is essential for ensuring the quality, reliability, security, and efficiency of information systems. However, many organizations neglect or overlook the importance of maintaining systems documentation, which can lead to serious consequences. In this article, we will explore what happens when you don't maintain systems documentation and how you can avoid the pitfalls.

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Mohamad H.

IT Vendor Management Senior Expert
ANDRé REIS

Engenheiro Sênior na Vale - Gerenciamento de Riscos de Negócio, Riscos de Processo, e Ativos Críticos

1 Loss of knowledge

One of the main risks of not maintaining systems documentation is the loss of knowledge. When systems documentation is outdated, incomplete, or missing, it becomes difficult or impossible to understand how the system works, what its requirements are, and how to modify or troubleshoot it. This can lead to errors, delays, inefficiencies, and frustration for users, developers, and managers. Moreover, when key personnel leave the organization or retire, their knowledge and expertise may not be transferred to the new or existing staff, creating knowledge gaps and increasing the dependency on legacy systems.

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Mohamad H.

IT Vendor Management Senior Expert
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Yes it is obvious that when the technical teams don't know the detail history of system documentation, making decisions for incidents troubleshooting, future developments and even maintenance of the system will be based on the try and trial. It means even if you had the best engineers, you must pay money to handle tbis situation.

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ANDRé REIS

Engenheiro Sênior na Vale - Gerenciamento de Riscos de Negócio, Riscos de Processo, e Ativos Críticos
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A falta de documenta??o pode resultar em vários riscos e perdas de conhecimento, incluindo: 1. Perda de conhecimento institucional. 2. Dificuldade na transmiss?o de conhecimento. 3. Retrabalho. 4. Aumento do tempo de treinamento. 5. Falta de conformidade e qualidade. 6. Dificuldade na resolu??o de problemas. Em resumo, a falta de documenta??o pode representar um grande risco para as organiza??es, resultando em perda de conhecimento, ineficiências operacionais e diminui??o da qualidade do trabalho.

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Mohamed Gomaa Abdel Waheed

Document Controller Specialist I Aconex accredited Professional
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In this case, prepare yourself to lose unexpected data from your account or records. The daily or weekly examination of your data and giving support when it's needed can avoid you losing data

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2 Increased costs

Another consequence of not maintaining systems documentation is the increased costs. When systems documentation is not available or accurate, it takes more time and resources to perform tasks such as system analysis, design, development, testing, deployment, and maintenance. For example, without proper documentation, developers may have to reverse engineer the system to understand its logic and functionality, which can be time-consuming and error-prone. Similarly, without clear and consistent documentation, testers may not be able to verify the system's quality and performance, leading to defects and rework. Additionally, without adequate documentation, users may not be able to use the system effectively and efficiently, resulting in lower productivity and customer satisfaction.

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Mohamad H.

IT Vendor Management Senior Expert
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As I mentioned before, It is the consequence of No. 1, less of knowledge. It means that when you don't know all the details of the system, you will certainly fail in some aspects of the development and service maintenance, which will lead to over activity, time consumption and frustration the staff. At least you should pay more money to your human resources to solve the problems.

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3 Reduced security

A third impact of not maintaining systems documentation is the reduced security. When systems documentation is not up to date or consistent, it can expose the system to vulnerabilities and threats. For instance, without proper documentation, developers may not be able to identify and fix security issues in the system's code, configuration, or architecture. Likewise, without comprehensive documentation, managers may not be able to monitor and audit the system's compliance with security standards and regulations. Furthermore, without sufficient documentation, users may not be aware of the system's security features and best practices, increasing the risk of data breaches and cyberattacks.

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4 How to maintain systems documentation

It is important to adopt a systematic and proactive approach to creating and updating systems documentation in order to avoid the negative effects of not maintaining it. To do so, it is best to establish a clear and consistent documentation policy and process defining the purpose, scope, format, quality, and frequency of systems documentation. Additionally, roles and responsibilities for systems documentation should be assigned to relevant stakeholders, such as users, developers, testers, managers, and external parties. Appropriate tools and techniques for systems documentation should also be used, such as document management systems, version control systems, documentation generators, and documentation standards. Moreover, systems documentation should be reviewed and revised regularly to ensure its accuracy, completeness, and relevance. Lastly, staff should be trained and educated on the importance and benefits of systems documentation and how to access and use it effectively.

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ANDRé REIS

Engenheiro Sênior na Vale - Gerenciamento de Riscos de Negócio, Riscos de Processo, e Ativos Críticos
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Manter a documenta??o técnica atualizada requer um processo contínuo. Algumas dicas incluem: 1. Designar responsáveis. 2. Revis?es regulares. 3. Incorporar feedback. 4. Automatiza??o. 5. Documenta??o em tempo real. 6. Documenta??o colaborativa. 7. Priorize. 8. Versionamento. 9. Treinamento. 10. Cultura de documenta??o.

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5 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?

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What happens when you don't maintain systems documentation?

1

2

3

4

5

1 Loss of knowledge

2 Increased costs

3 Reduced security

4 How to maintain systems documentation

5 Here’s what else to consider

Information Systems

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What happens when you don't maintain systems documentation?

1

2

3

4

5

1 Loss of knowledge

2 Increased costs

3 Reduced security

4 How to maintain systems documentation

5 Here’s what else to consider

Information Systems

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