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How do you keep your system admin docs current?

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As a system administrator, you know how important it is to keep your documentation up to date. Documentation is not only a reference for yourself and your team, but also a way to communicate with other stakeholders, troubleshoot issues, and ensure compliance. However, creating and maintaining documentation can be a challenging and time-consuming task, especially when your system changes frequently or you have to deal with multiple platforms and tools. In this article, we will share some tips on how to keep your system admin docs current and organized, without sacrificing quality or efficiency.

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Alan Vezhbitskis

Lead System Engineer at Nord Security
Matt Kalka

Linear Asset Manager

1 Use a documentation framework

A documentation framework is an invaluable tool for structuring and formatting your documentation. It can save time, ensure consistency, and cover essential topics and details. You can use an existing framework, such as the System Administration Guide (SAG), or create one tailored to your needs and preferences. To be effective, a framework should include a purpose and scope for each document, a consistent layout and style for headings, fonts, colors, and images, a logical hierarchy of content, a naming and versioning convention for files and folders, a metadata scheme for indexing and searching, and a review and approval process for changes and updates.

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Alan Vezhbitskis

Lead System Engineer at Nord Security
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If possible, pretty nice, keep all as a code, for example we use MkDocs. This is allow us see all contributions from GitLab. Write documentation from any editor, in pretty comfortable for admin's format, Markdown and as output we get internal documentation portal/website.

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2 Automate documentation tasks

Automation can be a great way to reduce manual work and human errors, while also ensuring your documentation stays up to date with your system. Various tools and scripts can be used to automate documentation tasks, such as generating configuration files, logs, diagrams, and reports from system data. Automation can also help you update documentation when changes or new features are added, check documentation for spelling, grammar, and syntax errors, convert documentation formats and export to different platforms, as well as publish and distribute documentation to the relevant audiences.

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Matt Kalka

Linear Asset Manager
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Automation is good up to a point but there still needs to be an understanding of the system processes and mechanisms. Logs can be effective at supporting this. An automated process could become corrupted, but would a user understand what to look for in the output?

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3 Use a documentation management system

A documentation management system (DMS) is a software application that can help you store, organize, access, and share your documentation. It can also manage your documentation workflow, allow you to collaborate with your team, and track changes and revisions. You can choose between a cloud-based or self-hosted DMS depending on the security and scalability requirements. When selecting a DMS, look for features such as a user-friendly interface and editor, a centralized and secure repository for your documentation, a version control and backup system, a search and filter function, a permission and role system, a notification and feedback system, and an integration and compatibility system.

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4 Update documentation regularly

Updating documentation regularly is essential to keep it current and accurate. Whenever there is a change in your system, such as a new installation, configuration, feature, issue, policy, or procedure, you should update your documentation. Additionally, you should review your documentation periodically to ensure that it is still relevant, complete, and clear. To help schedule and track your updates and reviews, you can use a checklist, calendar, or reminder system.

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Matt Kalka

Linear Asset Manager
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Appropriate document control is helpful to maintain an effective suite of materials. This must go hand in hand with good practice because document control will fail if users take uncontrolled copies, of which content quickly becomes outdated.

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5 Solicit feedback and input

Gathering feedback and input from your team, clients, and users can help you make your documentation more useful and user-friendly. You can ask for suggestions, comments, and ratings on your documentation or conduct surveys, interviews, or focus groups with your documentation users. Additionally, testing your documentation with real or simulated scenarios and tasks, comparing it with other sources and benchmarks, and incorporating feedback into updates and revisions can all prove beneficial.

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Matt Kalka

Linear Asset Manager
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User accessibility and skillsets are an important consideration for any suite of documentation. Consider formatting and screenshots with appropriate spacing between narrative sections. Accessible tools and alternatives such as video tutorials could allow immediate feedback through likes/dislikes and viewer comments.

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6 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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How do you keep your system admin docs current?

1

2

3

4

5

6

1 Use a documentation framework

2 Automate documentation tasks

3 Use a documentation management system

4 Update documentation regularly

5 Solicit feedback and input

6 Here’s what else to consider

System Administration

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How do you keep your system admin docs current?

1

2

3

4

5

6

1 Use a documentation framework

2 Automate documentation tasks

3 Use a documentation management system

4 Update documentation regularly

5 Solicit feedback and input

6 Here’s what else to consider

System Administration

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