unified IT documentation & mapping

IT documentation: better knowledge for better control

IT documentation plays an essential role in guaranteeing the smooth running and longevity of information systems (IS). Yet it is often not a priority for IT departments.

Complexity, lack of time, lack of framework: the obstacles to a traditional approach to IT documentation are numerous. So it's time for IT teams to adopt a unified, automated approach to IT documentation.

What is IT documentation, or information system documentation

IT documentation, or ITIL (Information Technology Infrastructure Library), is the creation and preservation of documents and information concerning all components, configurations, procedures and interactions within an IT environment. It aims to make the IS transparent, accessible and comprehensible to all stakeholders.

Why document your information system?

Today, many companies still neglect IS documentation, preferring an informal approach where each department or employee manages their own information. However, this approach can lead to grey areas and partial knowledge of the infrastructure, resulting in major risks:

Longer response times in the event of an incident, as the location of the problem must first be determined.
A risk of cascading impact due to poor knowledge, which can lead to ineffective or incorrect interventions.

IS knowledge for greater efficiency and productivity

Structured IS documentation has many advantages:

It provides a unified understanding of the IS for all internal and external players, promoting better communication and faster problem resolution.
It provides access to a knowledge base and history for new team members or external service providers, facilitating integration and knowledge transfer.
Granular knowledge of IT architecture is essential for IS evolution, migration or overhaul projects, guaranteeing precise planning and smooth implementation.
Granular knowledge of IT architecture is essential for IS evolution, migration or overhaul projects, guaranteeing precise planning and smooth implementation.

IT documentation: A requirement for ISO 27001 certification

In many industries, ISO 27001 certification is essential to demonstrate information security compliance. Structured IS documentation is a prerequisite for this certification, as it demonstrates rigorous management of sensitive information and data.

How to set up or optimize your IT documentation strategy?

Setting up effective documentation requires a methodical approach. Here are a few best practices to get you started:

Stakeholder involvement : It's essential to involve all stakeholders, from CIOs and technicians to administrators and architects. Everyone must understand the importance of documentation for the smooth running of the IS.
Creating a unified framework : Set up granular processes and templates for different types of documentation. These templates should specify the information to be filled in, thus creating consistency within the documentation.
Centralized documentation : Ensure that documentation is centralized and accessible to all relevant players. This ensures that information is up-to-date and easily accessible when needed.

Which elements of the information system should be documented?

To ensure a thorough understanding of the IS, certain key elements must be documented:

IS hardware components : This includes details of servers, switches, routers, PCs, printers, UPS, etc.
Network settings : Document network configurations, including VLANs, as well as links and dependencies between different IS components.
Procedures and contacts : Include the steps to follow and the decision chain for different actions. This ensures that everyone follows uniform procedures.

What types of IT documentation should be stored?

A variety of documents are needed to cover all aspects of the IS. Here are a few examples:

Manufacturer documentation : The manuals and documents supplied by manufacturers are essential for a detailed understanding of each component.
Operating manuals : These documents describe configurations, backup procedures, licenses, technical support levels, and so on.
Installation and shutdown procedures : Document installation and shutdown steps to enable others to perform these tasks if necessary.
Intervention reports : Record past interventions for future reference.
Service provider and hotline contacts : Keep a list of contacts for service providers or hotlines in case of need.
Recipe and test books : Document test and acceptance results to validate correct operation.
Disaster Recovery: These crucial plans must be documented to ensure an effective response in the event of a disaster.

Document your IS with SHWETT

When it comes to documenting a complex information system, an innovative, automated approach can greatly simplify and improve the process. SHWETT, an advanced IS documentation solution, offers a revolutionary methodology for comprehensive and efficient documentation. Let's take a closer look at how SHWETT can transform the way you document your IS.

Automatic mapping

One of the major challenges of IS documentation lies in gathering accurate, up-to-date information about hardware and software components, and their interactions. SHWETT offers an automatic mapping solution that simplifies this tedious process.

Automatic detection of IS elements : SHWETT uses automated detection mechanisms to identify all IS components, from servers and network devices to peripherals. This eliminates the need to manually identify each component.
Automatic typing of detected elements : SHWETT goes beyond simple detection by automatically assigning key information to each item detected. Information such as manufacturer, model, IP address, MAC address and even configuration details such as number of cores, RAM and memory are collected and recorded.
Automatic detection of links and dependencies : SHWETT identifies the links and dependencies between IS elements. This makes it possible to visualize how the various components interact, and to understand the implications in the event of a modification or incident.
Automatic update : One of the major advantages of SHWETT is the automatic updating of documentation. Information is updated in real time, avoiding time-consuming manual intervention and the risk of errors or omissions. This ensures that your documentation is always accurate and up-to-date.

Unified access to documentation

Once the IS elements have been mapped and the information collected, SHWETT offers a unified interface to access this information, and your customized documentation:

Access via the 3D view of the IS : SHWETT offers a 3D visual representation of your IS. When an incident occurs or information is required, simply navigate through this view to quickly find the item in question.
1-click access to history and procedures : In the event of an incident on a component, SHWETT provides instant access to the history of previous interventions and incidents relating to that component. What's more, troubleshooting and restart procedures are just a click away, facilitating rapid problem resolution.
Direct access to management consoles : SHWETT offers direct access to the management consoles of the various components, whether they be HTTP, HTTPS, SSH or RDS connections. This enables rapid, targeted intervention when needed.
Pre-defined or customized queries with ChatGPT : SHWETT integrates the power of ChatGPT to enable advanced interactions. You can perform predefined queries, or even ask customized questions about common procedures, and get detailed answers.

IS documentation with SHWETT revolutionizes the way companies manage and maintain their IT infrastructure. With automatic mapping, unified access to documentation and ChatGPT integration, SHWETT makes documentation more efficient, accurate and accessible. By adopting this innovative approach, companies can not only improve their operational efficiency, but also reduce risks and incident response times, thus contributing to better overall management of their information systems.