094 90 48200    Get SUPPORT

Aniar IT Services Blog

Improve Your Business With These Documentation Practices

Improve Your Business With These Documentation Practices

With the amount of technology that the modern business relies on today, each business needs to maintain comprehensive documentation outlining it. As a managed service provider, we can provide an expert perspective on what needs to be included in this documentation. Let’s get into it.

What Should My Documentation Include?

Basically, your documentation should be a complete inventory of all the technology you have, first divided between your hardware and software solutions.


There’s a lot of information regarding your hardware solutions that you will want to keep a record of, as it will make a lot of processes a lot simpler moving forward.

Serial/Model Numbers – These will help you to ensure that the device you are working on is the one you think it is, in addition to simplifying things for your support team.

Purchase Dates – If any of your decisions are going to be based on the age of the device (i.e. whether to repair or replace), knowing how long you have had it will help you to evaluate if you got the value from your investment.

Warranty Information – On a related note, knowing the terms of an item’s warranty can help you make the best decision for your business while taking this into consideration.

Installation Dates – Let’s say that one of your workstations is acting up. If you knew that it was installed the day before an extended brownout hit your office, this information could help you narrow down the issue.

Physical Locations – It is important to know where a device is supposed to be. This makes it easier for the service team to keep it maintained, as well as boosts your security somewhat.

Device Names – Having a name for a specific device, aside from the one the manufacturer assigned, adds another level of differentiation.

IP Addresses – If you need to find something on your network, knowing the IP address will help immensely.


Just as is the case with your hardware, there’s a lot of information about your software to carefully record and track. Make sure you’re establishing the following in your documentation:

Product Licenses – Similarly to the serial number, keeping track of your product licenses ensures you are aware of how many copies of a given title you have available to use.

Purchase Dates – Again, as with your hardware, knowing when you acquired something helps you find out of your purchase is still under warranty, along with other pertinent details.

Install Dates – Once again, if you know when a given software was installed on a system, you’ll know a lot more about it through inference and deduction.

Subscription Details – If you maintain a subscription to a software suite or similar tool, keeping track of your subscription details can ensure your ability to use that title.

Usernames or Registration Emails - Knowing who in your organization is associated with your various software titles can help you log in to a vendor’s website or otherwise receive support later.

Version History – Finally, keeping up with your software’s current version in your documentation can help you keep track of where updates are needed, and where you may be susceptible otherwise. Of course, your documentation should outline the proper update procedures as well.

Why Bother with All This Documentation?

Simplicity. Security. Peace of mind.

Maintaining your technology will be so much easier with these details recorded for future reference, allowing you to get the maximum value for your investments into IT. For assistance in establishing these processes, or for insights about what we track, give us a call! Our professionals can be reached at 094 90 48200.

It’s Time to Audit Your IT
Tip of the Week: Useful Excel Shortcuts


No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Saturday, January 16 2021

Captcha Image

By accepting you will be accessing a service provided by a third-party external to https://www.aniar.ie/

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Tip of the Week Security Technology Best Practices Productivity Business Computing Cloud Privacy Efficiency Email Google Network Security User Tips Workplace Tips Internet IT Support Hosted Solutions Data Software Innovation Communication Hackers Mobile Device Microsoft Users Hardware VoIP Collaboration Small Business Data Backup Smartphones Business Data Recovery IT Services Managed IT Services Phishing Android Cybersecurity Cloud Computing Windows 10 Smartphone Communications Tech Term Network Mobile Devices Computer Gadgets Malware Managed Service Backup Browser Outsourced IT Miscellaneous Business Continuity Windows Artificial Intelligence Saving Money Internet of Things Facebook BDR Upgrade Disaster Recovery Quick Tips Spam Information Business Management Save Money Passwords Office 365 Chrome Server Social Media Holiday Covid-19 BYOD Router Microsoft Office How To Automation Wi-Fi Paperless Office Cybercrime Apps Applications Encryption Computers Data Security Blockchain Data Storage Windows 7 Mobile Office Government Networking Patch Management Operating System Word Ransomware Connectivity Remote Data Breach Money Telephone System Infrastructure Vendor Human Resources Remote Monitoring Managed IT Settings Bandwidth Display Staff Virtualization Data Protection Remote Work HIPAA Mobile Device Management Vulnerability Two-factor Authentication History Augmented Reality Health App Comparison Access Control Processor Sports Meetings Servers Google Drive Google Docs CES Net Neutrality Law Enforcement Vendor Management Fraud Audit Telephony Hard Drive Keyboard Help Desk Private Cloud IT Plan Scam Content Management Machine Learning Update Big Data Compliance Digital Signage OneNote Business Intelligence Office VPN Education Managed Services Provider Website Password Cryptocurrency Software as a Service Conferencing Unsupported Software Training Botnet Procurement Managed IT services Wireless Redundancy Voice over Internet Protocol Spam Blocking Telephone Systems Employee/Employer Relationship Managed Services Virtual Assistant Social Engineering Identity Theft Avoiding Downtime Bring Your Own Device Business Technology IT Management WiFi Printers Excel Manufacturing Computing Gmail Hypervisor Credit Cards PDF Remote Workers 5G Workers Password Management Social Solid State Drive Sales Copiers Data Management Firewall Peripheral Evernote Cleaning Bing Windows 10s FinTech Flash Investment Printing MSP Downtime Value Workforce Entertainment Warranty Screen Mirroring Tip of the week Virtual Reality Professional Services The Internet of Things Recycling Devices Employee Specifications Going Green Hacker Managed IT Service Authentication NIST SharePoint Physical Security Trending Development Unified Threat Management Employer-Employee Relationship Project Management Quick Tip Practices HVAC Apple HaaS ROI Personal Cache File Sharing ISP Root Cause Analysis Printer Cast Windows Server 2008 Cabling Fiber Optics eWaste Thought Leadership Saving Time Amazon HBO End of Support Messaging Mobile Computing Telecommuting Bitcoin Regulations Charger Hosted Computing Public Cloud GDPR Digitize Wireless Internet Cryptomining Accountants YouTube Mouse Computer Care Cables Trend Micro Legal Google Search Supply Chain Management Amazon Web Services Data loss Outlook OLED Using Data Password Manager Nanotechnology Safe Mode Security Cameras Computer Fan Skype SMS Smart Office Travel Batteries PCI DSS Wireless Charging Inventory Shortcuts RMM Software Tips Remote Computing IT Assessment USB Remote Worker Database Microchip Policy Default App Shopping Criminal Twitter Save Time Tools Work/Life Balance Cortana Alert Frequently Asked Questions Recovery Biometric Security Information Technology Business Mangement Smart Tech Smartwatch FENG Start Menu Virtual Machine AI Digital Signature Document Management Camera Virtual Private Network Google Apps Enterprise Content Management Mobility Employees Sync Multi-Factor Security Windows Server 2008 R2 OneDrive Electronic Medical Records Wire Wiring Online Shopping Search Engine Procedure IT Infrastructure Social Network Addiction Proactive IT Millennials Wireless Technology Tech Support Hiring/Firing Safety IBM Productivity Fun Marketing Budget Competition Customer Relationship Management IP Address Personal Information Customer Service Hard Drives Regulation Search Emergency Domains Financial Company Culture Windows 10 CrashOverride Public Speaking Presentation Lithium-ion battery Managing Stress Managed Service Provider