What are the best practices for documenting system configuration changes?

1 Use a standard template

A standard template for documenting system configuration changes can help you save time, avoid omissions, and maintain consistency. A template should include the following information: the date and time of the change, the reason and scope of the change, the author and approver of the change, the steps and commands involved in the change, the expected and actual outcomes of the change, and any issues or risks encountered during or after the change. You can use a spreadsheet, a word processor, or a dedicated tool to create and store your template.

2 Update the documentation promptly

Updating the documentation promptly after making a system configuration change can prevent you from forgetting or misremembering the details of the change. It can also help you communicate the change to other stakeholders, such as your team members, managers, or clients. Updating the documentation promptly can also help you troubleshoot any problems that may arise from the change or revert the change if needed. Ideally, you should update the documentation as soon as you complete the change or within 24 hours at most.

3 Review the documentation regularly

Reviewing the documentation regularly can help you ensure that it is accurate, complete, and up to date. It can also help you identify any gaps, errors, or inconsistencies in the documentation that may affect the performance or security of your systems. Reviewing the documentation regularly can also help you prepare for audits, inspections, or assessments that may require you to provide evidence of your system configuration changes. You should review the documentation at least once a month or whenever there is a major change in your IT environment.

4 Use version control

Using version control can help you track, manage, and compare different versions of your system configuration changes documentation. Version control can help you avoid losing or overwriting your documentation, as well as resolving any conflicts or discrepancies between different versions. Version control can also help you restore previous versions of your documentation in case of a mistake or a disaster. You can use a tool like Git, Subversion, or Mercurial to implement version control for your documentation.

5 Store the documentation securely

Storing the documentation securely can help you protect it from unauthorized access, modification, or deletion. It can also help you comply with any legal, regulatory, or contractual obligations that may apply to your system configuration changes documentation. Storing the documentation securely can also help you ensure its availability and integrity in case of a hardware failure, a network outage, or a cyberattack. You can use a tool like Dropbox, Google Drive, or OneDrive to store your documentation in the cloud, or a tool like BitLocker, VeraCrypt, or FileVault to encrypt your documentation on your local device.

6 Share the documentation appropriately

Sharing the documentation appropriately can help you collaborate with other system administrators, developers, or testers who may need to access or modify your system configuration changes documentation. It can also help you inform and educate other stakeholders, such as your users, customers, or vendors, who may be affected by or interested in your system configuration changes. Sharing the documentation appropriately can also help you solicit feedback, suggestions, or improvements for your system configuration changes documentation. You can use a tool like Slack, Teams, or Email to share your documentation with your intended audience.

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?