top of page

The Importance of Information Technology Documentation

For many small and medium-sized businesses, a consistent focus on their core service offering is essential to staying profitable, competitive and recognized in the sector. This means there is less time to focus on other fundamental aspects of running the business, such as payroll, benefits and information technology, to name a few. It is not surprising then why 57% of small businesses outsource to enable focus on their core service. Choosing the right partner, however, is critical toward realizing this goal and keeping worry-free reliability.

In today’s post we examine one aspect of outsourced IT that doesn’t get a lot of attention but still is an indispensable piece of proper IT services and support: Documentation.

IT documentation involves a structured recording of everything involved in a business’s IT setup, inclusive of vendors, cloud configurations, security measures (such as Virtual Private Networks) and the Wi-Fi setup. This is more than just an inventory, but also inclusive of information like internal standard operating procedures, contact information, licensing and firewall configurations.

At Roark Tech Services, we consider the following essential items that require documentation.

  • Network map

  • Cloud Architecture Diagram

  • Equipment Directory

  • Software Directory

  • Wi-Fi Diagram

  • IP Address Allocation

  • Cable Diagram

  • Recovery Plan

  • Policies

  • Organization Chart (Include all employees, their job titles and key responsibilities)

Knowledge Transfer: Documenting helps transfer knowledge from one person to another. It ensures that the information about the IT setup is not confined to a single individual, reducing the risk of knowledge loss due to turnover or other reasons.

Troubleshooting: Having comprehensive documentation aids in troubleshooting and resolving issues quickly. It serves as a reference for IT professionals to understand the system architecture, configurations, and potential points of failure. It reduces overall business expenses because IT teams solve issues more quickly.

Onboarding: When new team members join, well-documented IT setups speed up their onboarding process. They can quickly familiarize themselves with the infrastructure, technologies, solutions and processes, leading to faster integration into the team.

Compliance and Auditing: Documentation is essential for compliance with industry regulations and standards. It provides a clear trail of how systems are configured and used, which is valuable during audits or when proving compliance with specific guidelines.

Change Management: Documenting changes made to the IT setup helps in managing updates and modifications effectively. It ensures that all team members are aware of changes, reducing the chances of errors and ensuring a smooth transition.

Security: Documentation is vital for keeping a secure IT environment. It helps show vulnerabilities, track security measures, and ensures that best practices are followed. In case of a security incident, documentation aids in the investigation process.

Capacity Planning: Understanding the current IT setup through documentation is crucial for capacity planning. It allows IT teams to assess resource usage, predict future needs, and make informed decisions about scaling infrastructure.

Disaster Recovery: In case of disasters or system failures, documentation becomes a valuable resource for recovery. It supplies guidance on how to restore systems, applications, and data to minimize downtime and ensure business continuity.

Cost Management: Documentation helps in tracking the costs associated with the IT setup, including hardware, software licenses, and maintenance. This information is essential for budgeting and cost optimization.

Documenting an IT setup is an essential practice that contributes to the efficiency, security, and overall success of any organization.


Established in 1998, Roark Tech Services is a boutique technology services firm that supplies performance-focused, fit-for-purpose solutions to select organizations. We offer personalized service with a focus on quality and expertise.

Our model supplies a comprehensive approach to IT Service & Support, and this includes thorough documentation of the solutions we put in place. Our technicians have years of experience and the necessary ability to tackle any IT challenge. We offer worry-free IT integration, operation, and protection for small and medium-sized businesses.

If your business is not getting the level of personalized IT Support it needs, call us to understand if our model is a fit for your organization.

Roark Teach Services exclusively offers “white glove”, personalized technology services and support.

Always consult with us first.

If you don’t have an IT Partner that you can trust to give you the right support and advice, we’d love to help. Contact us.



bottom of page