S 5.143 Ongoing update and review of network documentation

Initiation responsibility: Head of IT

Implementation responsibility: Head of IT

Networks are constantly changing due to the installation of additional cables, structural alterations and expansions, and updates and upgrades of active network components. Correspondingly, documentation of the IT cabling must be considered an elementary part of all changes to the network and must be handled accordingly. The changes are only completely finished after the documentation has been finished.

Consistent documentation of the IT cabling pursues the following goals in addition to the goals of the general operational safety and traceability:

• short switch-over times when expanding the network,
• easier localisation and troubleshooting of errors,
• shorter recovery times when an error occurs, and
• economic efficiency of maintenance contracts.

It is important to be able to easily determine and modify all areas of the documentation affected by the change. Documentation guidelines make handling the documentation easier. The guidelines should describe the procedures, the documentation areas, and the requirements; for example name and numbering schemes.

Furthermore, it should be examined if the use of a document management system serves this purpose for the network documentation. A document management system can make documentation easier in terms of the following aspects:

• documentation of changes during the planning phase,
• informing all persons participating of the plans,
• integration of release processes, and
• archiving of old documentation.

Various software tools can also provide additional support for the documentation of the cables and network components, including their connections. Some of these tools allow interconnection with and integration into network management systems. Even active monitoring of patches in the passive infrastructure is supported.

Review questions:

• Are all changes to the network immediately recorded in the documentation of the IT cabling so that it is clearly up-to-date?