Why documentation is important to an IT technician?

Why documentation is important to an IT technician?

Documentation of a sample program

The meaning of the term “document management” has evolved over time and is sometimes applied in related, but not necessarily connected or integrated, contexts.

“Document management is understood as the set of rules, techniques and practices used to manage the flow of documents of all types in an organization, allow the retrieval of information from them, determine how long documents should be kept, eliminate those that are no longer useful and ensure the indefinite preservation of the most valuable documents, applying principles of rationalization and economy.”

These systems are becoming increasingly sophisticated and can also include multimedia objects such as images, audio and video in their management. Although it overlaps with the definition of Content Management Systems, we do not want to confuse it, as the term Content Management applies more specifically to the objects and information used in a Web environment.

“Document management software (Document Management System) are all those computer programs created for the management of large amounts of documents, which track and store electronic documents or images of paper documents. These documents do not have a clear organization of their contents, contrary to what usually happens with information stored in a database.”

Importance of documentation in a company

All companies today depend on the use of information and communication technologies to carry out their business processes and establish internal and external communications.

The validation of computer systems is an important procedure to demonstrate the control and reliability of all computerized processes and procedures of any organization or company.

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The so-called regulated sector, with medical device, laboratory and pharmaceutical companies, make use of IT systems validation to ensure that their processes meet performance expectations, follow best manufacturing and management practices, and increase the security of the sensitive information they handle.

IT systems validation is a process to ensure that an IT technology produces the expected results and uses the best practices of the industry in which it is used. This validation includes the performance of hardware and software, as well as their integration with business processes, management and control.

Computer documentation

When we begin to see the digital archiving of documents as a substitute for paper, and when it becomes clear that we can completely dispense with physical files by keeping exclusively digital files, is when we begin to see all the possibilities that open up to us.

The absence of paper in turn triggers significant cost savings in paper, printing, furniture, filing cabinets and other office equipment, which can be almost completely eliminated. Normally, even the machines (photocopiers, scanners) are eliminated, leaving us with a minimal part, which results in further savings.

As we have seen, the certainty of having the archive under control and managed through a database eliminates the possibility of losing documents. The digital archive, of which several copies can be kept even in different physical locations, even eliminates the risk of accidents or catastrophes (such as fire and earthquake).

A possible derivative of the digital archive is its integration with the accounting system (ERP). Again, this opens up a multitude of possibilities, ranging from simple on-screen consultation of digitized documents to automatic accounting using OCR technology.

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Software Documentation

Software documentation is an extremely important aspect, both in the development of the application and in its maintenance. Many people do not do this part of the development and do not realize that they lose the possibility of reusing part of the program in other applications, without having to know the code inside out.

The documentation of a program starts at the same time as the construction of the program and ends just before the delivery of the program or application to the customer. Likewise, the documentation delivered to the customer will have to coincide with the final version of the programs that make up the application.