Technical and Operational documentation checklist
1
System Documentation
The system documentation should include:
1.1 Purpose, use and responsibilities
 The purpose of the IT system
 Application areas for the IT system
 Who (function, organizational unit, company etc.) is responsible for updating the
system documentation
 IT Manager
 System Owner
 Responsible for the operation and maintenance of the system
 Which organizational units that use IT system and contact persons
1.2 Relevant statement of applicable external laws, regulations and internal policy
standards, rules and guidelines
1.3 System Description
 A description of the interface with other IT systems indicating which data is sent
and received, and the format of the data
 A description of the IT system structure of programs, records, tables, databases,
input and output, as well as dependencies and data flow between them.
 Databases should be described, the physical and logical structure
 A description of the IT system functions specifying the purpose and intended use
(functionality),
 Input, processing rules, programmed controls, error messages and output.
Description also includes updates of records / tables
 A description of the data fields, importance, size and type. This can be a data
model with documentation of objects, attributes and relationships
 A description of the authorization system
1.4 Description of security system
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Simple risk assessment of the system
Description of the security mechanisms
Description of the authorization system
Description of other controls
1.5 Operational requirements and resources
 IT requirements and prerequisites for the operation, including system software
and the configuration required for operation of the IT system
 Hardware
 Workstations and printers
 Communication Solutions
1.6 Standards
 Standards for tools etc. (A description of rules for how the tools should be used)
 Specification Standards. (A description of rules for specifications and
documentation of functions, applications, data and documents)
 Programming Standards. (A description of rules for how programming should be
performed)
 User Dialog. (A description of rules for building screens, what a command
executes, the default meaning of the keys on the keyboard, the common feature of
these dialogues etc.)
 Naming Standards. (A description of how names are constructed. These are
standards that will ensure that the name is unique and that every instance has only
one name. In addition, the rules for generating the name, to ensure that the name
is logical)
 Other standards for IT system
1.7 System management (maintenance and development)
 Procedures for system administration and any related documents or reference to
general procedures for system management
 Plan for testing, test data and expected test results
 Procedures for updating the associated documentation
 Routine for information of affected changes
 Library Routines
1.8 Definitions and problems
1.9 Program Documentation
 Comments should be used extensively and minimum to explain the program's
functions, variables, processing rules and dependencies and impact on other
programs
 Who has taught (Both the original and any changes), date and version
1.10 Dictionaries
2
Operating Documentation
The operational documentation should include:
2.1 Purpose, application and responsible
 Who (function, organizational unit, etc.) that is responsible for updating the
operating documentation
 IT Manager
 System Owner
 Responsible for the operation and maintenance of the IT system
 The purpose of the IT system
 Short system description
2.2 Resources
 Hardware
 Software, both system software and other software that the IT system utilizes the
execution
 Workstations and printers
 Communication Solutions
2.3 Operational Description of the system
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Addiction to other IT systems
Overview of the missions and pertinent reports
Dependencies between missions
Description of assignments and reports with associated parameters
How assignments and reports ordered and accompanying order forms / screens
Description of machine operation planning system if it is used
2.4 Operating Procedures
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Schedule / run frequency and any run preparations, including start-up procedures
Priority by IT service disruptions
Resource consumption (CPU, equipment runtime)
Description of manual controls performed by operations personnel
Description mainstream console messages and how it is treated
Overview of operating errors
Procedures associated with the error messages and list of contacts, including who
should be informed of the situation (Users etc.)
Logging, manual and mechanical, as well as treatment of logs
Procedures for backups
Restart- and recovery procedures
ISRs
Disaster Plans
2.5 Reports
 Summary of reports of any processing rules
 Distribution of reports
2.6 Follow-up and operational maintenance of IT systems
 Procedures for control and monitoring of IT systems, for example. CPU
consumption, storage etc
 Procedures for maintenance of IT systems, such as reorganization, maintenance of
database relationships etc.
2.7 Procedures for management (treatment of complaints and change requests in
connection with the operation of the IT system)
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Where the change desired is sent
Where a claim is reported
How to change desired and the claim is being processed
Library Routines
2.8 Definition of terms
2.9 Guidelines on safety
2.10 Dictionaries