Create Documentation Stay Up-to-date with charge management

As is known by everyone who has worked in the IT world, change is an unavoidable. It was only a matter of time "and usually not long" before the significant changes made to the network.

• The server will be upgraded,
• Segment the network increases and / or decreases,
• Procedure changed,
• Employees and offices grow,
• And so on.

The result is a network documentation you created with difficulty will direct unused "except" if you are seriously planning to keep up-to-date. Here are some ways to maintain existing documentation and prevent the documentation of your network is not in vain.

MANAGING CHANGES

The key to ensuring that you keep the documentation up-to-date is the charge management. each IT departments should have a formal charge management system is used to control the network changes regularly. besides it, the charge management must run in earnest, including keeping documents up-to-date. And one or some people should have a job description that includes maintenance of network documentation.

Exact procedures to manage changes is very different depending on the size, environment, and culture of the organization. But usually, the process will begin with the proposed changes, followed by evaluation of proposals, the decision whether to pass the changes, and the implementation of change. The person responsible for maintaining documentation to be involved in the process from the beginning.

How to evaluate proposed changes will also vary from organization to organization. It may involve only a few people, a committee, or even several committees. But in any case, if the proposed changes are approved, the next step is to begin updating the documentation to describe the changes that will be implemented.

Other Considerations

At the time you make changes to the network configuration by moving hardware, usually it is clear that these changes must also be made to the network diagram. However, the charge management should also consider how these changes affect the visible such as policy or procedure.

For example, you might have a procedure to take care of the firewall. If you replace it with a new firewall or install additional firewall, you should review these procedures to see if they can still be used. if not, the procedure should be made again.

Although there is no hardware change, policy and procedures, and your hardware and software standards should be reviewed periodically. Over time, the organization's goals or priorities may change, and you have to apply such changes in policy and procedure.

In addition to evaluating the proposed changes, a review of the document should be a routine part of the charge management  Determine the period of review for each standard, policy, or procedure / year, every two years, and so on. In the documentation itself, you should write down the date and the next review date.

Lastly, do not waste documentation long after you change it. Save the file. Over time, you will have historical reports that show the development of your network. Such information is valuable to someone else in the future who want to know how the network can be like now.

ENDLESS PROCESS

Could complete the creation of the first documentation of course, is a great achievement, but it's just the beginning. You must keep documentation so does not become obsolete. Maintenance documentation should be an integral part of charge management that your documentation is always relevant, accurate, and useful.


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How Information Displays?

After getting all the necessary information, you have to find a way to communicate to others as effectively as possible. True, you can write them in narrative form using a word processor such as Microsoft Word, but it's boring to read.

Like most other technical material, it would be better to present the information (at least partially) in form images. In other cases, information may be better presented in a table, such as the spresdsheet. The point is to communicate as effectively as you can, with whatever tool is needed.

One of the most effective tools for networks present in the form of images is Microsoft Visio, which allows you to directly drag and drop the network components, such as servers and switches, into the picture. To show the process or procedure, you can display information in the form of a flowchart.



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Where Do You Get Information?

If you are documenting a network that taken care of, then you probably know more about the network than others. Although the information that needs to be documented does not exist in your mind, you certainly know how to look for it.

However, if you are required to document another network, either as a new supervisor or a consultant, you can not rely on your own knowledge. To gather the necessary details, you have to ask all administrators.

Obtaining the necessary information from the administrator may not be easy. For one thing, political factors can hinder your efforts. Maybe the administrators get annoyed with you, see you as an "outsider". Maybe the administrators feel threatened by the making of such documentation or felt it was not necessary. In this case, you need all the skills as diplomats to obtain the necessary information. You have to find a way to overcome these obstacles. Maybe you will be able to make the administrators to see that they are an important part of the manufacturing documentation.

While the administrators want to participate, you may have difficulty communicating with them. Often people will ignore things they can see clearly, but not for others. Or they are very capable of doing their job, but are less able to describe to others. You must be patient and persistent in talking with other administrators, approach from a different direction to get the necessary information. And you may still have to do their own investigation.

If you are accepted as a senior network administrator, and the administrator had not left any information (there are no other employees who know) you have to find the necessary information from the network itself. Follow the cables, see the server configuration and configuration router / switch, and so on

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Physical access

You also have to make policy for the physical security of the device. Here are examples of questions that must be answered :

• Who allowed get into the room?
• What are the key type, which is used on the door?
• Is access limited to the day or a certain time?
• Did you record the serial number of the device?
• Is there a record of the visit?
• Who reads these notes and when?
• Are you going to use a video camera? if so, who and how many times to change the cassette tape replaced?

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infiltration Security

One aspect of the security policy that you may hope will never be used is the security breaches. Though it may be short, but this part is very important. Since there are many types of security breaches, this section takes some thought. Employees who enter the room the other computer can be regarded as an intruder security, as hacker who breaks into the server.

You should consider different types of security breaches and how to handle them. For example, if there are employees elsewhere in the computer room, which you do may ask for the security escorted out. If a hacker breaks into the server, you may reformat the hard drive and restore from back-up servers made ​​before the burglary or breaches.





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E-mail

Policy e-mail could have been the biggest part of your security guide. Here are some questions you can use to create e-mail policy:

• Do you allow attachments from inside?
• If the attachment is allowed, if it applies to all or only certain people?
• What is the maximum size of user mailboxes?
• What if there are users who use e-mail to commit an illegal act?
• What if there are users who use e-mail to take action threatening?
• What if there are users who use e-mail to take action disturbing others?
• What if there are users who use e-mail to perform the act of sending / receiving pornography, jokes, or other brutal material?
• What if an employee is sending bulk e-mail through the company's server?
• Does the company monitor the use of e-mail? if so, who did it, who they monitor, and how many times?
• Are employees informed about such monitoring, or monitoring carried out secretly?

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Antivirus Software

Surely you would want every machine running the same type of antivirus software. Policy should mention what software you used and what actions dillakukan to deal with the virus. The following questions may help you in making policy virus.


Following questions may help you in making policy virus.

• What antivirus software running on the workstation?
• What antivirus software running on your server?
• What antivirus software running on your e-mail server?
• When the time to download and install the update antivirus?, If so, this is done automatically or manually?
• If done manually, who is responsible for doing it?
• If there is a virus, whether they are quarantined or deleted?
• Does your policy to the user, who often receives an attachment containing a virus?

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Service Pack and Hot Fix

That security is also important is the service packs and hot fixes. If for example you are using windows, then you should check the Microsoft website. You must have a policy that explains how it is done. Because there is no one specific way to deal with service packs and hot fixes, you have to determine for themselves what is best for your organization.

Here are some questions that need to be answered at the time you make a policy:

• Who is checking service packs and hot fixes new?
• How many times has it done?
• At the time the patch is installed, whichever comes first machine installed (if the process is automated o)?
• Who installed the patch?
• Is the patch installed dapa during the day, evening, or weekend?

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user rights

Another important aspect of computer security is access control. Usually, the right of access to a given resource tends to shut rather than individual users. Therefore, enter a list of all the groups in your security guide. List must contain a description of the group and what permissions are required so that the user can be a member of the group.

make the list is not an lightly and should be maintained continuously. You will benefit with the document. First, by having the data group permissions in writing. You can see that everything is consistent. This is a surefire way to ensure that no one is to change the group permissions. Should do checks at specified intervals.

Another advantage could be a weapon in the face of a stubborn manager. Suppose the marketing manager asked that people put in all groups. At the time answered not, he can just say that you have no basis for rejecting his request.

One way to overcome these managers face is to take your security. and shows a black and white counts where there the phrase "to be a member of the Administrators group, the user must ...".


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Security Template

At the time talking about policy and security measures, we tend to think about things like minimum password length and the length of time the log on. Two it is certainly an aspect of security policy and unquestionably should be included in your security guide.

However, try to stay away from questions like "password must be at least eight character". We certainly do not want to use the same security policy between IT staff and other users. IT staff have access to a higher than another user and thus require more stringent security. Similarly, some of the servers storing the information is more important than the other servers and require a more stringent level of security. Because of these differences, it should use the security template.

Security Template is a file containing predefined settings that can applied to a group. One in the security guide, you could have mentioned

• Administrators use template A.
• Manager uses templates B.
• User using templates C.

Next, you can specify the settings within each template. This includes the password length, password expiration, and all other security settings.

You also need to specify the template to be applied to the device. At the very least, you will need one template for workstations, one for members of the server, and one for the domain controller. If you have a server application then you may want to create a template for them. Keep in mind that the template workstation should not allow users to install unauthorized software or deleting system files. Template domain controller must protect Active Directory.

One more step that needs to be done. You should periodically check the contents of the template, and having integrity proven template, use the template to audit the existing setting. Free security you should mention how many times it was done, who did it, to whom the results are given, and what to do if there is any inconsistency.



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administrative security guide

User security administration is a little more difficult than your user security. most people tend to think security is to prevent hackers and viruses. Although it is true, another aspect of security is to protect users from themselves and protect the network from users who do not know what they are do.

You have to design a strict security system. Therefore, administrative documentation should be more lengthy and detailed. There is no right way or wrong way to make your administrative security. each organization has different needs. One company may require policy and procedureThe 200-page security, while smaller companies may suffice to five pages.

What is contained in it is entirely up to you.



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Free Security End User

Free flow of explaining what to do user-related security. However, if it is small and many foreign terms, and even then it is not hard to read a lot of users who want to take the time to read and try to understand the guidelines.

Guidelines for the end user could be just one page that describes the basic security policy. Documents can contain for example:

•  change passwords every 30 days,
•  Do not write passwords carelessly or tell anyone else,
•  Do not install software onto company computers,
•  Do not connect the device to the network restricted,
•  All submissions must be approved by the computer supervisor prior to submission to the purchasing department,
•  Do not use company computers than affairs of the company,
•  etc.

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documentation should include your network security

Most network documentation contains hardware inventory, map connections, IP address, and so on. However, your security is as important as the hardware documentation. User security is very important in maintaining the smooth running of your network.

Simply put, your security is a document which clearly states the policy related to network security. In a real situation, the company may have had two panuan security. One is intended for people who are responsible for security arrangements and another for the end user.


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what is documented?

if you take over the network for the first time, what information you want to know?
that must be included in your network documentation. Enter the information is clear and useful, and it will be available at the time the person concerned does not exist. That is the core documentation.

You should also prioritize documentation. Specify the information that must be recorded and the information you which ones can wait later. You can not do everything at once. Although each network has its own features, many common elements that can be documented.

• Network topology

This is usually done in the form of a diagram showing the 'node' major network, such as routers, switches, firewalls, and servers, and how they are all connected. Typically, printers and workstation are not included.

• Server

This is all the information on the server you will need to set up or take care of them, such as the name, function, IP address, disk configuration, OS and service pack, date and place of purchase, warranty and so on.

• Division of routers and switches port

This includes details of WAN configuration, VLAN, or port to the node distribution network through a patch panel.

• Configure the service network

Network services, such as DNS, WINS, DHCP, and RAS, is essential for network operations .. You should describe the complete structure. Although you can get this information by checking the server, the intention is to save time by documenting in a format that is easily broken.

• Domain policy and profiles

You can restrict the ability of a network user with Police Editor or Group Policies. You can also make roamingprofile that can be stored on the server rather than on your local computer. This configuration, if used, must be documented.

• Critical Applications

You must document how they are maintained, including what usually happens to them and how to solve the problem.

• Procedure

The procedure is basically the way we run the policy, and it can be quite long. For example, the policy "network must be secure from foreign users." However, it took a great effort to implement that policy. There is a procedure for firewalls, network protocols, passwords, physical security, and so on. You may also need procedures to handle network problems reported by users and for routine maintenance of the server.


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make arrangements

like the other great work, making network documentation requires planning. It is important to remember that this principle is communicating. Will be your task to take technical information and present it to someone less familiar with the network so that people can know what you know. At the time of the planning stage, you should determine what you want documented, where the place to get the information needed, and how to present it.

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why is it necessary documentation?

you may think why to spend time to create documentation while you are busy with routine maintenance work such as servers and switches, to handle network problems, plan and perform an upgrade, as well as attending meetings. In fact by having a good network documentation you will get some benefits.

Documentation can be a life saver when troubleshooting - at the time of issue, the documentation will serve sebegai references to guide you in doing troubleshooting. Documentation can be instrumental in training new employees, if any new employees coming in, he / she will be faster to learn if there is a reference book.


Documentation can be a helper for contractors and consultants (they are not cheap). If they need to know the details of network infrastructure, they will work more quickly if there is documentation. Overall it will save time and money that will surely make your boss very happy.

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create network documentation

make the documentation is time-consuming job and boring.
However, the documentation is very important to maintain the condition and smooth your network. Maybe you've just come in as a network administrator in the office of the new and there is no documentation for the network. Or maybe your boss call and ask you to document the network from scratch. regardless of any situation, if you must document without any data, it will be difficult to determine where to begin.

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