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ICT

Why are information technology templates important?


Whether it's a power failure, hacker attacks or hardware and software errors, it is a huge problem for many companies when important IT components fail. Digitalization has become established in almost all business branches so that IT failure becomes a business emergency in many places.


When day-to-day business comes to a standstill due to faulty or failed IT technology, action must be taken quickly. To resume operations as soon as possible in such situations and prevent data loss, companies must take precautions.


These include proactive maintenance of servers, computers and networks. For the proper functioning of an IT network, its regular care and maintenance are necessary. This results in fewer failures, more excellent stability and the resulting productivity.


Against external forces such as water, power failure or defects, regular maintenance is of limited help. For this reason, it is also important to have an IT emergency manual at hand as a guideline for action in critical situations. It contains solution approaches and regulates responsibilities.


Common to all precautions in information technology is that they can be handled more efficiently and reliably with templates for inspections, evaluations and work assignments.



Advantages of IT documentation through templates


Let's start with the beginning: The documentation of the existing IT system is necessary for planning, control, monitoring and emergency preparedness. Without documentation, chaos quickly reigns. This includes servers and workstations and network configuration, users and access rights, data backup, and software licenses.


Therefore, IT documentation is a lot of work, the organizational aspect of which can be handled more easily, efficiently and traceably with templates. IT managers can record all information on technology in a straightforward and structured way with their help because all necessary aspects are queried. In this way, nothing is forgotten anymore. If something changes in IT technology, you can be sure that the same information is taken up again.


However, IT documentation with templates no longer has to be done with pen and paper. Desktop software and apps can be used to record the data not only digitally. Templates are more comfortable to update, and evaluations are faster.


Automated IT documentation with templates benefits the IT security and IT expenditures of every company.



Be prepared for emergencies with templates


The IT emergency manual is part of the company's emergency management. A company emergency plan should be available in every company with more than ten employees. In addition to procedures, rules of conduct and responsibilities for the information infrastructure, it also regulates other emergencies for operationally relevant areas.


The emergency plan should keep all processes in the company running, even in exceptional situations. The processes are divided into three areas:


  • Emergency preparedness: Emergency preparedness includes all preventive measures that can be taken to avoid crises. In the IT environment, the goal is to increase reliability or make a system more robust.

  • Emergency management: This is about acting quickly in crises. Processes and systems that are important for everyday business are restored. Crisis management and contingency planning are also part of emergency management.

  • Tests and exercises: Regular tests and exercises are suitable to ensure that emergency planning processes are continuously improved, and weak points are detected.

Templates are a popular tool for implementing all three areas in information technology. As already mentioned at the beginning, they allow easy recording and comparison of data. Templates guarantee IT managers structured and efficient work without wasting time.



FAQ: Frequently asked questions about templates in IT


In which areas of information technology are templates used?


Templates are often used in IT departments where IT security, computers, servers and networks and IT contingency planning are concerned. Outside these areas, they are usually used in IT procurement, IT projects and IT installations.


What information belongs in an IT template?


Depending on the area of use, and the template's use case, the information in an IT template varies. They usually have in common that they are dated and signed by the IT representative. Besides, the information should be kept as short as possible, easy to understand and well structured.


What advantages do templates offer for IT documentation?


Templates in IT documentation bring order to chaos. With their help, information is recorded in a structured, efficient and reliable way. Which in turn benefits IT security and IT costs.