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10 Things Your Documentation Plan Should Know

Requirements gathering is a key part of every documentation plan. As well as covering the schedules, costs, deliverables and roles, you need to list each and every requirement that your project will encounter.

Documentation Plan Template - Download Now! Documentation Plan Template - Download Now!

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A document plan describes how content will be prepared, delivered and distributed, it captures file format, page count, tools; identifies human, software, hardware requirements; clarifies roles and responsibilities; prepares schedules and resource allocation. [Download Documentation Plan Template Online]

Here are our top 10 requirements for successful documentation plans:

1.  Assign an individual for every data repository. Identify their roles and responsibilities.

2.  Create standard operating procedures (SOPs) for creating, updating and revising documents.

3.  Create a Master Document List. Capture each technical document your team writes, updates and archives. This single document lists all documents under change control. For each controlled document listed, the list will capture the Title, Document Number, Revision Number and Release Date.

4.  Identify the software requirements for the project success; this includes specialized authoring software for creating online help or content for mobile devices. Ensure that you have covered licensing costs.

5.  Identify security issues such as access to building, swipe cards, access to secure data resources, and travel requirements for international projects.

6.  Create standard operating procedures for identifying and removing invalid and/or obsolete documents; define procedures for transferring archived documents to storage facilities.

7.  Establish procedures for reviewing and approving documents prior to issue. Ensure that all documents are updated to reflect revisions.

Documentation Plan Template - Download Now! Documentation Plan Template - Download Now!

8.  Identify and retain documents for legal and/or contractual purposes, for example, to comply with Sarbanes Oxley requirements.

9.  Maintains master documents in a secure environment. Establish appropriate access controls and disaster recovery procedures.

10.  Establish the writer’s requirements, which is addition to the usual hardware, software, and technical requirements, will include access to reviewers to provide feedback and commentary on the actual documents.

Failure to capture requirements at the start of a project is likely to jeopardize your project’s success as documents will come in later, invalid, or incomplete.

Always leave some contingency for items you may have overlooked in your plan.

No one will be upset if you come in before schedule but there will be little sympathy if you come in late.

Give your project every chance to success.

P.S.

A documentation plan, also known as an information development plan, can help you manage writing projects, especially those that span several months and require input from different writers, editors, reviewers and so forth.

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