Documentation H.P.S.

ISHARAKA
2020/ICT/BIT15
Documentation
Documents : An approved instruction either in paper or electronic form which
guides about how an activity shall be executed.
Documentation is a set of documents provided on paper, or online, or on digital
or analog media, such as audio tape or CDs.
Documentation is any communicable material that is used to describe, explain
or instruct regarding some attributes of an object, system or procedure, such as
its parts, assembly, installation, maintenance and use.
Documentation in workplace
oDocumentations are require for build manage workplace information system.
oDocumentation is retained records of employment and company actions and
events as required by legal mandates and company policy.
oDocumentation can guide managerial staff on employee promotions,
disciplinary actions, pay raises and terminations.
oPosting documentation is important for employees to understand their rights
and obligations to maintain a safe workplace.
oIf a company does not maintain up-to-date documentation, the auditors could
report the company to be violation, which could cost the company time and
money.
Types of documentation
1. Paper-based
2. Electronic-based
oPaper based storage
o Filing cabinet
o Flat
o Suspension folder
o Rotary storage
oElectronic based storage
o Database
o Computer files
o Email
Type of Documentation using
workplace
oLogs
oDiaries
oLetters
oChecklists
oMaintenance schedules
oWorkplace form and standard documents
oWorkplace and on road transport memos
Documentation Procedure
Documentation procedure is particular process or method used to arrange or
provide set of documents.
Documentation procedures are:
oDocument drafting
oFormatting
oSubmitting
oReviewing
oApproving
oDistributing
oReposting
oTracking
What is good documentation practice
Documentation must be :
Accurate : true / precise, error free
Concise : short & clear information that is understood by all
Legible : shall be readable , understandable.
Traceable: who recorded it, where, when and how
Contemporaneous : documented at the time activity done
Enduring : long lasting and durable
Accessible : Easily available / retrievable
To complete the documents
professionally within workplace
oWrite neatly
oKeep forms clean
oSpell all words correctly
oTake copies of personal forms
oUse short sentences
oCheck completed documents
oComplete documents on time
oUse correct codes / descriptions
oRead instructions clearly when filling the forms (documents)
The importance of documentation
oA single source of truth saves time and energy.
oDocumentation is essential to quality and process control.
oDocumentation cuts down duplicative works.
oProvide legal protection - evidence of action.
oA single source of truth makes everyone smarter.
oProvides history and information for review.
Thank You..!