IT Documentation

This document provides information about organizational requirements, present and future capabilities of information technology, and types of documents used by organizations. It discusses the importance of proper documentation and design in the IT industry.

Running head: IT DOCUMENTATION
IT DOCUMENTATION
Name of the Student:
Name of the University:
Author Note:

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Table of Contents
Answer to the question no 1:...........................................................................................................2
Answer to the question no 2:...........................................................................................................4
Answer to the question no 3:...........................................................................................................8
Activity 4:......................................................................................................................................11
References......................................................................................................................................13

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Answer to the question no 1:
Organizational requirements
Organizational requirements are the requirements those are necessary for the organization
for daily functioning. For the Adept Owl, the organization is going to launch high quality games
for the enjoyment of all ages. The main objective of the Adept Owl is to become one of the
leading game developer in Australia. In order to do this the organization needs different
functional requirements for both technical and marketing purpose. The organizational
requirements needed on the different functional fields of Adept Owl is as follows:
Information entry: The information entry is an important process for Adept Owl. The
management of the data is needed to be done in a proper way as there are various types of data
needed to be stored in the database. These data or information can be both technical and business
oriented (Dawes, Vidiasova & Parkhimovich, 2016). The entry of the consumer data is
important. From this the analysis can be done regarding the customer base of the organization.
Apart from that after the implementation of the modification of certain things the comparison
between the previous consumer base and present consumer base can be done in a proper way
(Xia, Singhal & Peter Zhang, 2016). However, maintain the confidentiality of the consumer
information is the responsibility of the Adept Owl. The breaching of the data can become a threat
for the consumer as well as it can affect the good will of the organization.
Apart from entering the consumer data, the business statistics of the organization are
needed to be stored in the data (Church & Waclawski, 2017). For the evaluation of the
performance and productivity the generation of the reports from this analysis can be beneficial.

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Storage output: Storage output system generates the hard copies of the information from
softcopies. In order to generate the output various output devices like printer, fax, and photocopy
machines are used at Adept Owl. All the output storage systems are interconnected with all the
systems.
Quality of document design: Before the beginning of the document design the Adept Owl is
needed to be sure about the
 Organizational requirements of document design.
 Evaluation of the capability of IT in the organization
 Identification of the types of the documents
 Establishment of the documentation standards.
After ensuring all these things the managing of the template design and development can be
done. This step is followed by the development of the standard text for the document and the
implementation of strategy to use the standard document format.
Legislative Requirement:
Privacy: Adept Owl is concern about the privacy of the organization as well as the consumers
of the organization. In this case, the company policy stated that Adept Owl collects the personal
information about the users which are provided by them voluntarily through the website during
asking for any query. The information is then saved to the data base of the organization which is
secured enough. The following information are recorded by Adept Owl when the users visits the
website-
 Internet address of the users
 Domain name of the users, in case if it applicable and

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 Data and time of visit.
The pages of user’s access and the download of the links by the users are also noted by the
website of Adept Owl. This information are used for the analysis of the website traffic from
where it can be determined that if the users are getting interested about this gaming organization
or not.
Security: The organization uses various electronics security measures which includes
restriction in entering into the office. The access of the database, firewalls are not open to all the
employees. Only the authorized person is responsible to access these systems. Cookies in the
websites are used to measure the session timing accurately in the website and Adept Owl tries to
use limited numbers of cookies. However, the users can change the setting of the cookies to
disable the cookies from collecting the information. Apart from that Adept Owl has separate
documentation regarding privacy policy that describes the company’s stand regarding
maintenance of the privacy and every employee of this organization is needed to follow this
policy.
Answer to the question no 2:
Present capability of information technology:
Present capability of the information technology of Adept Owl can be done through
describing the existing hardware and software for the organization.
List of Hardware:
 Binder and laminator
 Shredder
 Telephones

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 Fax Machines
List of existing software in the organization:
 Operating system- MS Windows
 Anti-virus software- Symantec Antivirus
 Office software- MS Office professional
 Internet browser- Mozilla
 Email software- MS Outlook
 File compression and decompression- WinZip
 Pdf reader- Adobe Acrobat Reader
 Accounting software- MYOB
 Design and publishing software- Adobe Creative Suite
 CRM software- Act!
From the information gathered from the above list it has been seen that the hardware and
software is capable for the daily functioning of Adept Owl. The systems has all the necessary
software those are needed for daily use. Apart from that monitoring on the system is done by the
IT manager. In case, if any change is needed for the organizational information technology
system, IT manager inform the matter to the higher management. The necessity of the change in
the information technology can be evaluated through the changes in the technology around the
industry and use of emerging technologies by other companies (Sayles,2017). In case, if
employees are facing any problem in the system they can report the issue to the IT manager.
Moreover, the organization has separate virus protection act which has written instructions to the
employees regarding the usage of the system.

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Impact on document design and production:
The organization uses one designing software from Adobe. The product is efficient and
can product a good quality of documentation design. Apart from that for the writing of the
document Microsoft office professional package is used which can be considered as a standard
package. The design and documentation can be done in a proper way through these systems
(Laguna & Marklund, 2018). However, before the documentation process, the analysis of the
requirements of the documentation and the template of the documentation are needed to be
prepared.
The improvisation of the documentation and the design process can be made through the
modification and improvisation of the software system at Adept Owl. In order to do this certain
software systems are needed to be implemented in the system.
Future capability of information technology:
The use of the information technology can be improved for Adept Owl using the
application of different emerging technology. For the documentation process the changes in the
requirements are needed to be noted down (Dick, Hull & Jackson,2017). The use of the proper
template is needed to be done. In case of using the software, there are many alternatives of
Adobe Creative Suit like Capture One Go can be used which is more advanced in some ways.
Apart from that the organization has existing CRM system Act! However, for the
synchronization of the functionalities of all departments and mitigation of the errors from the
manual process Adept Owl can implement ERP system (Enterprise Resource Management
system). This will help this organization to do focused marketing along with that the analysis of
the business situation can be done in a proper way through this system. The implementation of

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the ERP system will help the organization to gain the competitive advantage in the market. Apart
from that the organization can go for the automation of the information storing process. This will
save the time for the organization for storing and analysis of data. Apart from that the storage
system of the organization can be turned into cloud based storage system. This will help to
reduce the overhead cost for the organization along with that will provide larger storage space
(Bahill & Madni, 2017). Apart from that in order to evaluate the future capability of the
requirements and their impacts on the documentation process in the organization needs a
brainstorming process. This will help to get the idea of presenting the document in different
styles. The categorization of the documents those are going to use for the internal use of the
organization and external use on behalf of the organization is needed to be done earlier (Fonkwe,
2016). Considering the future needs, the organizational business plan is the first thing that is
needed to be considered. Through referencing the business plan the identification of the
requirements can be done for setting up the new business areas. Apart from the consulting the
senior and other departmental managers can be helpful to determine if the proposed design of
document is going to be suitable for the organization along with determining its cost of
publishing such documents.
Impact on document design and production:
The improvement of the technology will enhance the design and the quality of the
document design and production of the organization. The use of smart technologies will help the
organization to produce new games with high quality and standards (Laplante, 2017). Apart from
that the proper documentation of the specifications will help the consumers to understand the
roles and objective of this organization in the development of the gaming process. Apart from
that the implementation of the ERP software the organization can improve the productivity

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(Daft,2015). This will help in the proper synchronization of all the functionalities in the
organization.
Before producing the document using the advanced technology, certain questions are
needed to be evaluated. The first thing that is needed to be considered is that if the document is
published for the internal use of the organization or not. Before publishing the external document
for the organization, knowing the clients and the time of dealing of the client are needed to be
taken into consideration. Apart from that the specification of the format is needed to be
maintained.
Some of the design requirements that can be included in the style guide are-
 Electronic or paper media.
 Creation of templates
 Style of binding
 Appearance of the cover
 Margins and the fonts
 Headers and footers
 Drawing and the images
Answer to the question no 3:
Types of documents used and required by organization:
While development of the task, documentation process is important. The proper
documentation can mitigate the chances of scope creep in the organization. However, the
presentation of the documentation is equally important for the proper understanding of the
requirements (Eyring et al.,2016). The style guide of the document can be improvised or update

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with the changing requirement of the organization. However, the change in the style of
presentation and the cover style of the presentation can be done only after getting approval from
the managers (Wasson,2015). In some situations the draft versions of each of the documents can
be made for getting the approval on the right cover style and document style design
(Serrat,2017). The selection of the documentation style is important as it approves the changes
those has to be made regarding the long term corporate templates. The design of these templates
can affect external documentation positively or negatively. Apart from that the documentation
and the design of documentation is important as it will represent the company to external entities.
There are different types of documents those can be required by the organization. These
types of documents are-
 Hardcover (Can be both color and black and white): The application of this cover style is
suitable for publishing quality books about the organization and organizational histories.
 Card front and back cover with high resolution full color or black and white: This type of
cover style is applicable for making prospectus, sales advertising contract tender. As or
example this kind of cover style is used by Australian Securities and Investments
Commission.
 Color print out or photography: This type of cover style is applicable in the documents
used for internal circulations or the internal usage of the organization. Apart from that the
drafts and the documents regarding proposals prospectus of the organizations along with
the policy and procedures are published with this type of cover style.
 Plastic cover over cover (Can be color or black and white) : Clear or opaque plastic cover
on the hard binding of the document is used in the internal documentation and maintain
reference documentation.

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 Black and white on paper: This type of cover style is applicable for publishing the
operating manuals, internal procedural manuals, printed instructions and reference
documents.
 Without cover page: Letters, memos, distributed meetings and the photocopies of the
documents and internal circulations.
Feature of the layout:
Layout feature plays an important role in the reliability of the document. Layout of the
document is selected along with the cover style of the document (Inayat et al.,2015). There are
some of the factors those are needed to be considered before the designing of the template for the
documentation process-
 Choice of font or typing: The Adept Owl may have preferred choice of font and size.
However, the choice of font and size is also dependent on the requirements of the
document. As for example it can be said that Times New Roman can look more
professional than other font size. However, it is advisable that keeping one or two fixed
font sixe can be preferable as using too many fonts can be distracting.
 Spacing of the text: This refers to the amount of space surrounding the text. Usage of too
much white space will increase the length of the paper. Apart from that the document
may look sparse. On the other hand maintain very small spacing can make the document
difficult to understand. The other requirements can be included certain things like
numbering of the lines between the text. Double spaces or multiple spaces can be
applicable between the paragraphs.

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 Width of the margin: The requirement of the margin size is needed to be discussed before
the development of the documentation. However, the selection of the width of the margin
can be determined by the organizational policies and procedures.

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Activity 4:
Monitoring the use of the documentation standard, templates and macros
The monitoring of the documents procedure is utilized to understand the exact use of the
documentation papers to find out if they are using the exact required template and macros as
specified. All the documents need to be observed from time to time to make sure that they are
utilizing the specified macros and template. The systematic monitoring process should be
included in the controlling procedure and for that people would be assigned to monitor every
single document scheduled. Therefore, all the papers should be checked throughout before it is
presented to the necessary people. The standard should be checked as per the requirements
specified for every kind of document presented by the organization.
Evaluating the quality of documents produced against documentation standards
It is important to specify the checking of the quality of the documents specified by the
Adept Owl organization to see if the documentation standards are met according to the
maintenance of the quality specified. The arbitrary handling of the documentation template is
avoided with this procedure. Once every documentation types are follows the standard in the
organization, it would also be identified by the organization about the content of the document.
The content should be checked to be of high standards, crisp and to the point content and no
mistakes in grammar. The correctness of the content would be evaluated with the content
described in it and if the information they are going to generate discusses about any agreement or
contract or any other notification regarding the organisation to the clients. After the document
passes the standard checking and content checking, it can be said that it would be regarded as a
quality document as per the standards of Adept Owl.

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Reviewing the documentation standards against the changing needs of the organization
Change is an ever-occurring factor in any kind of organization and it is inevitable that
Adept Owl would also be bringing about changes within the organization. Documentation is also
an integral part where change is required to deal with the changes that are going on within the
organization at the correct point of time. During this time, the outline of the standard template of
the document should be maintained with minor changes that should be specified in the
documentation standard policies. The first streamlining of the business with the changes
implemented in the documentations would me made much more efficient specifying the changes
defending the employees in the policies and manuals. All the changed policies about the
documentation standards would be shared to all the concerned employees so that they would be
provided with a written sample of the changes complying to the change within the organization.
Planning the implementation of the improvements in accordance to the organizational
procedures
It is necessary that as a complete business organisation Adept Owl becomes flexible in
adapting for the change in the organisational procedures and for this documentation becomes an
extremely important tool. The policies developed in written should also be made according to the
changed policies and manuals in creating templates, maintaining document quality and macros.

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References
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Decisions in System Design (pp. 373-457). Springer, Cham.
Church, A. H., & Waclawski, J. (2017). Designing and using organizational surveys.
Routledge.
Daft, R. L. (2015). Organization theory and design. Cengage learning.
Dawes, S. S., Vidiasova, L., & Parkhimovich, O. (2016). Planning and designing open
government data programs: An ecosystem approach. Government Information
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Dick, J., Hull, E., & Jackson, K. (2017). Requirements engineering. Springer.
Eyring, V., Bony, S., Meehl, G. A., Senior, C. A., Stevens, B., Stouffer, R. J., & Taylor,
K. E. (2016). Overview of the Coupled Model Intercomparison Project Phase 6
(CMIP6) experimental design and organization. Geoscientific Model
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Inayat, I., Salim, S. S., Marczak, S., Daneva, M., & Shamshirband, S. (2015). A
systematic literature review on agile requirements engineering practices and
challenges. Computers in human behavior, 51, 915-929.

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Laguna, M., & Marklund, J. (2018). Business process modeling, simulation and design.
Chapman and Hall/CRC.
Laplante, P. A. (2017). Requirements engineering for software and systems. Auerbach
Publications.
Sayles, L. R. (2017). Managing large systems: Organizations for the future. Routledge.
Serrat, O. (2017). Building a learning organization. In Knowledge solutions (pp. 57-67).
Springer, Singapore.
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principles, and practices. John Wiley & Sons.
Xia, Y., Singhal, V. R., & Peter Zhang, G. (2016). Product design awards and the market
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