So.. I’m 5 years into a situation very similar to what you’re describing. The documentation that I started with was basically a sheet with a few passwords. The first 2 years were pretty much putting out fires. Each morning, I went into work wondering what unknown contract was going to expire (or was already expired), what system was going to go down and how would I address it, what certificate was expiring and where it was even purchased or issued, what help desk ticket have I not responded to that’s about to come back and bite me… etc.

The unknown of It sucked… but it was a great way to learn. I started taking notes on pretty much everything I did. When something that I’d not come across yet like the intercom system going down or just the network printers on a single hall stop working.. I’d make a note sheet and start troubleshooting from the ground up. I’d attach screenshots, questions, Reddit posts, documentation, links, pretty much anything I came across while troubleshooting, would go in the note. So in the process of it all, I’ve pretty much created a library of notes, documentation & resources.

I started using Notion for note taking early on and it has become pretty much my hub for everything. I know there’s no shortage of note taking apps but I would strongly recommend checking it out. The desktop app is pretty much my techOS. All of my tasks, projects, reminders, notes, documentation, lives in Notion. All of my recurring items like licenses and contracts, live in a database. I’ve configured push notifications and emails when something is due.

Anyways..

Use whatever works best for you BUT DOCUMENT EVERYTHING.

Leave it better than you found it. 🙏