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IT Documentation Services That Turn Tribal Knowledge Into a Written Record
Network diagrams, IT asset documentation and access records kept current and readable, delivered UK-wide as part of managed IT support from £20 per user, per month.
Complete Asset Documentation
Every server, switch, licence and warranty logged in one place, so nobody has to remember it or hunt through old emails.
Network & Systems Diagrams
Clear, current diagrams of how your network and systems actually connect, not a diagram drawn once and never updated.
Living Documents, Not a One-Off Report
Documentation is kept up to date as your IT environment changes, so it's still useful in a year, not just on the day it was written.
IT documentation services UK businesses actually keep up to date
Ask most small businesses to produce an accurate list of every server, switch, licence and login their IT depends on, and the honest answer is usually that it lives in one person's head. That's manageable right up until that person is on holiday, leaves the business, or simply forgets a detail during an incident at 2am. Cloudswitched provides IT documentation services UK-wide as part of our managed IT support, building and maintaining IT asset documentation, network diagrams and access records that stay accurate as your environment changes, rather than a one-off document that's out of date within months. We're based in the City of London and deliver remotely across the UK, with on-site cover for London-based clients, so documentation reflects what's actually installed and connected, not what was true when someone last had time to write it down. This matters more than most business owners expect until the moment it doesn't: during a ransomware incident, a due diligence exercise ahead of a sale, or simply the Monday morning after a key member of staff hands in their notice. In every one of those situations, the businesses that recover fastest or pass through the process most smoothly are the ones where the answer to "how does our IT actually work" was already written down, rather than needing to be reconstructed under pressure.
What IT documentation services actually cover
Good IT documentation isn't a single PDF — it's a structured, maintained set of records covering every part of your IT environment. At Cloudswitched, that means a complete IT asset documentation register covering hardware, software licences, warranties and renewal dates, network topology diagrams that show how your sites, servers and network hardware actually connect, and a clear record of who has access to what, so leaver processes and audits aren't a scramble.
IT Asset Documentation That Stays Accurate
An asset register is only useful if it reflects reality. We update your IT asset documentation whenever hardware is added, replaced or retired, so at any point you can answer "what do we own, where is it, and when does support expire?" without chasing three different people for an answer.
Diagrams You Can Actually Use in an Incident
A network diagram that's three years out of date is worse than no diagram at all, because it actively misleads whoever's trying to fix a problem under pressure. Our diagrams are updated alongside any change we make to your network, so they're genuinely reliable when they matter most.
Access and Credentials, Properly Recorded
We document who has administrative access to which systems, how privileged accounts are secured, and how access is revoked when someone leaves — the kind of record that turns a stressful leaver process or a security audit into a straightforward checklist rather than a guessing game.
Documentation as Insurance, Not Just Paperwork
Most businesses only discover how much they were relying on undocumented knowledge when the person holding it is unavailable — on leave, off sick, or gone entirely. Treating documentation as an ongoing discipline rather than a compliance box to tick means the business keeps functioning smoothly regardless of who's in the room on any given day.
Our recent work
A selection of websites and web applications we've designed and built for our clients.
Our approach to IT documentation
Maintained, Not One-Off
Documentation is reviewed and updated every time we make a change to your environment, so it stays a reliable reference rather than a snapshot that ages badly.
Written for Humans
Our documentation is written in plain English with clear diagrams, so it's genuinely usable by a director, an auditor or a new IT hire, not just the engineer who wrote it.
How it works
From first conversation to a complete, maintained set of records — our process keeps things simple.
1
Discovery
We review your current servers, network hardware, licences and any existing documentation to understand what actually exists today.
2
Build the Record
We build your IT asset documentation register and network diagrams from what we find, filling gaps and correcting anything out of date.
3
Review & Sign-Off
You review the documentation with us, so it reflects your business accurately and answers the questions you'd actually ask in an audit or incident.
4
Ongoing Maintenance
Documentation is updated as your environment changes, so it stays accurate long after the initial project is finished.
UK businesses turn to IT documentation services when
The one person who understood the network has left, or is about to
An incident revealed nobody actually knew how the network was configured
Cyber Essentials or an insurer's questionnaire asks for an asset register they don't have
A new IT provider or in-house hire needs to get up to speed quickly and there's nothing written down
Software licence renewals are missed because nobody's tracking expiry dates centrally
A due diligence process for investment or acquisition asks for a full IT asset list
They're not sure who still has administrative access to systems former staff used
Leadership wants a clear picture of IT spend and asset lifecycle for budgeting
They want documentation bundled with wider IT support instead of commissioning a separate one-off project
Why choose Cloudswitched for IT documentation?
We build IT documentation as part of ongoing managed IT support, so it stays maintained rather than becoming a one-off deliverable that's outdated within a year.
Our IT asset documentation covers hardware, licences, warranties and renewal dates in one place, so budgeting and lifecycle planning are based on facts rather than guesswork.
Network and systems diagrams are updated every time we make a change, so they're genuinely reliable references during an incident, not a historical snapshot.
Access and credential records are documented clearly, making leaver processes, audits and Cyber Essentials evidence requests straightforward rather than a scramble.
Documentation is written in plain English for directors and non-technical staff, as well as in enough technical detail to be genuinely useful to an engineer.
Based in the City of London, we deliver IT documentation services UK-wide remotely, with on-site coverage available in London when hands-on discovery work is genuinely required.
We also treat documentation as a two-way conversation, not a document dropped in your inbox. Once the initial register and diagrams are built, we walk through them with you, so you understand what's there and why, and can flag anything that doesn't match your understanding of the business before it's signed off as the official record.
Choose Your Plan
IT documentation is built into our managed IT support plans — simple, transparent pricing per user, per month.
Essentials
Basic asset inventory for small teams
£20/ user / month
- Basic IT asset documentation
- 24/7 monitoring
- Cloud backup
- Network diagrams
- Full IT documentation
Most Popular
Assurance
Network diagrams for growing estates
£40/ user / month
- Everything in Essentials
- Network & systems diagrams
- Licence & renewal tracking
- Quarterly document review
- Access & credential audit
Ultimate
Full IT documentation and access audits
£60/ user / month
- Everything in Assurance
- Full IT documentation
- Access & credential audit
- Dedicated virtual CIO input
- Priority on-site support (London)
Enterprise
Multi-site estates and bespoke reporting
POA/ custom quote
- Multi-site documentation
- Custom reporting formats
- Dedicated documentation lead
- Bespoke SLA terms
Why Cloudswitched for IT documentation?
Documentation only matters if it's accurate and someone keeps it that way. Here's what sets us apart.
Maintained, not one-off
Documentation is updated with every change we make, so it stays a reliable reference rather than a historical snapshot.
Complete asset registers
Hardware, licences, warranties and renewal dates recorded in one place, not scattered across spreadsheets and emails.
Diagrams you can trust in a crisis
Network diagrams are updated alongside every change, so they're accurate when you need them most.
Clear access records
Who has access to what is documented clearly, making leaver processes and audits straightforward.
Written for humans
Plain English documentation that a director or a new hire can actually understand, not just the engineer who wrote it.
Ready for Cyber Essentials and audits
Asset registers and access records built to stand up to Cyber Essentials evidence requests and insurer questionnaires.
UK-wide delivery
Based in the City of London, we support SMEs across the whole of the UK remotely, with on-site cover available for London clients.
Bundled with managed IT support
Documentation sits within our wider IT support plans, so it's maintained by the same team who manage your infrastructure.
Transparent, fixed pricing
Per-user, per-month pricing with no hidden setup fees, so budgeting for documentation is straightforward.
IT Documentation That Fits Your Existing Infrastructure
Whether you run on-premise servers, Azure cloud servers, or a mix of both, our IT documentation services are built around what you already have rather than requiring you to start from scratch. We assess your current environment, existing spreadsheets and any half-finished documentation before we begin, so the finished record reflects reality rather than an idealised setup. For businesses without an internal IT function, this is often the first time a full asset register and network diagram have existed at all. Use our IT support cost calculator to get a rough sense of budget before you speak to us, or head to our IT administration services page to see how scheduled maintenance builds on the same documented foundation.
Who needs IT documentation services
IT documentation services suit any SME whose network and systems knowledge lives mainly in one or two people's heads — which describes most small and mid-sized businesses that have grown organically without ever formally documenting their setup. Businesses preparing for Cyber Essentials certification, those going through investment due diligence, and any business that's recently lost the one person who "knew how it all worked" all have the same underlying need.
What "asset documentation" really means: a maintained register of every piece of hardware and software you own, who's responsible for it, when it needs renewing, and how it all connects — not a one-time inventory that's accurate for exactly one day.
Getting started: most engagements start with a discovery phase, where we map what actually exists today before building the finished documentation set around it.
What good documentation prevents: the incidents we see most often involve nobody knowing which server does what, licences lapsing unnoticed, or former staff retaining access nobody remembered to revoke. Proper documentation catches all three.
How this fits with a virtual CIO: documentation is often the first deliverable of a wider virtual CIO engagement, because you can't set a sensible technology roadmap or budget without first knowing exactly what you already have, what it costs, and when it needs replacing.
At a glance
From £20/user/month
Asset documentation from Essentials, network diagrams from Assurance, and full IT documentation with access audits on the Ultimate plan.
Service
IT Documentation Services
it documentation services
Network diagrams, IT asset documentation and access records maintained UK-wide as part of managed IT support.
Related
IT Asset Documentation
it asset documentation
A maintained register of hardware, licences, warranties and renewal dates, kept accurate as your IT estate changes.
Frequently Asked Questions
Got questions? We've answered the most common ones below. If you need more detail, get in touch.
What do IT documentation services cost?
Basic IT asset documentation is included from our Essentials plan at £20 per user, per month, with full IT documentation and access audits included on our Ultimate plan at £60 per user, per month. Larger or multi-site estates can get a custom quote.
We have no existing documentation at all — is that a problem?
No, it's the most common starting point. We begin with a discovery phase to map your current environment from scratch, so having nothing written down today just means a fuller discovery project rather than a smaller one.
How is IT asset documentation kept up to date?
Documentation is reviewed and updated every time we make a change to your environment as part of our managed IT support, rather than being refreshed only when someone remembers to commission an update.
Do you document access and permissions as well as hardware?
Yes, our Ultimate plan includes a full access and credential audit alongside asset and network documentation, so leaver processes and security reviews are straightforward. That means knowing exactly which former staff still technically have logins, which shared accounts nobody's rotated the password on, and which systems have no owner listed at all.
Can this help with Cyber Essentials certification?
Yes, an accurate asset register and clear access records are exactly the kind of evidence Cyber Essentials assessments ask for, and our documentation is built to hold up under that scrutiny.
We already have some documentation, but it's out of date — can you take it over?
Yes. We review what exists, correct anything that's out of date, and bring it into an ongoing maintenance schedule rather than starting again from nothing.
Who actually owns the documentation once it's built?
You do. The finished asset register, diagrams and access records belong to your business, so if you ever change provider, the documentation goes with you.
Do you support businesses outside London?
Yes. We're based in the City of London but deliver IT documentation services remotely to SMEs across the whole of the UK, with on-site coverage available in London when hands-on discovery is genuinely required.
Free On Boarding worth up to £2,000!
Limited time offer — valid until 31/05/2026
Get in touch about IT documentation services for your business
We believe that communication is key to any successful partnership. Submit your details and one of our friendly team members will be in touch with you shortly.
Submit your details and one of our friendly team members will be in touch with you shortly