Software can be operational and still depend on knowledge held by a person who is no longer available. The problem becomes visible when a release, fault or account renewal needs information nobody has recorded.
Build a usable system map
Combine a technical review with demonstrations from staff. Identify the components, where they run and how records move between them. Preserve current code and configuration before making changes, then document what has been verified and what remains uncertain.
Practical checks
- Locate repositories, hosting and databases.
- Identify scheduled tasks and external connections.
- Record build and release steps.
- Capture business rules and important exceptions.
Questions and answers
Should we rewrite it because documentation is missing?
Not automatically. An assessment can show whether the system is maintainable. Missing documentation increases investigation work but does not itself prove replacement is needed.
Where should the documentation be kept?
Use a business-controlled location with appropriate access and version history. Avoid keeping operational knowledge only in one supplier’s personal notes.
Discuss your existing software
Digital Solutions can review the available system and discuss an appropriate next step. Feasibility, access requirements and the scope of any chargeable investigation are agreed before work proceeds.
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