Documentation is one of the reasons cited for using a GIS. You know the one… “You need a GIS because Bob is going to retire one day and take all that knowledge with him.”
I was in my previous position for 11 years. During that time I attempted to document various processes that I performed on a regular basis. So in preparation for my departure, I began reviewing my documentation. The success or failure of an organization should never be due to one person’s actions or lack thereof. Our office had always operated in a manner that ensured processes continued to occur even if one of us was hit by a bus. (Getting hit by a bus was always our morbid example, though highly unlikely in Little Rock, AR).
So how did I do over the course of 11 years? I would give myself a C. I began to realize it would be easy for me to complete a given task with the documentation but in some cases would be very difficult for others. Key items were often left out such as server names, network dependencies, and in a couple of cases; username or passwords. It took me about a week to clean up the documentation. I then provided the revised documentation to staff and ask that they attempt to replicate the processes. This was followed by finalized editing.
I challenge you to consider all of the task you preform daily, weekly or monthly. Ask yourself "If I wasn’t here; would someone be able to complete the task?" This is a really good litmus test in advance preparation of a zombie attack.
About the Author
Learon Dalby serves as VP of Geolocation Services at Sanborn. Continuing to offer practical solutions to real world problems. You can follow him on Twitter @learondalby – Prior to joining Sanborn he served as the GIS Program Manager for the Arkansas Geographic Information Office (AGIO). He began his career with the AGIO in 2000 where he was responsible for managing a number of statewide programs.