How do you store software project documentation for easy access?

1 Choose a documentation format

The first step is to choose a format for your documentation that suits your project needs and preferences. You can use text, images, diagrams, videos, or a combination of these. You can also use different formats for different types of documentation, such as requirements, design, testing, user manuals, etc. The main criteria for choosing a format are clarity, consistency, and usability. You want your documentation to be easy to understand, follow, and update.

2 Use a documentation tool

The next step is to use a documentation tool that helps you create, store, and access your documentation. A documentation tool is a software application that allows you to write, edit, format, and organize your documentation in a central place. Some examples of documentation tools are Confluence, Sphinx, Read the Docs, Docusaurus, etc. A documentation tool should have features such as version control, collaboration, search, export, and integration with other tools.

3 Follow a documentation structure

The third step is to follow a documentation structure that organizes your documentation into logical and coherent sections. A documentation structure is a framework that defines the scope, purpose, and content of your documentation. It helps you and your stakeholders to find the information they need quickly and easily. A documentation structure can vary depending on your project type, size, and complexity, but some common elements are introduction, overview, specifications, instructions, references, and appendices.

4 Apply a documentation style

The fourth step is to apply a documentation style that ensures your documentation is consistent, clear, and professional. A documentation style is a set of rules and guidelines that governs the language, tone, format, and layout of your documentation. It helps you to avoid errors, ambiguities, and misunderstandings in your documentation. A documentation style can be based on a standard such as the Microsoft Writing Style Guide, the Google Developer Documentation Style Guide, or the Chicago Manual of Style.

5 Review and update your documentation

The fifth step is to review and update your documentation regularly to ensure its accuracy, relevance, and completeness. You should review your documentation before, during, and after each phase of your project to check for errors, gaps, and changes. You should also update your documentation whenever you make changes to your project scope, design, code, or deliverables. You should use version control and change tracking features in your documentation tool to keep track of your revisions and history.

6 Share your documentation

The final step is to share your documentation with your stakeholders, such as clients, users, managers, developers, testers, etc. You should share your documentation in a format and platform that is convenient and accessible for your audience. You can use online platforms such as GitHub Pages, GitLab Pages, Netlify, etc. to host and publish your documentation as a website. You can also use cloud services such as Google Drive, Dropbox, OneDrive, etc. to store and share your documentation as files.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?