RAMSDENTelecommunications Training RAMSDEN Telecommunications Training RTT75 Create Technical Documentation

RAMSDENTelecommunicationsTraining Introduction Section 1 – What is Technical Documentation Section 2 – Purpose of Technical Documentation Section 3 – Production Methodology Section 4 – Documentation Requirements Section 5 – Developing Technical Documentation Section 6 – Writing Technical Documentation

RAMSDENTelecommunicationsTraining Section 1 – What is Technical Documentation

RAMSDENTelecommunicationsTraining Technical Documentation What is Technical Documentation? Technical documentation is printed or online (computer-based) information that describes a process or procedure. The documentation usually consists of a combination of text and diagrams. It is developed and used by people who create and maintain technology — people such as engineers, technicians and programmers.

RAMSDENTelecommunicationsTraining Technical Documentation Below is an example of technical documentation for a network interface card, a component that is installed in a computer.

RAMSDENTelecommunicationsTraining Technical Documentation Media for documentation The two main forms of media for user and technical documentation are paper and online. They perform in different ways, but have a common purpose. The choice of medium is determined by many factors.

RAMSDENTelecommunicationsTraining Technical Documentation Media for documentation The most important is usability — how well the documentation helps users. In turn this is determined by the nature of the user's needs and the appropriateness of the medium to the task. Understanding the user's requirements will indicate which medium is preferable.

RAMSDENTelecommunicationsTraining Technical Documentation Media for documentation For example, a technician who visits clients to repair their equipment may find printed documentation more manageable. It is easier to carry around and refer to. On the other hand, large amounts of documentation may be unmanageable and online technical documentation more appropriate. In some cases both forms may be required.

RAMSDENTelecommunicationsTraining Technical Documentation Paper-based documentation Paper documentation is also referred to as print media, and includes manuals and reference guides. Whenever new products or process are created, technical documentation should be developed

RAMSDENTelecommunicationsTraining Technical Documentation Paper-based documentation The most basic information may tell you: the functions or features of the equipment or the software application how to install or set it up the construction specifications (for example, for the software programs in an application) maintenance requirements.

RAMSDENTelecommunicationsTraining Technical Documentation Paper-based documentation Paper-based documentation has been the prevalent form of documentation for many years. In the past, large volumes of paper documentation came with computer systems. In recent years, online documentation has become much cheaper and accessible. We no longer receive large volumes of printed documentation.

RAMSDENTelecommunicationsTraining Technical Documentation Paper-based documentation We now receive smaller summary documents that complement the online documentation that comes with the computer system. Some people still prefer printed documentation. The development of word processors and desktop publishing (DTP) packages make the efficient production of paper documentation easier than ever.

RAMSDENTelecommunicationsTraining Technical Documentation Online documentation Online media uses the computer technology itself to deliver the documentation. The most familiar examples are messages to the user and online help. Online documentation is very common now. It may be embedded in the application (as shown o the next slide) or as standalone documentation such as an HTML file.

RAMSDENTelecommunicationsTraining Technical Documentation Online documentation Shown below is an example of online technical documentation.

RAMSDENTelecommunicationsTraining Technical Documentation Internet/Intranet The Internet has become a rich source of information, including systems documentation. Information about all types of hardware and software can be found. Most information comes from the suppliers, which can usually be trusted. Documentation is often found on an organisation's intranet.

RAMSDENTelecommunicationsTraining Technical Documentation Internet/Intranet For example, the Intel website ( provides technical specifications of hardware components. There is also a growing body of information from other parties. However it is up to the reader to determine the validity of this third party information.

RAMSDENTelecommunicationsTraining Technical Documentation Help files Help files are common in many computer applications, reflecting the increasing popularity of online documentation. Help files often provide detailed and structured information so that the user can find what they want without the inconvenience of a bulky manual.

RAMSDENTelecommunicationsTraining Technical Documentation Help files Help files can now be produced in HTML format using Microsoft's HTML Help. These help files can be viewed by Internet browsers such as Internet Explorer, Chrome or Safari.

RAMSDENTelecommunicationsTraining Technical Documentation Multimedia Text, graphics, video, animation, sound and interactivity can be integrated into online documentation. This is known as multimedia documentation because it uses a range of communication media. Information can also be organised as a database This allows selected information to be retrieved quickly and accurately, making online media dynamic and powerful.

RAMSDENTelecommunicationsTraining Technical Documentation CD/DVD Large volumes of information can be stored on CD or DVD. This is now the cheap and flexible way of providing documentation.

RAMSDENTelecommunicationsTraining Technical Documentation COMPLETE ACTIVITY 1.1 Find an example of technical documentation for a computer system. The documentation could refer to hardware or software. Some places where you may find such documentation are: in the workplace at a public institution such as a library with any information technology product or service you may have purchased, such as a computer or software, or from an Internet provider on the Internet.