When to use it
Use this before a change of technician, service provider or responsibility. It is an index to approved records, rather than a place to copy passwords or sensitive configuration.
The blank template: what to record
- Services and accountable owners
- List essential school services, their business owners and technical cover.
- Documentation and access route
- Give approved document locations and explain how authorised access is requested. Keep secrets in the authorised vault.
- Assets and dependencies
- Reference the inventory, network overview, relevant contracts and service dependencies.
- Backup and recovery evidence
- Identify the backup owner, recent status evidence, last recorded restore exercise and unresolved gaps.
- Open incidents and upcoming work
- List known faults, renewals, exam or termly readiness work, owners and dates.
- Acceptance and follow-up
- Agree a walkthrough, questions, unresolved risks and the date on which responsibility is accepted.
Download the TXT version to edit these headings, or print the PDF pack for a paper draft.
Fictional training example
A completed example
- Services and accountable owners
- DEMO school: identity, teaching connectivity, printing and telephony owners listed in the approved service directory.
- Documentation and access route
- Incoming technician receives the approved documentation index and requests role access through the service owner.
- Assets and dependencies
- Inventory and network overview linked. One supplier renewal needs its owner to confirm the date.
- Backup and recovery evidence
- Backup status evidence linked. The recovery owner is arranging the next documented restore exercise.
- Open incidents and upcoming work
- Two unresolved printing faults and the term-start checks retain owners and review dates.
- Acceptance and follow-up
- Walkthrough held; incoming owner records remaining questions and a follow-up date. Acceptance remains conditional on the listed access checks.
Check the finished record
- Could the next owner find an essential service and its recovery route?
- Are gaps and unknowns stated plainly?
- Has responsibility been accepted explicitly?
Use an explicit “unresolved” or “workaround” outcome when a service has not been fully restored. A neatly completed form is useful only when it represents the evidence accurately.
Put it into practice
Choose one recent, non-sensitive example with your team. Ask another person to read the draft and explain the next action. Revise any field that leaves them guessing, then transfer the agreed structure into your approved record system.