System Administration Guide Template

You can use this System Administrator Guide template to deploy, support, and maintain applications in your organization.


Use this template to:

  • Define procedures for starting and shutting down systems, monitoring performance, installing programs and operating system updates.
  • Set up User and Group Accounts, user types and privileges, and setting user permissions and passwords.
  • Schedule database maintenance, moving databases, setting user permissions, and database backup and restores.
  • Create security procedures, guidelines, passwords. Monitor software licenses purchased and installed.

Sys Admin Template

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System Administration Guide Template: Benefits

It will also help you create a schedule of maintenance tasks to ensure that systems, servers, databases, and printers, are proactively monitored, audited and secured by your System Administrators.

You can then use this System Administration Guide to:

  • Improve team efficiencies by monitoring administration tasks
  • Reduce unplanned outages or unscheduled downtimes
  • Improve security processes
  • Setup local printers, print servers and print clients.
  • Establish backup procedures, schedules, running scheduled and unscheduled backups, and maintaining backup logs.

System Administration Guide Template: Sample Screenshots

Sys Admin Guide

Chapter 1, Introduction

Sys Admin Guide

Software, hardware, communications and information inventory

Sys Admin Guide

Chapter 4, System Administration tasks

Sys Admin Guide

Chapter 5, Setting up User and Group Accounts

Sys Admin Guide

Chapter 6, Server Administration tasks

Sys Admin Guide

Chapter 7, Database Administration

Sys Admin Guide

Chapter 8, Printer Administration

Sys Admin Guide

Chapter 9, Security Procedures

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9 Free System Administration Guide Excel Templates

Action Plan Template

Capture daily tasks in the Daily Action Log

Action Plan Template

Monitor software licenses purchased and installed

Action Plan Template

Plan your Daily, Weekly and Monthly admin tasks

Action Plan Template

Identify those responsible for admin tasks

System Administration Guide Template: Table of Contents

1 Introduction
1.1 Purpose and Scope
1.2 Audience and Assumptions
1.3 System Administration Tasks
1.4 System Administration Roles
1.5 Relationship to Other Plans

2 System Overview
2.1 System Software
2.2 System Hardware
2.3 Communications Architecture
2.4 Information Inventory
2.4.1 Resource Inventory
2.4.2 Report Inventory
2.5 Processing
2.6 Security
2.7 Privacy Act Warning

3 Site Profile
3.1 Site Location
3.2 Site Contacts
3.2.1 Primary Site Contacts
3.2.2 Secondary Site Contacts

4 System Administration
4.1 Shutting Down a System
4.1.1 Guidelines for Shutting Down a System
4.1.2 When to Shut Down a System
4.1.3 System Shutdown Commands
4.1.4 How to Shut Down a Server
4.1.5 Turning Off Power to All Devices
4.2 Starting Up a System
4.3 Monitoring Performance and System Activity
4.4 Installing Programs and Operating System Updates
4.5 Maintaining Audit Records of System Operation
4.6 Maintenance Reports

5 User and Group Accounts
5.1 User Types and Privileges
5.2 System Administrator privileges
5.3 Adding/Deleting User Logins
5.4 Adding New Users
5.5 Setting User Permissions
5.6 Adding/Deleting User Groups
5.7 Changing User Information
5.8 Changing User passwords
5.9 Creating Groups
5.9.1 User Roles/Responsibilities
5.9.2 Dropping Users / Groups

6 Server Administration
6.1 Creating Directories
6.2 Building Drive Mappings
6.3 Server Resources

7 Database Administration
7.1 Database Inventory
7.2 Managing Databases
7.3 Scheduling Database Maintenance
7.3.1 Moving Databases
7.4 Changing Databases
7.5 Database Access
7.6 Adding/Deleting Users to Database
7.7 Setting User Permissions for Database
7.8 Adding/Deleting Groups for Database
7.9 Re-indexing Database
7.10 Packing/Compressing Database
7.11 Data Entry/Modification/Deletion
7.12 Database Backup and Restore
7.13 Database Reporting

8 Printer Administration
8.1 Maintenance
8.2 Print Jobs
8.3 Requirements for Print Servers
8.4 Printer Configuration Information
8.5 Setting up Local Printers
8.6 Setting up Print Server
8.7 Setting up Print Clients

9 Security Procedures
9.1 Security Features
9.2 Security Procedures
9.3 Guidelines for setting up security
9.3.1 Using the “sa” login
9.3.2 Changing the “sa” Login Password
9.3.3 When to enable auditing
9.3.4 Assigning login names
9.4 Network Based Security
9.5 Setting Up Passwords
9.5.1 How licenses are counted

10 Backup Procedures
10.1 Maintenance Schedule (Daily, Weekly)
10.1.1 Daily Schedule
10.1.2 Weekly Schedule
10.1.3 Monthly Schedule
10.2 Running scheduled backups
10.3 Running unscheduled backups
10.4 Off-Site Storage Procedures
10.5 Maintaining Backup Log

11 Inventory Management
11.1 Maintaining Hardware and Software Configurations
11.2 Maintaining Floor Plans
11.3 Installing Software/Hardware
11.4 Maintaining Lists of Serial Numbers
11.5 Maintain Property Inventory

12 Frequently Asked Questions

13 Appendix
13.1 References
13.2 Glossary

System Administration Guide Template: Contents & Format

The templates are in Microsoft Word and Excel and can be downloaded online for only $7.99. The template pack includes the following documents:


System Administration Template 35 pages MS Word Download Word template
Daily Activity Log 1 x MS Excel Download Excel template
Employee Inventory Log 1 x MS Excel Download Excel template
License Report 1 x MS Excel Download Excel template
Master Activity Log 1 x MS Excel Download Excel template
Monthly Activity Log 1 x MS Excel Download Excel template
Responsibility Matrix 1 x MS Excel Download Excel template
Server Administration Checklist 1 x MS Excel Download Excel template
Software Inventory Report 1 x MS Excel Download Excel template
Weekly Activity Log 1 x MS Excel Download Excel template

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