Documentation Maintenance Process

Overview

This document outlines the process for maintaining Conformo’s documentation, ensuring that all technical and user-facing documentation stays accurate and up-to-date as the platform evolves.

Documentation Structure

Core Documentation Files

  1. README.md (Root)
    • Purpose: Non-technical, one-page overview of the platform
    • Audience: Business users, potential contributors, stakeholders
    • Content: What Conformo is, key features, getting started
    • Update Frequency: When major features are added or the platform vision changes
  2. docs/TECHNICAL_ARCHITECTURE.md
    • Purpose: Comprehensive technical architecture documentation
    • Audience: Developers, architects, technical stakeholders
    • Content: System design, technology stack, architecture decisions
    • Update Frequency: When architecture changes or new components are added
  3. docs/AUTHENTICATION.md
    • Purpose: Detailed authentication system documentation
    • Audience: Developers working on security features
    • Content: Authentication flows, security features, API endpoints
    • Update Frequency: When authentication features are modified
  4. backend/db/README.md
    • Purpose: Database setup and API testing guide
    • Audience: Developers setting up local environments
    • Content: Schema setup, API examples, testing procedures
    • Update Frequency: When database schema or API endpoints change

When to Update Documentation

Must Update

Documentation must be updated in the following scenarios:

  1. Architecture Changes
    • Adding new system components (services, databases, APIs)
    • Changing deployment architecture
    • Modifying technology stack
    • Updating integration points
    • Update: docs/TECHNICAL_ARCHITECTURE.md
  2. New Features
    • Adding user-facing features
    • Introducing new API endpoints
    • Implementing new business flows
    • Update: README.md (if user-facing), docs/TECHNICAL_ARCHITECTURE.md, relevant technical docs
  3. Security Changes
    • Modifying authentication/authorization
    • Adding security features
    • Changing security policies
    • Update: docs/AUTHENTICATION.md, docs/TECHNICAL_ARCHITECTURE.md
  4. Database Schema Changes
    • Adding/removing tables
    • Modifying columns
    • Changing indexes
    • Update: backend/db/README.md, docs/TECHNICAL_ARCHITECTURE.md
  5. API Changes
    • New endpoints
    • Modified request/response formats
    • Changed authentication requirements
    • Update: Relevant API documentation, docs/TECHNICAL_ARCHITECTURE.md
  6. Deployment Process Changes
    • Modified build process
    • New environment variables
    • Infrastructure changes
    • Update: docs/TECHNICAL_ARCHITECTURE.md, setup guides

Should Update

Documentation should be updated when:

  1. Minor Improvements
    • Performance optimizations
    • Refactoring (if architecture patterns change)
    • Bug fixes (if they reveal documentation inaccuracies)
  2. Developer Experience
    • New development tools
    • Updated setup procedures
    • Better practices discovered
  3. Clarifications
    • Common questions from users/developers
    • Ambiguous sections
    • Missing context

Update Process

For User Stories and Features

When working on a user story or feature:

  1. Planning Phase 
    ✓ Review acceptance criteria
✓ Identify documentation impact
✓ Plan documentation updates alongside code changes
✓ Add documentation tasks to story checklist
  2. Development Phase 
    ✓ Document architectural decisions as you make them
✓ Note new components, services, or integrations
✓ Keep track of API changes
✓ Take screenshots of UI changes (if applicable)
  3. Before Pull Request 
    ✓ Update all affected documentation files
✓ Review documentation for accuracy
✓ Ensure code examples are correct
✓ Update version history in TECHNICAL_ARCHITECTURE.md
✓ Check that README.md remains concise (one-pager)
  4. Pull Request 
    ✓ List documentation changes in PR description
✓ Link related documentation files
✓ Request documentation review alongside code review
  5. After Merge 
    ✓ Verify documentation is accurate post-deployment
✓ Update any deployment-specific guides if needed

For Bugs and Fixes

When fixing bugs:

  1. Assess Documentation Impact
    • Does the bug reveal incorrect documentation?
    • Was the documentation unclear, leading to the bug?
    • Does the fix change expected behavior?
  2. Update If Needed
    • Correct any inaccuracies
    • Add clarifications if the bug revealed confusion
    • Update examples if behavior changed

For Refactoring

When refactoring code:

  1. Internal Refactoring (no architecture change)
    • Documentation update: Usually not required
    • Exception: If refactoring changes how developers use the code
  2. Architectural Refactoring
    • Documentation update: Required
    • Update system diagrams if structure changes
    • Update component descriptions
    • Update code examples

Documentation Standards

Style Guidelines

  1. README.md
    • Keep it to one page (scrollable)
    • Use clear, non-technical language
    • Focus on “what” and “why”, not “how”
    • Include emojis for visual appeal (sparingly)
    • Maintain a friendly, welcoming tone
  2. Technical Documentation
    • Use clear headings and sections
    • Include code examples where helpful
    • Use tables for structured information
    • Add diagrams for complex flows (ASCII art is fine)
    • Be precise and accurate
    • Assume reader has technical knowledge
  3. General Principles
    • Write in present tense
    • Use active voice
    • Be concise but complete
    • Use bullet points for lists
    • Number steps in procedures
    • Include dates for time-sensitive information

Content Guidelines

  1. Technical Architecture Document
    • Maintain table of contents
    • Include both current and future/planned architecture
    • Document the “why” behind architectural decisions
    • Keep version history updated
    • Review quarterly for accuracy
  2. API Documentation
    • Include request/response examples
    • Document error codes and messages
    • List required vs. optional parameters
    • Show authentication requirements
    • Provide cURL examples where helpful
  3. Setup Guides
    • List prerequisites
    • Provide step-by-step instructions
    • Include troubleshooting section
    • Test instructions on clean environment
    • Update when dependencies change

Review Process

Regular Reviews

  1. Quarterly Documentation Review
    • Schedule: Every 3 months
    • Scope: All documentation files
    • Process:
      • Check for outdated information
      • Verify code examples still work
      • Update technology versions
      • Improve clarity based on feedback
      • Update screenshots if UI changed
  2. Release Documentation Review
    • Schedule: Before each major release
    • Scope: User-facing documentation
    • Process:
      • Ensure all new features documented
      • Update version numbers
      • Review getting started guides
      • Update screenshots and examples
  3. Architecture Review
    • Schedule: Bi-annually
    • Scope: Technical Architecture document
    • Process:
      • Validate current architecture section
      • Update target architecture based on roadmap
      • Review and update future enhancements
      • Assess achieved vs. planned milestones

Documentation Quality Checklist

Before considering documentation complete:

  • All affected files identified and updated
  • Information is accurate and up-to-date
  • Code examples tested and working
  • Links are valid and working
  • Spelling and grammar checked
  • Formatting is consistent
  • Tables of contents updated (if applicable)
  • Version history updated (for TECHNICAL_ARCHITECTURE.md)
  • Screenshots updated (if UI changed)
  • README.md remains one-pager (concise)

Responsibilities

All Contributors

  • Update documentation when making code changes
  • Flag outdated documentation in PRs or issues
  • Ask questions when documentation is unclear

Maintainers

  • Review documentation changes in PRs
  • Ensure documentation standards are followed
  • Coordinate quarterly documentation reviews
  • Keep documentation structure organized

Project Lead

  • Approve major documentation restructuring
  • Set documentation priorities
  • Ensure documentation aligns with project vision

Tools and Resources

Writing Documentation

  • Markdown: All documentation uses Markdown format
  • Diagrams: ASCII art or Mermaid diagrams (if supported)
  • Screenshots: PNG format, reasonable size (< 500KB)
  • Code Examples: Tested and verified working examples

Documentation Templates

When creating new documentation files, follow the structure of existing documents:

  • Start with a clear title and purpose
  • Include table of contents for long documents
  • Use consistent heading levels
  • End with references or related documents

Continuous Improvement

Feedback Collection

  • Monitor issues for documentation requests
  • Track questions in discussions
  • Note recurring confusion points
  • Collect developer onboarding feedback

Improvement Process

  1. Identify Issues
    • Documentation unclear or outdated
    • Missing information
    • Errors or inaccuracies
  2. Prioritize
    • Critical: Incorrect information
    • High: Missing key information
    • Medium: Unclear or confusing
    • Low: Nice-to-have improvements
  3. Update
    • Make changes in feature branches
    • Test instructions/examples
    • Submit PR for review
  4. Verify
    • Confirm improvement addresses issue
    • Check for related documentation needing updates

Examples

Example 1: Adding a New Feature

Scenario: Adding AI compliance wizard

Documentation Impact:

  • README.md: Add feature to “Key Features” section (✓ Already has placeholder)
  • TECHNICAL_ARCHITECTURE.md:
    • Add to “System Components” section
    • Update “Current Architecture” diagram
    • Move from “Target Architecture” to “Current Architecture”
    • Add integration points
    • Document AI service configuration
  • New file: docs/AI_WIZARD.md (technical details)

Example 2: Security Enhancement

Scenario: Adding two-factor authentication (2FA)

Documentation Impact:

  • README.md: Add to “Key Features” if user-facing
  • AUTHENTICATION.md: Add 2FA flows, setup instructions
  • TECHNICAL_ARCHITECTURE.md:
    • Update security architecture section
    • Add 2FA service component
    • Update authentication flow diagrams
    • Add database schema changes (if any)

Example 3: Deployment Change

Scenario: Migrating from Vercel to AWS

Documentation Impact:

  • README.md: Update deployment information (if mentioned)
  • TECHNICAL_ARCHITECTURE.md:
    • Completely rewrite “Deployment Architecture” section
    • Update environment variables
    • Update build process
    • Update scaling strategy
  • New file: docs/AWS_DEPLOYMENT.md (detailed guide)

Questions?

If you’re unsure whether documentation needs updating:

  1. Ask yourself: “Would a new developer be confused without this information?”
  2. Check: Is there existing documentation that contradicts the change?
  3. Consider: Will users or developers interact with this differently?
  4. When in doubt: Update the documentation. It’s easier to refine than to add later.

For questions about the documentation process, open an issue with the documentation label.

Last Updated: 2025-10-16
Process Version: 1.0