15 Best IT Documentation Software Tools for 2025

Do you often feel like all your IT knowledge is hiding in random notes, old messages, or just stuck in someone’s mental notes? 😅

That makes it really hard for tech teams to get things done quickly—they waste time searching for answers, redoing tasks, or fixing the same problems again and again.

That’s why having good IT documentation software is so important. It helps keep all your IT knowledge in one place, easy to find and easy to share with the team.

So we’ve put together a list of the best IT documentation software tools out there. Whether you’re writing how-to guides, tracking equipment, or helping new team members get started, there’s something here to help every IT team stay organized and work smarter. 🧠

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What Should You Look for in the Best IT Documentation Software? 

Picking the right documentation tool can feel like wading through a sea of options, all promising to be “the best.”

It’s easy to get stuck comparing features, pricing, and integrations until everything starts to blur together. But here’s the thing: the right tool for you depends less on buzzwords and more on what actually helps your team stay organized, efficient, and sane.

Here’s what to keep an eye out for:

• Powerful search: You should be able to find anything in seconds. Look for tools with semantic search, filters, and contextual snippets so users can pinpoint answers instantly, especially critical in incident response or onboarding scenarios
• Access control and permissions: Not every engineer or stakeholder needs access to every document. The right tool should support role-based permissions, SSO, and audit trails to protect sensitive configs, credentials, or architectural plans
• Real-time collaboration: Your team should be able to work on docs together efficiently. Look for document collaboration software that supports team editing, inline commenting, and more
• Seamless integration with your tech stack: It should work smoothly with the software applications your team already relies on, like Slack, GitHub, Jira, and more
• Version history and backups: A strong documentation tool will log document changes, allow rollback to previous versions, and offer auto-backup options, especially important during audits, outages, or when rotating team members
• Multiformat support: Your documentation should be exportable and shareable. Look for tools that support PDF for compliance sharing, Markdown for dev-friendly formats, and HTML for internal knowledge bases or portals

And above all, choose one tool that supports IT knowledge management, so your docs stay structured, searchable, and truly helpful across the team. 🧠

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How we review software at ClickUp

Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.

Here’s a detailed rundown of how we review software at ClickUp.

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Best IT Documentation Software At A Glance

Here’s a quick comparison of the top tools:

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Best IT Documentation Software Tools (Free & Paid)

Here are the best tools that stand out for their functionality, ease of use, and team collaboration features:

1. ClickUp (Best for centralized IT documentation and project management)

ClickUp, the everything app for work, helps teams manage technical documentation and projects side by side. 

One of its top highlights, ClickUp Docs, is a game-changer for teams handling external and internal documentation. It lets you create clean, structured, and embedded documentation in your workspace. Topping it off, it supports real-time editing, rich formatting (tables, embeds, code blocks), and even nested pages (perfect for breaking down complex IT systems into smaller, easy-to-digest sections).

ClickUp Docs also offers permissions control, so you can decide who can view, comment on, or edit each document.

If your documentation needs to lead to action (like reporting bugs or updating configurations), you can link related documents directly to the relevant ClickUp Tasks to keep everything connected, perfect for smarter workflow optimization. 

ClickUp also comes with an AI writing assistant called ClickUp Brain, one of the smartest AI tools for technical writing. Want to document a standard operating procedure quickly? Just use an AI writing prompt like:

Brain will instantly help you format and structure your doc, making your documentation efforts faster, smoother, and less manual.

If you’re unsure how to write technical documentation, ClickUp offers a ready-to-use ClickUp Technical Documentation Template. It’s designed to help IT teams document software, APIs, system configurations, and more. The template includes pre-structured sections like ‘Overview,’ ‘System Requirements,’ and ‘FAQs,’ so you don’t have to start from scratch. 

Get free template

ClickUp best features

• Automating recurring tasks: Automate documentation processes like reminder alerts for outdated docs or assigning someone to review new entries with ClickUp Automations
• Create tasks: Turn documentation action items into trackable tasks. Great for maintaining documentation hygiene, like assigning updates, adding due dates, and linking tasks to doc sections
• Global search: Find anything across Tasks, Docs, comments, and attachments with ClickUp Enterprise Search. Essential for IT teams who need to retrieve details fast without digging through folders

ClickUp limitations 

• The platform can be complex to navigate for new users

ClickUp pricing 

ClickUp ratings and reviews 

• G2: 4.7/5 (10000+ reviews)
• Capterra: 4.6/5 (4000+ reviews)

What are real-life users saying about ClickUp?

Here’s what a G2 reviewer said:

2. Confluence (Best for team knowledge sharing and integration with Jira)

Confluence by Atlassian is a collaborative workspace that helps teams create, share, and manage content efficiently. It’s useful for IT teams already using Atlassian tools like Jira, since you can easily link pages to issues, keeping your projects and documentation in sync. 

It also has an extensive library of templates for technical docs, onboarding, and more. You can collaborate in real-time, add comments, and control permissions settings. Confluence also supports hierarchical organization of pages, making it easy to structure complex information across teams and projects.

Confluence best features

• Embed live Jira issues: Display real-time Jira ticket statuses within project docs for instant context on bugs, deployments, or support requests
• Use macros to enhance clarity: Add dynamic content like code blocks, collapsible sections, status tags, and callouts to make technical docs more readable
• Store config files and logs in-page: Attach .conf, .yaml, .log, and other technical files for easy reference

Confluence limitations 

• Teams often find themselves manually duplicating and updating documentation, as there are no built-in workflows for content reuse or syncing across pages

Confluence pricing 

• Free: Up to 10 users
• Standard: $5.16/user/month
• Premium: $9.73/user/month
• Enterprise: Custom pricing

Confluence ratings and reviews 

• G2: 4.1/5 (3,500+ reviews)
• Capterra: 4.5/5 (3,500+ reviews)

What are real-life users saying about Confluence?

A user review says:

3. Notion (Best for flexible, all-in-one doc and database wiki)

Notion is a block-based workspace that doubles as an IT documentation tool. Teams can build scalable knowledge hubs by combining text, databases, synced blocks, and embedded content. 

Its database feature supports filtering, multiple views (table, board, calendar, gallery), and formula-based logic to manage dynamic IT workflows. For faster setup, users can start with free and premium templates, while Notion AI can help draft, summarize, or translate documentation in seconds. 

Notion best features

• Linked documentation with backlinks: Create bidirectional links between related pages (e.g., link your server inventory to network diagrams) for easy cross-referencing
• Databases for structured IT workflows: Build trackers for incidents, change logs, IT asset inventories, or API references with customizable views and properties
• Media embeds and markdown support: Add code blocks, diagrams, videos, PDFs, and markdown natively

Notion limitations 

• Limited access controls (per-user permission granularity may feel basic), and offline use is often quoted as weak

Notion pricing 

• Free Forever
• Plus: $12 per seat/month
• Business: $24 per seat/month 
• Enterprise: Custom pricing
• Notion AI Add-on: $10 per member/month 

Notion ratings and reviews 

• G2: 4.7/5 (6000+ reviews)
• Capterra: 4.7/5 (2000+ reviews)

What are real-life users saying about Notion?

Here’s what a G2 reviewer said:

4. Document360 (Best for a dedicated knowledge base with AI features)

Document360 gives you tools to build a branded knowledge base, either public or private, with options to customize the home page and use your own domain. IT teams, in particular, can work in either a clean Markdown editor or a WYSIWYG interface, along with features like document version control, category management, and workflow customization.

It also features a widget, the Knowledge Base Assistant, designed to provide users with access to the knowledge base directly from any webpage or application. On the analytics side, Document360 provides insight into how people interact with your content, including what they’re searching for, which articles they’re reading, and how engaged they are.

Document360 best features

• Ask Eddy (AI assistant): Create smarter content that suggests articles and powers intelligent search to help users find what they need faster
• SEO: Optimize your knowledge base for search engines with features like sitemaps, robots.txt, and article-level SEO configurations
• Platform REST API: Build custom integrations that allow you to read from and write to your knowledge base for better automation and workflow control

Document360 limitations 

• You can’t add callout icons directly in the editor, unlike competitor tools that offer built-in support for it

Document360 pricing 

• Custom pricing

Document 360 ratings and reviews

• G2: 4.7/5 (400+ reviews)
• Capterra: 4.7/5 (200+ reviews)

What are real-life users saying about Document 360?

Here’s a G2 review:

5. Scribe (Best for automated step-by-step process documentation)

Scribe helps IT teams create step-by-step documentation for IT policies and procedures, using guides and formatted pages in one place. Its features include folder organization, document filters, ready-made Page templates, sorting options, and view tracking. 

It offers a Smart Embed feature that lets you place Scribes and Pages directly into tools like Confluence, Notion, SharePoint, and HubSpot, so documentation lives where your team already works. You can also manage notification settings for document views, reactions, and teammate invites.

Scribe best features

• Scribe AI integration: Combine your own Scribes with AI-generated text to create company-specific process documents tailored to your tools and workflows
• Animated Scribe playback: Embed your Scribes as Movies so viewers can watch step-by-step processes with animation and optional voiceover narration
• Rich media support in Pages: Add 1,000+ media types, including videos, forms, flowcharts, and documents directly into Pages for more interactive and visual documentation

Scribe limitations 

• Step reordering can feel clunky, with limited control and no smooth drag-and-drop
• Users can’t edit or delete steps in real time while recording

Scribe pricing 

• Free Forever
• Pro Team: $15 per seat/month
• Pro Personal: $29 per seat/month

Scribe ratings and reviews 

• G2: 4.8/5 (300+ reviews)
• Capterra: 4.9/5 (20 reviews)

What are real-life users saying about Scribe?

Here’s what a G2 reviewer said:

6. IT Glue (Best for centralized IT ops documentation and password management)

IT Glue is an intuitive IT documentation software built for Managed Service Providers (MSPs) and IT teams. It helps centralize, standardize, and securely manage all your digital knowledge in one place.

With its List View, you can quickly filter, sort, and search through loads of data, like configurations, domains, contacts, and documents. It also remembers your filters between sessions. IT Glue also includes Global Lists, which let users with the right permissions see data across multiple organizations. That makes it much easier to track asset relationships and client-specific setups.

To support comprehensive documentation, teams can also create custom asset templates that match their workflows. 

IT Glue best features

• Relate feature: Link documents and assets together instantly to improve content visibility and reduce manual tracking
• Runbooks and SOPs: Create structured SOPs and export them as Runbooks, especially useful for client handoffs, audits, or internal training
• Cooper Copilot: Use AI and machine learning to auto-suggest relevant documentation, so teams can quickly access context-aware information when they need

IT Glue limitations 

• The search function sometimes defaults to a specific section or topic instead of a general or organization-wide search, which can be confusing to adjust

IT Glue pricing 

• Basic: $29/per month
• Select: $38/per month
• Enterprise: $44/per month

IT Glue ratings and reviews

• G2: 4.7/5 (600+ reviews)
• Capterra: 4.6/5 (300+ reviews)

What are real-life users saying about IT Glue?

Here’s a G2 review:

7. Nuclino (Best for lightweight team wiki with live-collaboration)

Nuclino is a minimalist wiki where IT teams can centralize team-wide workflows.

It has a Graph View outlining how topics connect across your workspace, making it easier to understand relationships between documents

In addition, Nuclino has a Table View to manage documentation like a spreadsheet, with customizable columns to track progress, ownership, tags, and other key fields. With access to team insights, audit logs, advanced search filters, and role-based permissions, Nuclino gives IT teams a simple yet powerful toolkit to manage everything from policy docs to troubleshooting guides.

Nuclino best features

• Sidekick(AI): Write, edit, and summarize content, or generate 2D, 3D, or photorealistic images to enhance documentation workflows
• Rich media support: Add Mermaid diagrams, embed videos, or use Canvas to create whiteboards, flowcharts, and visual documentation
• Developer-friendly API: Automate documentation processes and integrate Nuclino with other tools through its flexible, read/write API

Nuclino limitations 

• Doesn’t offer full data control or a rich enough API for seamless backups, which might be a concern teams handling sensitive business information

Nuclino pricing 

• Free Forever
• Starter: $8/user/month
• Business: $12/user/month

Nuclino ratings and reviews 

• G2: 4.7/5 (20+ reviews)
• Capterra: 4.7/5 (100+ reviews)

What are real-life users saying about Nuclino?

Here’s what a Capterra reviewer said:

8. GitHub (Best for code-centric documentation with version control)

GitHub helps IT teams create, manage, and automate their end-to-end technical documentation.

With GitHub Pages, teams can publish clean, static documentation websites directly from their repositories—ideal for everything from API references to internal knowledge hubs. It supports custom domains, versioning through branches, and easy deployment from your main or docs branch.

For teams handling complex processes, GitHub also offers GitHub Actions, which enable you to automate documentation workflows like testing, publishing, or formatting updates. Actions can be triggered by pull requests, commits, or schedules, ensuring your documentation stays in sync with the code. 

GitHub best features

• GitHub Copilot: Use AI to autocomplete scripts, set up notes, or documentation-related code right inside your editor
• Packages integration: Host internal tools, SDKs, or libraries right alongside documentation for easy access and deployment
• GitHub Projects: Adds a visual layer for task management, helping teams organize docs-related issues, prioritize updates, and manage sprints without leaving the platform

GitHub limitations 

• Large binary files and media-heavy content can slow down performance and increase storage costs

GitHub pricing 

• Free Forever
• Team: $4/user/month
• Enterprise: $21/user/month

GitHub ratings and reviews

• G2: 4.6/5 (2,200+ reviews)
• Capterra: 4.8/5 (6,000+ reviews)

What are real-life users saying about GitHub?

Here’s a G2 review:

9. ProProfs Knowledge Base (Best for easy, template-driven KB publishing)

ProProfs Knowledge Base is another IT documentation tool built to help teams streamline internal knowledge, SOPs, and customer-facing help centers. Its AI-powered editor, ProProfs AI, helps speed up content creation and offers smart suggestions while you write. 

It also allows for easy import of existing documentation in formats like Word, PDF, and HTML, saving time during migrations. With built-in analytics, SEO tools, and real-time page tracking, ProProfs helps teams document better and optimize their IT knowledge base.

ProProfs Knowledge Base best features

• Tabs view: Switch between multiple help pages at once, making browsing more efficient
• Content snippets and conditional content: Reuse text blocks and tailor visibility based on user roles or behavior
• Contextual help: Add tooltips, lightboxes, and popups that guide users

ProProfs Knowledge Base limitations 

• Some users say it lacks flexible notification controls—only the account owner gets alerts for documents pending publishing, leaving out the right editors based on topic expertise

ProProfs Knowledge Base pricing 

• Free Forever
• Essentials: $79 per author/month
• Business: $99 per author/month

ProProfs Knowledge Base ratings and reviews 

• G2: 4.6/5 (30+ reviews)
  Capterra: 4.7/5 (25+ reviews)

What are real-life users saying about ProProfs Knowledge Base?

Here’s what a G2 reviewer said:

10. Bit.ai (Best for multi-format docs and interactive content)

With a clean interface and block-based editor, Bit.ai helps teams build visually engaging documents enriched with videos, charts, forms, PDFs, and over 100 types of embeds.

By nesting subpages under a parent document, you can turn any document into a collaborative workspace or a navigable internal wiki, helping teams maintain a clear hierarchical structure.

Its AI Genius Writing Assistant is built directly into the editor, assisting with idea generation, content creation, and copy refinement. Smart Widgets further extend Bit’s functionality by enabling rich integrations without switching platforms. For example, you can drag and drop code snippets, spreadsheets, and analytics dashboards right into a doc. 

Bit.ai best features

• Smart search: Delivers fast, relevant results by analyzing document content, tags, and metadata across your workspace
• Advanced sharing controls: Offers password protection, access expiration, and link tracking to manage document visibility securely
• Workflow enhancers: Track document engagement with read receipts, use version history to monitor changes, and speed things up with reusable templates

Bit.ai limitations 

• Some users report broken links when uploading PDFs and say viewers must enter their name and email to access trackable links

Bit.ai pricing 

• Free Forever
• Pro: $12 per month
• Business: $20 per month
• AI add-on: $10 per 100k words/month

Bit.ai ratings and reviews

• G2: Not enough reviews
• Capterra: Not enough reviews

What are real-life users saying about Bit.ai?

A user review says:

11. Dropbox Paper (Best for lightweight, collaborative doc editing)

Dropbox Paper supports real-time editing, so multiple team members can collaborate simultaneously—complete with @mentions, comments, and checklists to assign or track tasks. You can embed rich media like videos, images, Google Maps, or even Pinterest pins, turning a basic document into an interactive workspace.

Teams can also create structured documents using pre-built templates or customize them for project timelines and product roadmaps. You can export your documents into PDF or Word formats, making it easier to share outside Dropbox.

Dropbox Paper best features

• Document outlining: Automatically generates an outline based on headings, allowing for quick navigation within long documents
• Subpages and internal linking: Organize extensive IT documentation into logical sub-sections and link related documents or external resources
• Actionable checklists and task assignment: Embed checklists to track steps in IT processes and assign tasks with due dates to team members within the documentation

Dropbox Paper limitations 

• You can’t create folders from the desktop app, which can make organizing docs a bit tricky

Dropbox Paper pricing 

• Plus: $11.99 per month
• Professional: $19.99 per month
• Standard: $18 per user/month
• Advanced: $30 per user/month

Dropbox Paper ratings and reviews 

• G2: 4.1/5 (4,000+ reviews)
• Capterra: 4.4/5 (200+ reviews)

What are real-life users saying about Dropbox Paper?

Here’s what a G2 reviewer said:

12. ClickHelp (Best for technical help authoring with multi-format output)

ClickHelp is a browser-based IT documentation platform that uses a topic-based authoring approach. It lets you break down content into modular units that are easier to update, reuse, and organize. Each documentation project serves as a dedicated workspace for contributors, while publications act as the final, user-facing output, keeping drafts and live content cleanly separated.

ClickHelp also comes with WriteAssist, an AI writing assistant that streamlines content creation and improves overall writing quality. The platform offers robust reporting features, delivering insights into reader behavior, content readability, and team performance. 

ClickHelp best features

• Single-sourcing tools: Use snippets, variables, and conditional blocks to generate multiple outputs from a single source
• Auto-topics: Create index, glossary, or TOC topics automatically based on your documentation structure
• Collaborative workflow management: Streamline team collaboration with topic statuses, assignments, and built-in review workflows

ClickHelp limitations 

• No direct navigation option to return to the main Dashboard, which can slow down access to project overviews

ClickHelp pricing 

• Starter: $185 per month
• Growth: $310 per month
• Professional: $610 per month

ClickHelp ratings and reviews

• G2: 4.8/5 (60+ reviews)
• Capterra: 4.7/5 (20 reviews)

What are real-life users saying about ClickHelp?

A user review says:

13. Helpjuice (Best for focused knowledge base with robust analytics)

Helpjuice comes with a dual-editor setup—Markdown for development teams and WYSIWYG for non-technical users, giving every contributor a comfortable way to create content. Teams can collaborate in real time, leave comments, and track changes, making it easier to keep content up to date. 

Its AI capabilities are useful, especially the Subtitle Suggestion tool, which automatically drafts catchy subheadings, and the Swifty AI Chatbot, which serves up instant, smart responses to user questions based on your knowledge base content.

Helpjuice best features

• Visual editor customization: Easily personalize your knowledge base layout, header, and footer without needing to write code
• Analytics dashboard: Track article views, search trends, and user behavior to identify documentation gaps and improve content
• Swifty AI Helpbar: Embed AI-powered search and chat directly within the search interface, improving navigation and reducing support queries

Helpjuice limitations 

• Some users say search results aren’t always accurate, and accessing feedback or analytics takes too many clicks

Helpjuice pricing 

• Starting at $249/month

Helpjuice ratings and reviews 

• G2: 4.6/5 (180+ reviews)
• Capterra: 4.7/5 (90+ reviews)

What are real-life users saying about Helpjuice?

Here’s what a G2 reviewer said:

14. Tettra (Best for Google- and Slack-integrated wiki)

Tettra is a lightweight AI-powered internal knowledge base built for fast-moving teams that live in Slack. You can create structured pages using templates, organize them into categories, and control access with team-based permissions.

Tettra’s AI assistant, Kai, provides instant answers to team members’ questions by searching through existing documentation. Kai can be accessed directly within Slack, allowing users to receive real-time responses without leaving their communication platform. 

Tettra best features

• Advanced search functionality: Get answers for precise searches using exact phrase matching and term exclusion
• Q&A format support: Easily organize company knowledge into a structured question-and-answer format to find and understand information quickly
• Content verification workflows: Ensure documentation accuracy with scheduled reviews and approvals

Tettra limitations 

• Some users have flagged limited support for visual elements like diagrams, fonts, and color formatting as a concern

Tettra pricing 

• Basic: $5 per user/month (minimum 10 users)
• Scaling: $10 per user/month (minimum 10 users)
• Professional: $7,200 per year (includes first 50 users)

Tettra ratings and reviews

• G2: 4.7/5 (140+ reviews)
• Capterra: Not enough reviews

What are real-life users saying about Tettra?

Here’s a G2 review:

15. Doxygen (Best for code documentation from source)

Doxygen is a free, open-source tool that helps development teams generate documentation directly from annotated source code. It is ideal for figuring out how to write documentation for code. 

Doxygen is widely used for creating API documentation for languages like C, C++, Java, Python, and more. By parsing special comments in your code, it produces structured documentation in various formats, such as HTML, PDF, and LaTeX.

Plus, features like automatic cross-referencing, diagram generation (when integrated with Graphviz), and support for multiple output formats, Doxygen streamlines documentation upkeep and synchronizes it with code changes.

Doxygen best features

• Custom commands: Create aliases and define new tags for consistent and reusable documentation blocks across your codebase
• Advanced table support: Go beyond simple markdown with nested tables, spans, and captions using HTML syntax for better data presentation
• Mathematical formula integration: Easily include LaTeX-style formulas that render cleanly in HTML and LaTeX outputs, perfect for technical and scientific docs

Doxygen imitations 

• Some users feel Doxygen’s integration is limited

Doxygen pricing 

• Free Forever

Doxygen reviews and ratings

• G2: Not enough reviews
• Capterra: Not enough reviews

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Streamline IT Documentation With ClickUp

If you’re still weighing your options, here’s the deal: finding the right IT documentation software depends on your team size, tech needs, and collaboration style.

Some software documentation tools are perfect for dev-heavy teams, while other solutions shine in simplicity or AI support.

But if you want a balance of power, ease, and future-proofing, ClickUp checks many boxes. You get ClickUp Docs for structured and consistent documentation, task linking for workflows, AI for faster writing, and templates to skip the blank-page stress.

Ready to finally get your documentation in order and focus on what moves the needle?

Sign up for ClickUp today!

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Frequently Asked Questions

1. Which is the best software for documentation?

The best software for documentation depends on your specific needs, but popular choices include Confluence, Notion, Microsoft OneNote, ClickUp and Google Docs. These platforms offer collaborative editing, version control, and easy organization of information. For technical documentation, tools like Read the Docs, GitBook, and Docusaurus are also widely used. The ideal choice will depend on factors such as your team size, integration needs, and whether you require advanced features like permissions management or API documentation.

2. What is the best software for documenting processes?

When it comes to documenting processes, tools like Process Street, Lucidchart, and Microsoft Visio are highly regarded. Process Street is designed specifically for creating and managing workflows and checklists, making it easy to standardize and automate recurring processes. Lucidchart and Microsoft Visio are excellent for creating flowcharts and process diagrams, which help visualize each step clearly. ClickUp, Notion, and Confluence are also popular for process documentation, especially when you want to combine text, visuals, and embedded resources in one place.

3. What are the different types of IT documents?

IT documentation can include a wide range of document types, such as user manuals, technical guides, standard operating procedures (SOPs), network diagrams, configuration files, troubleshooting guides, and knowledge base articles. Other common types are system architecture documents, API documentation, onboarding guides, and compliance or security policies. Each type serves a specific purpose, from helping end users operate software to enabling IT teams to maintain and troubleshoot systems efficiently.

4. What type of software is IT Glue?

IT Glue is a specialized IT documentation platform designed for managed service providers (MSPs) and IT teams. It helps organizations securely store, organize, and access critical IT information such as passwords, network configurations, asset inventories, and process documentation. IT Glue is cloud-based and offers features like relationship mapping, version control, and integrations with other IT management tools, making it easier for teams to maintain up-to-date and easily retrievable documentation.

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